Top Equipment Maintenance Software of 2025: Features, Comparisons, and User Insights

Key Takeaways

• Equipment maintenance software serves as a centralized platform for managing maintenance tasks, offering functionalities beyond traditional spreadsheets.
• It helps reduce maintenance costs and improves equipment uptime, reliability, and lifespan, enhancing overall operational efficiency.
• Integration with real-time data and automated processes allows for smarter decision-making and optimized maintenance strategies.
• Choosing the right software involves assessing your business needs, ensuring scalability and compatibility with existing systems.

Both equipment maintenance software and maintenance tracking software serve important roles in maintenance management, yet they cater to slightly different needs within any organization. 

The primary capability of equipment maintenance software lies in the proactive oversight of individual equipment. It facilitates the scheduling of planned and corrective maintenance, monitors the equipment performance, and automates various maintenance tasks, providing businesses with critical insights into equipment longevity and functionality. 

On the other hand, maintenance tracking software centers on documenting and monitoring all maintenance activities. A maintenance tracking system often provides a broader overview of the maintenance operations but with less focus on individual equipment performance metrics. It's ideal for ensuring that maintenance activities are logged systematically and that there is a historical record of all interventions across different asset types. 

Thus, while equipment maintenance software empowers facility managers to focus on enhancing individual equipment performance through detailed monitoring and proactive maintenance strategies, maintenance tracking software ensures you have a comprehensive record of all maintenance work conducted, regardless of the equipment involved. 

The decision between the two largely hinges on unique business needs. If your goal is to maximize the life and reliability of crucial machinery, equipment maintenance software might be the optimal choice. However, if acquiring a robust tracking system for all maintenance activities is your priority, maintenance tracking software could be what you precisely need.

Equipment maintenance software offers a centralized platform for:

• Creating and managing work orders for preventative and corrective maintenance
• Scheduling maintenance tasks and assigning them to technicians
• Tracking inventory of spare parts and supplies
• Recording maintenance history and performance data
• Generating reports and analytics to identify trends and improve maintenance practices

By automating tasks, streamlining workflows, and providing real-time data, equipment maintenance software helps businesses reduce maintenance cost, improve equipment uptime and reliability, extend the lifespan of equipment, and enhance operational efficiency.

Top equipment maintenance software in 2024: Quick comparison

Best equipment maintenance management software

1. Facilio
2. Fiix
3. UpKeep
4. eMaint
5. Hippo CMMS
6. Maintenance Connection
7. Limble CMMS
8. MPulse
9. Safety Culture
10. Whip Around

1. Facilio

With Facilio, your team has a centralized command center where they can monitor the health of every asset in real time. Predictive analytics alerts you to potential issues before they escalate, allowing for proactive maintenance that prevents costly breakdowns.

Your technicians arrive on-site equipped with mobile devices that provide instant access to asset history, maintenance manuals, and step-by-step instructions, ensuring efficient and effective repairs.

You can now confidently offer:

• Predictive maintenance: Facilio's AI-powered analytics analyze equipment data to predict failures before they occur, enabling you to schedule maintenance proactively and avoid costly downtime.

• Streamlined workflows: Automated work orders, intelligent scheduling, and route optimization ensure that your team works smarter, not harder, maximizing productivity and reducing labor costs.
• Transparent communication: Facilio's client portal provides real-time updates on work order status, asset performance, and cost savings, fostering trust and strengthening client relationships.
• Data-driven decision making: Robust reporting and analytics empower you to identify trends, optimize maintenance strategies, and make data-backed decisions that drive continuous improvement.

The Facilio Impact:

The transformation doesn't stop at your bottom line. Facilio creates a ripple effect that positively impacts every stakeholder:

• Your team: Empowered with modern tools and streamlined processes, your technicians become proactive problem solvers who take pride in their work. Morale improves, turnover decreases, and you attract top talent who want to be part of an innovative organization.
• Your clients: They experience fewer disruptions, faster response times, and transparent communication. They see the tangible benefits of your proactive maintenance approach in the form of reduced downtime, improved asset performance, and cost savings. This fosters loyalty, long-term contracts, and positive word-of-mouth referrals.
• Your business: With reduced costs, increased efficiency, and happier clients, your business thrives. You can invest in growth, expand your service offerings, and establish yourself as a leader in the facility management industry.

What do customers say about Facilio?

‘We needed a scalable and flexible solution to unify all of our disparate building systems. Facilio's thought leadership and innovative product portfolio stood out clearly & aligned well with our vision. As we look forward to launching the workplace of the future, we are proud to work with a partner like Facilio’ - Rob Devereux, CEO of ICD Brookfield

‘Facilio’s differentiated approach and strong references in the real estate industry convinced us that it was possible to do more with less.’ - Paul Vandervlis, GM, Facilities Services, Investa

This isn't just about technology; it's about empowering facility management service providers to deliver exceptional value, build lasting relationships, and achieve sustainable growth.

2. Fiix

Fiix is one of the leading CMMS platforms for maintenance operations.

Key features

• Availability of machines, costs and scheduling via a QR code scan.
• Set up scheduled maintenance with automated task lists.
• Mobile app allows technicians to access, view, and update work orders from anywhere—even when they’re offline.
• Dashboard helps in creating custom reports for your team.

Target industries:

Oil and gas, heavy equipment, food and beverage & manufacturing

What do customers have to say about Fiix?

“I like that it comes as a complete package that meshes your work orders, asset inventory, preventive maintenance, parts tracking, and reporting all into one platform. You're not bouncing between 4 different software; you get one complete package. The customization is my favorite aspect. You have all the control to make this product what you want it to be” - Aaron W.

“All the date entry points must be opened by clicking on this little bitty drop down arrow. Work orders and PO's can only be sent to one single email address as opposed to the option to send to multiples” - Dennis, Plastics.

3. UpKeep

UpKeep Maintenance is a cloud-based software that helps simplify your maintenance tasks. This software has been widely adopted by facilities management teams.

Key features:

• Helps in work order and inventory management; along with task allocations.
• Helps in preventative and reactive maintenance work.
• Barcode scanning for quick equipment lookup & inventory tracking for automatic reorder alerts.
• Helps preserve historical maintenance data & can be used to track time and generate reports.

Target industries

Churches & non-profits, hospitality, energy & utilities, healthcare, fleet management, manufacturing & plants, food & beverage manufacturing, property management, facility management, schools & higher education, farming & agriculture, restaurants, government & public works, gym & fitness.

What do customers have to say about Upkeep?

“Upkeep is a lifesaver. It keeps the work orders organized & keeps the Maintenance team on top of where they are in the process. However, we want to be able to do quick views of work that is in progress to be able to prioritize at a glance”- Melissa Gamble - Property Management, PadSplit

“Expensive, double or triple the price of other software I looked at. While on the free version, getting help from customer support was DIFFICULT. I can't imagine how it'll be when we sign up on a paid version” - Clark, E-Learning

4. eMaint

eMaint is a CMMS, EAM, and IIoT software that connects hardware and software in a cloud-based ecosystem. This helps in reducing downtime which can increase production.

Key features

• Consolidated asset management that helps in efficient work, material flows, and lifecycle tracking.
• Helps improve maintenance operations & cost reduction.
• Seamlessly integrates with other enterprise systems for smooth data flow.
• Detailed reporting features & history equipped with an intuitive interface for all.

Target industries

Automotive, food & beverage, life sciences, facility management software, services, education, government, healthcare, warehouses, manufacturing, oil & gas & packaging.

What do customers say about eMaint?

“Since we chose eMaint, I’ve been able to reduce our work orders from about 500 a month to around 50—and now we do a lot of PMs… We’ve increased our uptime from an average of 80% to 95, 96, even 97% for some production lines” – James Kalinski, Facility Engineer at Advanced Atomization

‘Difficult to use, Random bugs happen, customer support doesn't seem to know how to solve issues and frequently creates new problems while trying to fix the problem reported.’ - John, Electrical/Electronic Manufacturing,

5. Hippo CMMS by Eptura

Hippo CMS is a cloud-based software that helps in work order and inventory management for mid market and small businesses.

Key features:

• Helps in planning maintenance schedules, allocating tasks & maintaining tickets.
• Easy to access repair history, status, and work order completion
• Helps you manage your stocks, with detailed information including images,warranties, schematics, and O&M manuals.
• Includes robust reporting, customizable dashboards and seamless integration options depending upon the organization's needs.

Target industries

Education, government, healthcare, business, manufacturing, software & technology.

What do customers have to say about Hippo CMMS?

“I like that this software will send a notification to our parts clerk when our on hand supply has been exhausted. I also like that we have all our calendar based scheduled PMs where they can be quickly accessed and veiwed.” - Verified user.

“It would be nice to be able to see the floor plan when you create a work order so you don’t have go look for it separately. Also I would like to access work order histories of locations from the floor plan as well.” - Dylan S.

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6. Maintenance Connection

Maintenance Connection focuses on streamlining workflows and increasing productivity to avoid asset failure and downtime.

Key features

• Helps in prioritizing, reviewing, and tracking work orders and inventory items
• Schedule maintenance and alarms via automated notifications and triggers
• Focuses on compliance using audit logs and work records, which helps to customize reporting

Target industries

Manufacturing, energy, metals & mining, education, transportation, data centers, telecommunications, healthcare and government.

What do customers have to say about Maintenance Connection?

“As a super-user, I can tell you the reports function gives you every possible option to track your documentation and report it to those that need it.” - Kevin, Maintenance Planner

“Too bulky, too confusing, too messy, no support, expensive, servers crashed a lot.” - Ryan, Maintenance Manager

7. Limble CMMS

Limble CMMS is a mobile-first maintenance software built to make life easy for technicians.

Key features

• Helps you prioritize, schedule and assign work orders in one place - right from start to finish.
• Automated planned maintenance scheduling complete with SOPs, checklists, and more.
• Track all assets in one dashboard, to increase lifespan and optimize purchasing.

Target industries:

Manufacturing, energy, food, construction, education, healthcare and facility management.

What do customers have to say about Limble CMMS?

“Customer service for Limble is remarkable, and my CSM always answers my questions in a very timely fashion. They did an excellent job teaching me the ropes of Limble, and I am very pleased to have those training recordings and all the great training on Limble's YouTube channel.” - Larry M., Senior Maintenance Technician

“Immense amount of wasted time logging back in and reloading work orders as Limble is constantly closing or reporting an error that requires refreshing. Also huge wasted time putting parts in a work order multiple times as they often don't save - Aubrey S. Mechanic.”

8. MPulse

MPulse is a powerful maintenance management software designed to facilitate your maintenance efforts.

Key features

• Manage high priority work, while keeping a tab on low priority work.
• Ensure preventative maintenance via schedules and tracking via custom calendars.
• Track all financial & lifecycle information on assets & inventory.
• Create custom screens for important metrics, like status reports and summaries.
• Adaptive to every device interface with barcode scanning.

Target industries

Manufacturing, government, healthcare, education, food & beverage.

What customers have to say about MPulse:

“MPulse makes it easy to track assets and to manage work orders and work order history. You can log machine hours and set hour base work orders.” - Vern B.

“MPulse on an administrator standpoint is very difficult to use. I often have trouble navigating the behind-the-scenes because of how confusing the software is. With how much work I have running a maintenance department, it really puts a wrench in the works not having good support readily available to me.” - Noah, Maintenance supervisor in US.

9. SafetyCulture

SafetyCulture is a comprehensive workplace maintenance tool that digitizes every element of operations.

Key Features

• Helps track equipment, inspections and maintenance via checklists.
• Allows to document maintenance processes and build comprehensive workflows and schedules.
• Helps manage and report issues during inspections and assign corrective actions.

Target industries

Manufacturing, construction, hospitality, retail, transport and logistics, mining and facility management.

What do customers have to say about Safety Culture?

“It is a great product for managing regular compliance, safety, and machinery checks within the business.” - Matt McAuley, Design Engineer, Kingsley Plastics Ltd

“I wish it was priced lower so I could deploy to more team members. I wish I had additional control over how the report looked.” - Mark Higgason, Executive Vice President, Encompass AV

10. Whip Around

Whip Around is a comprehensive fleet management platform that seamlessly connects every aspect of the vehicle and equipment maintenance process in one system.

Key features:

• Helps automate your maintenance workload and reduces asset downtime
• Allows you to stay ahead with inspections and compliance issues at risk areas
• Helps track real-time fuel usage & enables smarter decisions
• Access information about the fleet’s maintenance operation with critical data and analytics

Target industries

Construction, landscaping, oil & gas, passenger transportation, trucking & delivery, waste & recycling

What do customers have to say about Whip Around?

‘Right from the start, I found this software easy to use, easy to integrate and easy to maintain. It takes a lot of the hassle out of Fleet management for the managers as well as the drivers. With the recent addition of the Maintenance section, we've been able to keep better track of upcoming services and certifications, resulting in less down time for the fleet’ - Peter J. , Supervisor & Maintenance Coordinator

‘Limitations on some forms. Fees doubled over a weekend. Cancellation process leaves much to be desired. There are better alternatives for cheaper now’ - Luke T. Operations Manager.

Why equipment maintenance matters more than ever

Think about the evolution of the automobile industry. Cars were once purely mechanical machines that required regular manual checks and repairs. Mechanics relied on their experience and intuition to diagnose and fix problems.

However, technology feats over time revolutionized this industry, transforming vehicles into sophisticated systems equipped with sensors, diagnostics, and automation.

This shift has drastically improved efficiency, safety, and overall performance, illustrating a profound transformation similar to what is now happening in equipment maintenance.

Progressive developments in equipment maintenance

Traditionally, equipment maintenance was seen as a necessary expense, much like the early days of automobile maintenance. It was about keeping machines running, fixing what broke, and minimizing downtime.

However, just as the automobile industry has evolved with technology, so has the role of equipment maintenance.

With advanced technologies, maintenance has moved from a reactive approach to a proactive, data-driven strategy that enhances efficiency, reduces costs, and supports broader organizational goals.

The impact of technology on maintenance

Innovations, such as IoT sensors, real-time data analytics, and AI/ML-powered predictive maintenance, have revolutionized facility management. These tools enable facility managers to monitor equipment performance in real time, predict potential failures, and address issues before they escalate into costly downtime.

This shift mirrors how the automobile industry uses advanced diagnostics and automated systems to improve vehicle maintenance and performance

The need to adapt to increasingly complex building requirements has accelerated the adoption of advanced maintenance technologies

Nowadays, facility managers are now pressured to deliver exceptional customer experiences and agile responses to evolving needs.

However, legacy maintenance systems often create silos and inefficiencies, hindering the ability to provide customer-centric services.

To stay competitive, organizations must adopt modern, cloud-based solutions that automate processes, integrate stakeholder engagement, and drive connected efficiency.

Key factors to consider when choosing equipment maintenance software

Companies with extensive portfolios must determine whether the software supports centralized or distributed data input.

Centralized data input allows for streamlined management, where a designated team can input and manage all essential data, including but not limited to work orders, purchase orders, and PM inspections.

Distributed data entry offers flexibility, enabling different departments and facility managers to have their own dedicated screens. This setup prevents unnecessary clutter and ensures that each department can focus on relevant data entry tasks without interference from unrelated information.

Also, the ability to track on-the-road repairs is often a critical concern. Facilities require robust software systems that can seamlessly track and report maintenance activities conducted outside of the premises.

Other vital factors include:

1. Integration capabilities: Select software that integrates seamlessly with existing enterprise systems such as ERP, CRM, and IoT platforms. This ensures a unified data ecosystem, enhancing real-time decision-making and strategic planning.
2. Scalability and flexibility: Opt for solutions that can scale with your organization's growth and adapt to changing operational needs. The software should support various types of equipment and configurations, especially via APIs, accommodating new technologies as they emerge.
3. Advanced analytics and reporting: Choose software that offers comprehensive analytics capabilities. Look for tools that provide predictive analytics for maintenance, cost analysis, and performance metrics, enabling proactive management and optimization of assets.
4. Compliance and security: The software must comply with relevant industry standards and regulations. Strong security features are critical to protect sensitive data and prevent unauthorized access.
5. Support and vendor stability: Evaluate the software provider's customer support services and the stability of the vendor. Long-term viability and robust support are crucial for ensuring the continuity and reliability of the software.

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Centralized visibility and control with Facilio

Facilio's connected CMMS is engineered to transform facilities management through a host of sophisticated features. Here's what makes it a top choice:

• Integration with BIM and data models: Seamlessly integrates with existing systems for enhanced insights.
• Real-time analytics: Offers actionable intelligence to optimize operations.
• Comprehensive work order management: Efficiently handles both planned and unplanned maintenance tasks.
• User-friendly interface: Simplifies navigation and operation for all users.
• Sustainability and efficiency: Supports eco-friendly practices and operational excellence.

For facilities managers who are serious about enhancing their operational capabilities and sustainability, Facilio's software provides the tools needed to succeed.

FAQs for equipment maintenance software