Your productivity at work directly correlates with your business's efficiency.
Thus, comprehensive maintenance of facilities and equipment is crucial. However, maintenance procedures, especially for small companies, can be daunting. Tracking previous repairs and assigning tasks can be challenging, especially with limited staff and technical expertise. The right preventive maintenance software for small companies streamlines these processes.
Wondering, "What is the market's top preventive maintenance software?" is a natural next step.
In this post, we will review the best options for small company maintenance management software, highlighting their primary features and price structures, helping you meet your operational objectives effectively.
Top 6 Preventive Maintenance Software For Small Companies
Here’s a quick rundown of the best preventive maintenance apps for small platforms that are on a budget to streamline their operations.
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1. Xenia - Overall No. 1 Preventive Maintenance Software For Small Businesses
If you’re on the hunt for an all-inclusive maintenance solution for your maintenance management needs, Xenia is the perfect choice with unparalleled affordability and user-friendliness.
Initially designed with small businesses in mind, this preventive maintenance software, has seen its adoption expand across diverse sectors due to its robust maintenance capabilities.
However, over the passage of time, the platform's services have taken up a broad spectrum approach, catering to multiple industries at different levels.
Preventive maintenance, or you could say, maintenance management, is just part of the many services that Xenia facilitates customers with.
With a cutting-edge mobile-first approach, Xenia offers a comprehensive suite of features even in its free package. From inspections to work orders, asset tracking, and more, our one-of-a-kind software provides the tools necessary to streamline maintenance operations.
No matter what type of business your run, the power of Xenia's template builder, coupled with access to a vast public template library, enabling effortless customization to match your unique operations.
Key features include centralized preventive maintenance operations, an AI-powered SOP builder, and precise scheduling capabilities across categories, assets, and locations.
What has made it the favorite among small businesses? Well, for starters, its exceptional value, user-friendly interface, robust functionality, and top-notch customer service have all played significant roles.
Key Features
- Preventative Maintenance: Data tracking and planned work orders help streamline recurring activities like preventative maintenance and weekly duties.
- A.I. Powered SOP Assistant: Our AI-powered solution is about to change the game when it comes to managing standard operating procedures (SOPs) for hotels, as well as for documentation and communication.
- Work Order Management: Delegating work and keeping tabs on its progress from any device can drastically cut down on processing times.
- Smart Inspection Workflows: At every level, Xenia's operations template builder integrates conditional logic. A clear response opens up a lot of possibilities, including fixing an inaccurate inspection step.
- Equipment & Asset Management: When it comes to your company's most important assets and equipment, Xenia can help teams find risks, fix issues, monitor spending, and examine past performance.
Pricing
- Free Forever: Free for up to 5 users with access to all the basic features
- Starter: $99 / month for the first 15 uesrs with access to core features
- Premium: $199 / month for the first 15 users with unlimited access to all the core and advanced features + functionalities
- Custom: Need something tailored to your organization
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. AssetTiger
To streamline your company's resource and equipment management, AssetTiger offers preventive maintenance tools as part of its cloud-based asset management software.
With features like depreciation tracking techniques—straight line, double declining balance, 150% declining balance, or sum of the years' digits—you can forecast monthly or yearly expenses accurately.
AssetTiger's free edition allows monitoring of up to 250 assets with unlimited tags. For scalability, premium plans offer the option to track up to 500,000 assets, ensuring flexibility to meet your business's evolving needs.
Key Features
- Mobile Barcode Scanning: Utilize your smartphone or tablet to scan asset barcodes, capture images, and tag assets for instant performance updates in real-time.
- Asset Tags: Easily affix durable labels, typically containing barcodes or alphanumeric identifiers, directly to your assets using AssetTiger.
- Pre-configured Reports: Choose from a variety of preset report templates within AssetTiger, covering essential areas like maintenance history, inventory levels, downtime statistics, and cost analysis.
Pricing
- Ask the vendor for a quote.
3. Coast
Easily create and manage maintenance, repair, and inspection work orders (cards) in Coast CMMS, containing asset details, assigned tasks, technicians, due dates, and other relevant information.
Collaborate seamlessly in workspaces with one-on-one or group chats, task discussions, card exchanges, and queries. Track scheduled maintenance tasks, work orders, and associated images or comments effortlessly.
Coast's free subscription offers unlimited messages, workspaces, and cards, with the ability to attach files up to 3 MB and retain messages and cards for up to seven days. Upgrade to a premium subscription for features like scheduling, unlimited file uploads and picture attachments, cost and time tracking, and access to a reporting dashboard.
Key Features
- Shareable Cards: Create and customize a form with work order details using Coast CMMS, and share it with the team through dedicated workspaces. This feature enables you to print forms directly from the system.
- File Uploads: You can attach notes, images, videos, and documents to work orders, with supported file and document formats including PNG, JPEG, GIF, PDF, Word, and Excel.
- Card History: Effortlessly search, access, share, and download any historical maintenance work orders stored within the system.
Pricing
- Free: $0 per user/month
- Starter: $20 per user/month
- Pro: $39 per user/month
- Enterprise: Tailored solutions
4. Fiix
One feature of Fiix's CMMS software is the ability to create a personalized dashboard for asset performance, using metrics relevant to your company's objectives.
The dashboard compares projects, assets, time, and users based on chosen metrics. When evaluating asset maintenance tasks, you can choose from pre-built report templates or create custom reports. This preventive maintenance tool's mobile app includes features like accepting job requests, making inquiry requests, recording labor hours, spare parts consumption, and attaching pictures. When new tasks are assigned or requests are made, your team receives automatic alerts within the app.
With Fiix's free plan, you can monitor an unlimited number of assets, components, and inventories. Up to 25 PM requests can be scheduled, and there's no limit to the number of work orders or service requests created. With a premium subscription, you can manage assets across multiple sites, create AI work orders, and have unlimited schedules.
Key Features
- Downtime Tracking: Track and measure equipment uptime and downtime to assess key performance indicators (KPIs) such as mean time to repair (MTTR) and mean time between failures (MTBF).
- Speech-to-text Notes: While performing preventive maintenance tasks, dictate notes directly into the mobile device. These notes are saved as audio files within relevant work orders or maintenance records.
- Task Lists: Generate a comprehensive list of tasks linked to scheduled maintenance, checklists, and standard operating procedures for asset maintenance.
Pricing Models
- Free: No credit card required
- Basic: $45 per user, per month
- Professional: $75 per user, per month
- Enterprise: Contact vendor
5. Odoo
With Odoo's Kanban boards, you can monitor the status of maintenance requests by seeing the different steps of the process.
The board is organized into columns for each step, such as "Planned," "Scheduled," "In progress," "Completed," and "Overdue." This visual representation allows you to easily track the progress of maintenance tasks and prioritize accordingly.
Odoo's free plan allows unlimited users access to all preventative maintenance services. If you want access to additional Odoo features—like those for finance, sales, marketing, and productivity—you'll need to upgrade to a premium plan.
Key Features
- Calendar View: See the due dates and descriptions of planned preventative maintenance chores in a calendar. Tasks, assets, and technician assignments can all be filtered in the calendar on a weekly or monthly basis..
- Work Center: Make use of digital meeting places to coordinate the assembly and manufacturing of individual pieces of machinery and other assets. Hourly cost, capacity, and work efficiency are just a few of the important metrics that this functionality computes and monitors for these work centers automatically.
- Reporting Dashboard: Take a bird's-eye perspective of your company's assets, including their performance, availability, and productivity time. You may learn about the assets' usefulness, longevity, and maintenance costs by comparing them for the amount of time they operate on the dashboard.
Pricing
- One App Free: $0
- Standard: $7.25 per user/month
- Custom: $10.90
6. Limble CMMS
Limble CMMS enables the creation of preventative maintenance plans using pre-made templates and the attachment of documents like photographs, checklists, and vice versa.
The application streamlines scheduling and assigns tasks to professionals based on their expertise and past work.
Monitoring of work order progress and schedules in real-time is facilitated through the dashboard. Asset hierarchies can have their equipment records customized based on job allocation and performance. With the free Limble CMMS software plan, users can generate an unlimited number of work orders with linked photos, although only four maintenance regimens may be active simultaneously.
Premium plan upgrades offer additional features such as limitless repeating schedules, automatic work orders, and personalized escalation alerts.
Key Features
- Photo Capture and Markup: Take pictures and add them to to-do lists and asset registries. To draw attention to certain parts of a picture, you can utilize this function to create simple annotations like text boxes and arrows.
- Work Request Portal: Approve the use of the tool's portal by field technicians to submit new work requests. The request is documented as a ticket along with the asset's name, maintenance needs, and location.
- Procedure Templates: Typical maintenance requests include pre-built templates that include the following: steps, materials, cost, safety checklist, and tools. This function lets you add media files like movies and documents to your instructions.
Pricing
- Starter Plan: $40 per user per month
- Professional Plan: $70 per user per month
- Limble Business Plus: $105 per user per month
Why Do You Need Maintenance Management?
Maintenance management software simplifies and optimizes maintenance procedures.
Schedule preventative maintenance, monitor repair orders, and manage inventory efficiently from one consolidated platform. Despite being a necessary aspect of business, managing maintenance can be time-consuming.
A study by Limble CMMS found that 34% of firms spend over 30 hours weekly on maintenance operations. Automation through preventive maintenance software for small companies reduces human intervention, saving time and money, minimizing equipment failure, and normalizing maintenance processes.
With these benefits, businesses can enhance productivity and ensure excellent service delivery to consumers while reducing the likelihood of unplanned outages.
What Is Preventive Maintenance (and Why Is It Important)?
Preventive maintenance is proactive, conducted at regular intervals to prevent asset failure and unscheduled downtime by completing repairs before equipment shows noticeable faults. It's an essential component of every company's asset management strategy, guaranteeing optimum equipment performance and lowering maintenance costs and other expenditures.
What are the Key Types of Preventive Maintenance?
- Time-based maintenance (TBM): If your company's service staff were to follow this type, they would upgrade or replace a certain part, gadget, or piece of machinery at regular intervals as per a predetermined timetable. It is imperative that the timetable be adhered to without deviation, regardless of whether the item in issue really required repair or replacement. Scheduling is still something of an imprecise science, but it is usually designed with component and equipment life cycles in mind.
- Failure-finding maintenance (FFM): Within the PM family, FFM has a specialized position. It entails locating malfunctions that impact safety features like pressure safety valves or trip transmitters. They won't have failed until the issue they were intended to fix doesn't become worse, which will cause them to fail again. FFM follows a predetermined timetable that may be established using risk analysis or a comparable technique.
- Risk-based maintenance (RBM): Since risk analysis is fundamental to many parts of running a business, it should come as no surprise that it is a part of a system for preventative maintenance. This kind of preventative maintenance prioritizes the examination and maintenance of machinery, devices, and components with the highest failure risk and the most severe repercussions in the event of a failure. Maintenance is performed much less often on equipment that poses less of a danger. Among other specialized approaches, RBM employs the fundamental risk = probability x consequence equation to provide as a financially viable PM service.
- Condition-based maintenance (CBM): Depending on the current state of any piece of machinery or other important asset, this kind of maintenance is performed at predetermined intervals. Rather of searching for blatant issues, a maintenance technician may pay more attention to more subtle warning signs—the little things that don't seem to be a big deal right now but might cause major difficulties down the road. With the help of IIoT-connected sensors and gauges, CBM can be used in certain situations. The goal is to reduce the expenses and downtime caused by catastrophic equipment failures by avoiding full-scale repairs or replacements.
- Predictive maintenance: Modern AI installations include machine-learning frameworks into their preventative maintenance procedures, making this version of CBM even more effective. For the time being, predictive maintenance is not the most popular kind of preventive maintenance, but that could change soon enough due to the early phases of artificial intelligence. (Sophisticated automation is a characteristic of many forms of preventative maintenance software; it's only a matter of time before this automation is classified as AI.)
Bottomline
Any industry or field that relies on reliable and uptime-critical equipment must prioritize the implementation of preventative maintenance procedures. Businesses can save money on repairs, keep downtime to a minimum, and boost productivity with preventative maintenance, which identifies and fixes possible problems before they become big ones.
Manually doing preventative maintenance is possible, but using specialized preventive maintenance software for small companies like Xenia makes the process much more efficient and seamless. Boost efficiency and streamline your maintenance tasks effortlessly.
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.
Streamline Facility Maintenance, 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:
✔️ 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.
📲 Chats & Announcements
Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements
🛠️ 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.
⚙️ 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.
🔎 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.
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