Inspection manuals and regulations set guidelines to show your commitment to safety and production.
Failure to meet inspection checklists not only puts businesses at great risk of strict fines but also puts employees’ lives on the line as well and our equipment is more prone to failure.
To thrive in this competitive environment, you need a reliable maintenance and equipment inspection software. This approach organizes all of your inspection dates and audits, making it much easier for us to comply with the numerous laws and regulations we must follow.
As a quality inspector, you must show commitment to quality, safety, and operational excellence by incorporating this technology into all inspection procedures.
Equipment Management Solution allows you to efficiently manage and track equipment, tools, vehicles, and assets. Knowing where your assets are, when to phase them in or out, and exactly what assets you have is critical for organizations that rely significantly on equipment, such as construction or the cleaning sector, since there are so many locations to keep track of with such a high consumption of equipment.
Equipment failure is by far the largest source of unplanned downtime costing 42% of all instances.
So it’s no surprise more and more manufacturers are using advanced software to monitor the condition of their equipment so they can, in some cases, fix issues before they even occur. After all, it’s much better to replace a worn-out bearing one afternoon than to wait for a breakdown to halt production for two days.
With this in mind, we have researched and compiled a detailed comparison of 8 operational efficiency software, also known as asset management software, to help organizations on the lookout for new equipment maintenance management software, make informed and clever buying decisions suited to meet your detailed organizational needs and running expectations.
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1. Xenia - Overall No.1 Equipment Inspection Software
Xenia is the leading automated inspection software for equipment inspections making it easier for managers to conduct inspections and audits.
On top of it, the platform comes with a multitude of pre-configured and customizable inspection templates that are easy to use, and customize as per any individual or business's specific requirements.
Think of templates as out of the box, customizable perks that are part of the overall feature set.
The Asset Register functionality enables users to build a comprehensive register of all their assets and equipment, while also allowing them to record sub-assets i.e. parts, and units to increase visibility.
Users can take full advantage of the photos and detailed information areas to ensure an entirely comprehensive overview of their assets.
The Asset Inspections feature adds a layer of customization with if/then logic, automating alerts, follow-up questions, and image requirements.
In the event of failed inspection steps, this equipment inspection software can also be used to setup corrective action workflows - and that too, from within a centralized dashboards.
In addition to handling inspection operations, Xenia assists organizations with converting to a paperless workflow, resulting in faster inspections, fewer mistakes, and higher data quality and accessibility.
Key Features
- Audit and Inspection: Conuct extensive inspections from fully customizable templates, create reports, and avoid near misses by identifying underlying issues.
- Seamless Team communication: A central platform for easy collaboration via chat, work orders, inspection results, and updates.
- Checklists and SOPs: Logic-powered response automation generates SOPs, logs, checklists, and more.
- Task and work order management: This includes task assignment, classification, and priority setting.
- Asset management: Streamline equipment operations with a single system that provides real-time tracking, automatic maintenance plans
- Scheduling Tasks: Plan and schedule equipment maintenance assignments precisely across categories, assets, and locations.
- Corrective Actions: Increase the effectiveness by instantly creating tasks from failed stages during inspections and audits.
- Analytics and Reporting: Gain extensive insights into your work history, team performance, asset health, and other indicators to help you make better decisions and anticipate operational needs.
Pricing
- Free Plan: Starting at $0, for up to 5 users with unlimited access to all the basic features!
- Starter plan: $99/month/15 users with access to core features.
- Premium Plan: $199/month with unlimited access to core & advanced features + functionalities.
- Custom: Need something customized for your business?
Available for up to 5 users
Premium for $99/month for the first 20 users (with free trial period)
Available on iOS, Android and Web
2. Upkeep
UpKeep is an excellent choice for comprehensive equipment and asset maintenance.
Micro-managing assets is often a hassle, but with Upkeep managing difficult work, and the ability to easily plan preventative equipment maintenance.
This industry-leading safety compliance software provides for greater concentration on other areas while still delivering the necessary maintenance attention to maintain worker safety and effective machinery operation.
Key Features
- Streamline your maintenance operations with a simple work order management system to ensure a smooth workflow for your staff.
- Preventative maintenance initiatives to proactively resolve issues before they worsen.
- Use predictive maintenance abilities to foresee possible equipment breakdowns.
- Optimizes your inventory and supplies, ensuring that you have the proper resources at the right time for maintenance operations.
- Detailed breakdown reports provide vital insights into equipment performance, allowing for informed decision-making.
- Create a structured approval procedure inside the system to streamline the authorization of maintenance jobs
Pricing
- Starts from $45/month/user
3. Manager Plus
If your firm is dealing with ongoing backlogs that are inhibiting operational efficiency, ManagerPlus might be the ideal equipment inspection software.
Several customers have testified to the incredible impact ManagerPlus has had on their workflow, and they were able to get the control they need.
With such a robust range of features and settings, it's no surprise that ManagerPlus is one of the most popular products on the market.
Key Features
- Effective equipment maintenance and repair tasks, ensuring that your assets remain in top shape.
- Get real-time information on your equipment's location and status, allowing you to make proactive decisions and save downtime.
- Conducting preventative maintenance measures to increase the longevity and dependability of your equipment.
- Effectively plan and schedule maintenance chores while allocating resources efficiently and fostering a proactive approach to equipment management.
- Easily manage your equipment assets, guaranteeing complete oversight and control over your critical resources.
- Improve work order management for equipment-related duties, resulting in a seamless workflow and timely completion of maintenance operations.
- Effectively manage your equipment inventory to guarantee that all required components and spare parts are readily available when needed.
- Analyze maintenance data, analyze performance metrics, and deliver actionable insights for ongoing improvement using robust reporting tools.
Pricing
- Starts from $85/month/user
4. Maintenance Care
Maintenance Connection is an integrated and comprehensive maintenanc e management solution designed for maintenance professionals to provide the best tool to improve the maintenance function at every level.
Ideal for small to medium scale businesses, this equipment inspection software offers some of the best features to date.
Key Features
- Automatic notifications guarantee that key stakeholders are kept up with the pace of essential updates and maintenance tasks.
- Compliance and audits for adhering to industry standards.
- Integrates seamlessly with other systems, streamlining data flow and establishing a coherent system for effective maintenance management.
- Manage your equipment inventory effectively using Maintenance Connection's customized software, which streamlines resource tracking and availability.
- A user-friendly interface that encourages intuitive ease of use, allowing them to easily explore the program.
- To improve responsiveness and efficiency, manage maintenance activities on the move.
- Use strong reporting and analytics tools to get valuable insights into maintenance operations, track performance indicators, and make informed decisions that promote continuous improvement.
Pricing
- Professional – $118
- Mobile CMMS -$58
5. Hippo CMMS
Hippo CMMS is an equipment maintenance software that streamlines maintenance operations with capabilities such as work order management, asset management, analytics, and easy scheduling.
You can simply manage and monitor maintenance tasks using CMMS software, saving money, time, and effort while keeping assets and workers in check.
The calendar interface increases organizational openness by keeping everyone up to date on important tasks and dates.Hippo CMMS specializes in maintenance management software solutions for asset-intensive industries such as manufacturing, healthcare, hotels, and different facility management services.
Key Features
- accurately track the placement of equipment inside a facility, allowing access to detailed asset profiles
- Work order tracking and efficient search and filtering for specific work orders or assets.
- Minimize asset downtime and guarantee consistent equipment performance by performing routine maintenance and constantly monitoring asset conditions.
- Simplify preventive maintenance procedures to proactively prolong asset lifespans, improving the Return on Assets (ROA) for physical equipment.
- Comprehensive insight into each work order, allowing for better control over labor allocation.
- Allocate work to specific technicians to improve responsibility and avoid uncertainty about responsibilities.
Pricing
- Hippo Plus – $55/user/month
- Hippo Pro -$75/user/month
6. Fiix
Maintenance work may be quite the juggling act. You must be proactive in your regular maintenance tasks, correct tool organization, and grasp fundamental principles (such as pressure vessel maintenance).
On top of that, you'll need to manage scheduled maintenance tasks, which range from checklist preparation to executing PMs for the facility's equipment makers.
This equipment inspection software makes it simple to manage them by combining all of your asset information in one location.
Key Features
- Organize your assets in a hierarchical tree structure to provide a methodical approach to maintenance management.
- Insightful reports provide a full perspective of maintenance operations and asset linkages.
- Streamline asset identification and locating with user-friendly features.
- Effectively manage maintenance across numerous sites by sorting, displaying, and categorizing users by site.
- Automate asset tagging by creating QR codes and barcodes for all assets.
- Set up SOPs by automatically allocating task sequences to work orders connected with a given asset type.
Pricing
- Free
- Basic -$45
- Professional -$75
- Enterprise -Contact vendor
7. Field Eagle
Field Eagle is a centralized equipment inspection software that easily handles inspections, maintenance and repairs, job site safety, field asset monitoring, work orders, time sheets, and scheduling.
This tool operates on a single, unified platform.
Moreover, Field Eagle can conduct preventative maintenance audits and manage ongoing routine maintenance; no detail is overlooked.
Key Features
- The Asset Condition Report provides a thorough history of an asset's condition.
- Use the GEO tagging feature to gather location data for images taken during inspections.
- Use the Client Portal to securely communicate documents directly with clients in the cloud.
- create customized inspection forms and checklists that can be replicated and modified for every inspection.
- Real-time notifications keep you informed about critical events and activities in the field, increasing responsiveness and efficiency.
- Compliance management ensures that your activities seamlessly fit with industry norms.
- Users can access easy dashboards to monitor important indicators and make informed choices based on the most recent data.
Pricing
- Contact Vendor
8. Fleetio
Fleetio is on our list of best equipment inspection software for a reason.
First and foremost, the program emulates efficiency, delivering an extensive package of fleet management solutions that are convenient and effective.
The solutions are cloud and mobile-based, created to reduce costs and extend the life of your fleet.
Another advantage of using this tool is to centralize critical processes and information in one location. Fleetio empowers fleets of all sizes to automate their maintenance scheduling, vehicle inspections, fuel management, parts tracking, and data-driven automation for critical processes like preventive maintenance, equipment tracking, and compliance issues.
Furthermore, it offers a robust feature set for handling assets, maintenance costs, fuel efficiency, and labor expenses. This provides fleet managers with extensive insight into their fleet operations so they can make and support operational decisions, allocate resources, optimize performance, and keep costs to a minimum.
Additionally, Fleetio’s integration capabilities demonstrate its versatility by seamlessly integrating with several third-party apps, such as QuickBooks and Xero, in turn refining their overall workflow. This, in turn, ensures that Fleetio is always at the forefront of the fleet management software market.
Key Features
- Complete maintenance tasks and direct resources more efficiently.
- Consolidate information on assets, maintenance, and performance metrics for insightful decision-making.
- Schedule, execute, and track company-wide maintenance to thwart serial breakdowns.
- Maintain a complete service history for each asset to learn from past interventions.
- Maximize tire life and reduce accident risks by vigilantly monitoring tire conditions and performance.
- Utility Bill Analysis to Reduce Operating & Maintenance Costs
- Track your maintenance, fuel, and labor costs to optimally allocate your budget.
Pricing
- Essential:$4
- Profesional:$7
- Premium:$10
9. eMaint CMMS
Given the push to digitization, it is no longer surprising that the field of equipment maintenance has become a ripe frontier of opportunity ready to be optimized via groundbreaking solutions.
Thus, eMaint, a software specifically designed to upend how companies can approach their equipment maintenance
The tool focuses solely on the user and an operational breadth means that it is nearly impossible to find an equal to eMaint when it comes to the ideal option for any organization looking to integrate and ultimately maximize efficiency.
Having the ability to digitally file and log your maintenance records and run reports not only offers ease to the end user but also offers transparency and accountability across the board. This allows the whole staff of the company to see the documents and reports for each job to enhance the process of operational excellence.
In addition, eMaint’s thoroughly comprehensive feature set exhibits the necessary diversity to encompass the vast range of needs of modern businesses. From asset tracking, and work order management, to predictive maintenance and beyond, eMaint’s powerful features allow businesses to proactively manage the entirety of their equipment assets and give them the ability to solve potential problems before they even occur freeing businesses to manage their assets more confidently and effectively.
Key Features
- Manage inventory levels, and keep track of spare parts, ensuring that you spend just what you need to avoid downtime and other slowdowns. Maintain high levels with automated purchasing and requisitioning tools that trigger required actions based on inventory levels and production needs.
- Standardize preventive maintenance scheduling to avoid breakdowns and optimize asset life. Automatically generate work orders for inspection, meter reading, and pm tasks based on calendar, meter, or usage rules.
- Preline maintenance requests to contain all necessary information from the start to ensure that your technicians have all the right tools, parts, and skills to complete the needed work in one trip with very few or no callbacks.
- Use advanced data to forecast the failure of equipment to deal with the problem beforehand, avoid the failure of the equipment increase the maintenance cost, and also minimize the disruption of the process.
- Understand fully the capacity of the equipment as detailed in the Asset Gathering section including their maintenance history, performance data, and the status of operation.
- Understand fully the past maintenance activities to the Asset Failure standard and then work out the trend of the maintenance strategy in the future including the assessment of the operation trend.
- Complete and maintain the equipment physical inspection list and make sure it complies with safety standards and legislation.
Pricing
- Team:$69
- Proffesional:$85
- Enterprise: Custom
10. HCSS
HCSS (Heavy Construction Systems Specialists) is recognized as a top leader in equipment inspection software offering integrated solutions carefully designed to meet the sophisticated needs of construction businesses today.
With powerful key features, HCSS makes construction operations faster, safer, and more efficient. As technology evolves and construction companies are pressed to complete larger projects on tighter schedules, the platform offers unbeatable service at prices most small companies can afford.
With features ranging from fleet management, asset tracking, and work order management, HCSS is continuing to build tools for project stakeholders to continue to execute on time and within budget.
Moreover, with heavy construction-focused business intelligence and data warehouse modules, contractors now have the owners and executives of the solution need to remain relevant, improve their return on investment, and most importantly improve their job site for their workers.
Moving on, the tool provides cost analysis and estimating tools to contractors. It covers various projects including airports, bridges, dams, highways, pipelines, etc.
Key Features
- HCSS offers software tools, including Equipment360, Telematics, FuelerPlus, Trucking, and others to help you efficiently manage and optimize your fleet.
- Maximize asset performance and uptime by tracking and managing assets more effectively. Identify underperforming assets and how long they will last as well as analyze the costs to maintain them.
- Create and assign detailed work orders with a few clicks and take the hassle out of tracking your equipment history, costs, and performance.
- Get real-time alerts of theft, unauthorized use, speeding events, driver behavior, fault codes, and fuel loss which will help to take immediate action on events and make it easier to mitigate the risk.
- Increase security and automate workflow processes utilizing breakthrough Blue Tooth technologies (IBeacon automation, stick-on Loadbot devices) to detect truck entry and exit at plants and job sites.
Pricing
- Contact Vendor
FAQS
Why is Equipment Inspection Software Important?
Ensure Safety And Compliance
- Organizations can successfully comply with industry norms and standards by using equipment inspection software. Our solution helps to ensure that every piece of equipment meets the critical and specified safety criteria.
- Allows for accurate recording and documenting of inspection actions, resulting in a valuable and necessary audit trail for regulatory purposes.
- Such operational efficiency software emphasizes the current status of the equipment and swiftly addresses any noncompliance concerns.
Prevent Equipment Failure and Downtime
- Avoid costly failures and prolonged issues, our operational efficiency software automates predictive maintenance work orders and preventative maintenance programs.
- Instead of having to make costly repairs or replacements when your equipment suddenly stops working, have early notifications delivered to you so that you may arrange maintenance work orders with your team before it gets to that stage.
Boost Operational Efficiency
- Equipment inspection software provides a single platform for storing and managing inspection data, hence streamlining the entire process.
- Automates procedures for scheduling inspections, distributing work, and preparing reports to eliminate manual intervention and human error.
- Mobile devices enable on-the-go access, allowing field personnel to submit data in real-time and enhancing overall operating efficiency.
How to Choose the Right Equipment Inspection Software?
- Evaluate Cost
Estimate the following parameters
- What is the total cost of the application over time, and is there an up-front fee?
- Is it strictly subscription-based?
- What additional expenses might be incurred?
- Is the product pricing scalable over time as it expands, and what is your budget?
- Features
Next, you’ll want to determine which are the required features for your industry, and the equipment that you’ll want to maintain.
It’s necessary to evaluate whether or not the CMMS software allows flexibility and is capable of evolving as needed to accommodate changes and innovations in technology as time progresses.
As a general rule of thumb, don't forget to check for advanced features, such as real-time monitoring, predictive maintenance, and customizable reporting tools.
- Easy-to-Use Interface
Your team's performance with a system is heavily influenced by its user interface.
Choose an operational efficiency software with an intuitive, user-friendly interface that your employees will find easy to use. A safety compliance software that is simple to use and adaptable is more likely to be utilized by your team and will help you accelerate your inspection operations.
- Customer Support and Training
How responsive is the vendor when dealing with questions?
You might encounter problems or just have queries regarding the product, which software suppliers should be able to address readily.
When purchasing software, the buyer must comprehend the product and how to utilize it. Make sure you ask the software provider what sort of training they offer.
Wrapping it Up
The significant difficulty of maintaining the proper balance between out-of-stock and overstock, as well as the right timing in stock, has necessitated the deployment of proficient equipment management software.
Achieving this can help organizations save up to 10% on inventory expenditures.
In the growing field of equipment inspection software, various options are competing for your money, each with its own set of features and capabilities.
However, if it's your first time transitioning to a digitized solution, fee free to sign up for trial or free accounts. Doing so will help you to evaluate the program, before actually paying any price up front.
Unify Team Operations, Maintenance and Safety Compliance with Xenia
Xenia unifies daily operations, maintenance management and quality assurance to help ensure teams and facilities are effective and efficient.
Our customers love Xenia's robust use cases including:
Operational Execution
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Team Task Management
Assign work digitally to defeat pencil whipping and disorganized teams. Complete tasks, chat with teams on any device, track time, collect photos, and ensure high quality work.
📆 Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
📊 Team Performance Reporting
Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel
Maintenance Management
🛠️ Work Orders
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
🧰 Preventive Maintenance
Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.
📲 QR Codes
Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.
⚙️ Work Order Requests
Receive, approve and assign work order requests from tenants, regular customers and vendors. Enable requesters to submit, track, and communicate with your team, without access to operations templates or unrelated work orders.
📁 Equipment Work History
View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.
Safety Compliance & Quality Assurance
👍 Concrete Brand Standards
Put your brand standards in a clear and operational checklist to be attached to work assignments.
🔎 Smart Inspection Workflows
Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.
✨ Corrective Actions
Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.
📋 Analytics and Reports
View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.
Centralized Facility Inspections, Audits and Operational Activities
Xenia unifies daily operations, inspections and audits and maintenance management to help ensure that everyone's on the same page.
Our customers love Xenia's robust use cases including:
✔️ Checklists & SOPs
Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.
💪 Build Inspections, SOPs and Logs Within Minutes!
Take the lead on your church facility management activities by creating detaild templates with unlimited steps and diverse reponse times.
📆 Plan Ahead With Scheduled & Recurring Tasks
Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.
📲 Dedicated Mobile App
Download and install Xenia's official iOS and Android app on your smartphone to centralized your on-site facility management activities.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ Work Orders Management
Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.
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