The Best Preventive Maintenance Software (2025)

If you’ve landed on this article, you probably already know that consistent preventive maintenance is one of the most important things companies can do to keep efficiency up and costs down. In fact, organizations that prioritize preventive and predictive maintenance experience 52.7% less unplanned downtime than their reactive-heavy peers.

Implementing a preventive maintenance strategy that sticks is the real challenge. And beating that challenge starts with the right tools and technology. But with so many preventive maintenance software options on the market, how do you know which one is the right fit for your team?

The best place to start is with advice from maintenance and asset management leaders who’ve been in your shoes. That’s what we’ve outlined below.

Key takeaways

• This article compares preventive maintenance software platforms based on reviews from maintenance and asset management professionals, focusing on seven leading platforms.
• Users share that MaintainX’s powerful, enterprise-grade features, usability, and reliable customer support make it the best overall preventive maintenance software.

What is preventive maintenance software?

Before we jump into the reviews, let’s define the technology we’re looking at. Preventive maintenance software helps teams stay ahead of equipment issues before they turn into downtime. Preventive maintenance scheduling within CMMS software allow teams to efficiently schedule maintenance and automate work orders, improving asset reliability and operational efficiency.

Many modern platforms also connect with sensors and OT systems to support more predictive maintenance as your program matures. Preventative maintenance software can also use condition based triggers, meter readings, and equipment usage data to automate and optimize maintenance scheduling, ensuring maintenance is performed based on real-time asset conditions and usage.

How we evaluated preventive maintenance software

We compared the features for each CMMS and EAM based on customer reviews from:

• Gartner Peer Insights
• Capterra
• G2
• Software Advice

Why MaintainX is the best preventive maintenance software overall

Preventive maintenance only works when teams can consistently plan, execute, and learn from their maintenance activities. MaintainX stands out as the best preventive maintenance software because it makes these steps easier and more reliable across every facility, team, and asset.

MaintainX consistently ranks as a leader in CMMS and EAM on third-party review sites, with users reporting faster ROI, higher technician adoption, and better maintenance data quality than competitors.

Built for frontline adoption: Most companies struggle to get ROI from their CMMS platforms because technicians won’t use them. MaintainX was designed to be mobile-first, with an intuitive interface that technicians can learn in minutes. Mobile accessibility ensures that teams can manage work orders and receive updates from any mobile device, improving on-the-go maintenance efficiency. Higher adoption means better data and, ultimately, fewer breakdowns.

Fast time-to-value: While traditional systems can take months or even a year to implement, MaintainX gets teams fully operational fast. Customers commonly go live within three weeks per site, thanks to streamlined setup, guided onboarding, and minimal IT dependence.

AI that simplifies preventive maintenance: MaintainX’s AI-powered features make daily maintenance work easier for technicians. Teams can auto-generate procedures from manuals, get smart time estimates for planning, and detect anomalies. These features help standardize tasks and improve overall reliability.

Powerful yet intuitive PM workflows: MaintainX is designed to keep technicians focused and managers informed. The platform makes it simple to build and manage preventive maintenance programs with:

• Visual step-by-step procedures
• Easy-to-follow digital checklists with conditional logic
• Automated cost and parts tracking
• Real-time asset status
• Escalations for overdue or failed PMs

Instant reporting and asset insights: Maintenance leaders can see exactly how their preventive maintenance program is performing with built-in dashboards for PM compliance, downtime, mean time between failures, and more. Instant access to maintenance data and asset details enables faster, data-driven decision-making and helps teams manage assets more effectively.

Scales across sites: MaintainX supports multi site operations, making it ideal for organizations with distributed facilities. An enterprise plan is available for organizations with advanced needs, offering additional customization and scalability. MaintainX offers the flexibility needed to standardize best practices while giving each site room to operate efficiently. The platform helps manage assets across distributed locations, improving operational efficiency and ensuring consistent maintenance performance at scale.

Preventive maintenance software comparisons: Key features and feedback on the top solutions 

MaintainX

What customers like

• Usability: MaintainX delivers a mobile-first, technician-friendly interface that encourages rapid adoption and minimal training.
• Best-in-class customer support: Many reviews highlight the responsive onboarding team and knowledgeable in-house support that help users every step of the way.
• Integrations: With a marketplace of OT/IIoT and ERP connectors, the platform supports seamless data flows across asset, production, and maintenance systems. The system also helps manage  parts inventory efficiently, with features for stock level optimization and integration with ERP platforms.
• Preventive maintenance automation: Users emphasize auto-generation of recurring PM tasks, meter-based thresholds, and built-in dashboards for PM compliance and reliability.
• Auditability and digital work history: Digital inspection checklists, required fields, photo/video capture, and full asset work logs make compliance and traceability easier. Checklists and maintenance tasks can also be completed in offline mode, allowing technicians to work in locations without internet connectivity.

What to watch out for

• Regulated industry specialization: While capable, it isn’t designed to handle the most stringent validation-heavy environments out of the box.
• Advanced workflows require support: Some complex use cases require involvement from support to configure.

What customers think of MaintainX

“Work order management is by far our most utilized function of MaintainX. It has completely streamlined our process with our team.” - Colton C., Facilities Manager

“As soon as my staff saw how easy it was & the communication improvements from this software they jumped in and have not stopped using it.” - Jason A., Resort Maintenance Manager

“MaintainX offers the best user experience for asset management (i.e. preventative maintenance, reactive maintenance, building maintenance functions, work instructions, asset depreciation, etc.).” — Cody C., Executive Director of Operations

“User-friendly interface, resource management features, scheduling options, visibility of all maintenance tasks, request tracking, and excellent return on investment.” — Tebogo T., Facility Management

“Our asset register has been replaced with a detailed system that automatically links any Work Order with its associated asset. This has saved so much time by not having to manually search through records.” — Manager, Facilities

Limble

What customers like

• Simple interface and modern UX: Users consistently praise Limble’s interface as clean and relatively easy to learn.
• Covers core preventive maintenance needs: Many users like that Limble gives them the basics quickly without complexity.
• Strong customer support: Reviewers note that Limble’s customer support is responsive, especially during onboarding.
  

What to watch out for

• Mobile performance issues: Some users report the Limble app crashing, causing them to lose time and/or data. “Immense amount of wasted time logging back in and reloading work orders as Limble is constantly closing or reporting an error.” Aubrey S., Transportation
• Reporting is difficult to customize: Many users say Limble’s reporting doesn’t go deep enough, and its model limits complex PM/asset analysis. “Because of the number of customizations, it can be tricky to develop the dashboards you want due to the number of options.” Benjamin F., Mining & Metals‍
• Gaps in preventive maintenance workflows: Some reviewers report preventive maintenance feature limitations. “PM's are difficult to implement and track. There is no way to know how many PM's are coming in the future.” -Mike S.
  

Maximo

What customers like

• Regulatory-grade security and compliance: Support for ITAR, FedRAMP, and government standards makes this software a fit for heavily regulated industries.
• Extensive EAM functionality: Maximo’s Application Suite is feature-rich, covering asset lifecycle, work management, supply chain, and compliance in a single environment.
• Alignment with IT and enterprise architecture: IT teams often trust Maximo’s integrations and security positioning.
  

What to watch out for

• Lack of mobile usability: Frontline technicians often describe the software’s mobile experience as poor. “The software's limited mobile access is problematic for field technicians who require on-the-go functionality. Additionally, the complexity of configuration and administration can be daunting.” Keshav M.
• Difficult to implement and adopt: Users report that the software has a steep learning curve, which hinders adoption. “From the beginning it requires a strong learning curve. Deployment is a complex process which can be problematic for smaller companies.” G2 Verified User in Electrical/Electronic Manufacturing
• Higher cost: Many organizations consider IBM Maximo to be expensive compared to other solutions. "The most significant issue with IBM Maximo Application Suite is its cost, which presents a challenge." -Khushivant K.
  

Hexagon EAM

What customers like

• Strong asset reliability foundation: Hexagon provides deep functionality for critical asset tracking, reliability analysis, and maintenance planning.
• Compliance management: Built with energy, utilities, and transportation in mind, it supports detailed risk and regulatory workflows.
• Flexible deployment options: Offers cloud, on-premises, and hybrid setups to meet different IT requirements.
  

What to watch out for

• Complex reporting and analytics: Users describe reporting as limited, difficult to configure, and dependent on technical expertise or external tools. “Slightly outdated UI, and sometimes it is hard to get the data out of EAM. you have to rely on datalake, power BI, etc.” G2 Verified User in Transportation/Trucking/Railroad
• Unintuitive user experience: Reviewers note that technicians often struggle with the interface and mobile experience. “Some of our users are overwhelmed by the amount of data and organization of it. Often they are frustrated by the numbers of tabs and places where things need to be recorded.” - Robert M.
• Long implementation timelines: Many report slow time to value from the system. “Too many separate products to buy for successful implementation, with difficulty transitioning between solutions and getting the most out of the system.” -Michael G.
  

Fiix

What customers like

• Solid preventive maintenance and work order scheduling: Customers like Fiix for getting basic work management under control.
• Customer support gets positive mentions: Many reviews call out responsive, helpful support teams.
• Easy to learn vs. legacy tools: Many teams moving from paper/Excel or homegrown tools feel Fiix is a big usability step up.
  

What to watch out for

• Reporting limitations: Getting useful insights from data often requires exports, custom reports, or extra spend. “We hit a ceiling. We cannot customize certain data analysis or add multiple BOMs – so workarounds were necessary.” — Jason B.
• Unreliable tracking: Many users report issues with labor, time, and cost tracking.‍
• Complicated and inconsistent mobile experience: Reviewers note an unintuitive and slow mobile experience for frontline technicians, which can ultimately lead to under-adoption and bad data. “It also is a little complicated for the technicians to navigate through the work orders and complete some of the tasks properly. They also have a hard time maximizing the data and information inputs.” Carlos F.
  

eMaint

What customers like

• Longstanding heritage: eMaint has been around for decades and is well-known in industrial maintenance.
• Comprehensive asset tracking: The software offers advanced modules for warranties, spare parts, and condition tracking.
• Flexible reporting engine: The platform supports highly customizable reporting for users with SQL or BI experience.

What to watch out for

• Outdated UI and low technician adoption: Many users find the interface difficult to navigate. “The UI can be confusing at times, especially when dealing with multiple options or navigating work orders.” - Lamar W., Chemicals
• Limited support: Some users experience inconsistent or slow responsiveness when seeking support. "Unfortunately, reported problems or requests for help go unanswered sometimes for weeks at a time.“ -Mateusz S., Maintenance Planner
• Code-heavy and slow reporting: Reporting tools often require technical expertise and external assistance to use. “Building reports is not intuitive to the user and oftentimes requires support from an eMaint team member when building them out.” -Verified user in hospital & health care
  

Brightly (Asset Essentials)

What customers like

• Responsive customer service: Customers report quick service and problem resolution.
• Broad solution portfolio: Brightly's suite includes energy management, capital planning, and facility assessments.
• Well-suited to users in public sectors: Its history as a K-12 facility management tool means its functionality is often suited to those organizations.
  

What to watch out for

• Cumbersome interface design: Users report a dated design and excessive navigation steps for certain tasks. "It is not a very sleek or modern user interface… Sometimes it seems like there are too many steps to perform what I want to." - Davis B.
• Limited and complex customization options: Teams find it difficult to adapt the software to their requirements. “Feel less flexible when dealing with highly specific or unique operational needs, as customization options have their limits.” - Mohammad N.
• Poor mobile experience: Many users, particularly large-scale operations, report frequent crashes and long load times. "The mobile aspect was not what we were looking for or needing to support the amount of staff and volume that we have." -Brandi S.

How to evaluate preventive maintenance software

Whether you manage a single facility or dozens of sites, your software should fit naturally into your team’s workflow. After all, preventive maintenance software is only a real solution if the people doing the work actually use it.

With that in mind, here are a few things to consider as you evaluate your options.

1. Prioritize technician adoption

A clean mobile interface, intuitive navigation, and fast load times make a huge difference in whether technicians consistently log data and close work orders. If the software feels like a burden, usage drops.

Look for a mobile-first experience with clear work order flows that requires minimal training.

If possible, let your technicians test the app first. Their feedback will tell you more than any spec sheet ever could.

2. Understand the implementation journey

Some platforms can be up and running in weeks, while others may require months (or longer) to fully deploy. Think about your team’s bandwidth: do you have internal resources to configure a complex system, or do you need something that gets you live quickly with minimal disruption?

During your demos, ask potential vendors:

• How long does implementation typically take?
• What support is included?
• Who handles data migration?

3. Look closely at integrations and data flow

Your CMMS may need to connect with ERP systems, SCADA, BMS, or IoT sensors.

The right software should make these connections painless. If integrations require heavy custom development or ongoing IT hours, the system might slow you down instead of helping you scale.

4. Evaluate support beyond the sales process

Good support is more than a help article or a chatbot. You need a partner who understands maintenance workflows and the realities of day-to-day operations. Look for vendors with strong user reviews specifically mentioning support experiences. Great support can make the difference between a smooth rollout and months of frustration.

5. Think about long-term sustainability

It’s easy to get excited about advanced dashboards or AI capabilities, but it’s just as important to consider how the system will grow with you. Your maintenance team may not need predictive features today, but will you want them next year? Will the software still feel intuitive as your team expands? The right preventive maintenance software can help extend equipment life and support the needs of production lines by ensuring consistent maintenance practices and minimizing downtime.

Look for a steady product roadmap and features that support your maturity level today, with room to grow.

6. Focus on reporting that works for everyone

The best preventive maintenance programs rely on clean, accessible data. Robust reporting features are also essential for regulatory compliance, helping organizations meet safety standards and industry regulations through accurate documentation and audit trails. Managers need quick visibility into overdue tasks, technician workload, and asset health trends. Technicians need clear guidance on what’s expected of them. Leadership needs reliable insights for budget and staffing.

Choose a platform that:

• Makes reporting easy to understand
• Offers dashboards without requiring coding
• Supports exporting and sharing data effortlessly
• When information flows smoothly, decision-making does too.

Implementing preventive maintenance software

Successfully implementing preventive maintenance software begins before your software search. First, assess your current maintenance operations by asking your maintenance team to identify gaps and opportunities for improvement. These discussions will help you define your requirements for preventive maintenance software (and prioritize factors like ease of use, key features, scalability, and integration capabilities).

When evaluating software options, continue to involve your maintenance team in the decision-making process. Ultimately, the technology needs to fit your technicians' workflows.

The right fit for your team

Obviously, every operation is different. Some teams need deep compliance capabilities; others prioritize flexibility or ease of use. Some require powerful integrations, while others just want a straightforward way to track work. 

The “best” preventive maintenance software is the one that supports the way your team already operates while helping you move away from reactive firefighting. Choosing a platform that aligns with your existing team and processes is the surest way to get lasting value.

If you’d like to explore how MaintainX supports preventive maintenance for teams across industries, you can browse real customer stories or connect with the team whenever you're ready. 

‍