What Is Preventive Maintenance Software?

Preventive maintenance software is used by medium-to-large facilities teams to plan and schedule routine asset and facility maintenance. Using a software solution vs. manual methods for preventive maintenance can lead to many benefits, including less unplanned downtime, reduced labor costs, and increased efficiency and savings overall for an organization.


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Preventive Maintenance Software Benefits

There are many benefits to implementing preventive maintenance software, including:

  • Maximized Equipment Maintenance and Staff Safety
  • Under Control Budgets and Maintenance Cost
  • Long-Lasting, Effective Preventive Maintenance Plans
  • Increased Repair Efficiency
  • Actionable, Strategy-Changing Transparency
  • Improved Technician and Manager Satisfaction
  • Increased Revenue Due to Lower Asset Downtime
  • User-Friendly Asset Tracking and Maintenance
  • On-the-Go Asset Management and Maintenance
  • Fewer Recurring Pain Points

Maximized Equipment Maintenance and Staff Safety

Equipment failure and unexpected breakdowns can prevent a significant safety hazard. The right preventive maintenance software can help you:

  • Track and reduce asset incidents
  • Record and maintain compliance
  • Store and manage records, audit documents and permits
  • Establish standard operating practices (SOPs) for health and safety

Ultimately, this can help prevent unexpected breakdowns while ensuring that your equipment is properly logged and tagged out by the time it’s needed.

Under Control Budgets and Maintenance Cost

An effective preventive maintenance software can reduce labor expenses, cut inventory costs and extend asset life, thereby decreasing your overall maintenance costs and maximizing your bottom line.

Long-Lasting, Effective Preventive Maintenance Plans

Your preventive plans need to be agile, flexible and future-proof. A modern, SaaS-based preventive maintenance software can help ensure that your tool is always well-integrated, comprehensive and up-to-date as your company scales and your technological needs change.

Increased Repair Efficiency

Preventive maintenance software can centralize all of the information you need – including work order information, checklists, compliance information and MRO inventory data – to ensure that repairs are completed efficiently and safely.

Actionable, Strategy-Changing Transparency

Any planned maintenance efforts need to be top-down processes – and they must align with larger strategies, KPIs and metrics. Preventive maintenance software facilitates this at all levels, providing:

  • Work order information that technicians need
  • Customizable and automated reporting for decision-makers and stakeholders
  • KPI and metric tracking
  • Asset histories to reduce mistakes and costly rework

Improved Technician and Manager Satisfaction

Maintenance Connection CMMS provides your technicians and operators with the work orders, manuals, checklists and spare parts they need to execute tasks and maximize efficiency. It also provides managers the transparency and insight they need to act proactively and focus on core business objectives.

Increased Revenue Due to Lower Asset Downtime

By increasing employee efficiency, extending asset life, maximizing uptime and reducing delays, preventive maintenance software can ultimately reduce downtime and associated lost revenue.

User-Friendly Asset Tracking and Maintenance

With Maintenance Connection’s easy-to-use, mobile-friendly app, you can effectively track asset downtime, control costs and automate your preventive maintenance efforts.

On-the-Go Asset Management and Maintenance

Whether you’re in the office, on the plant floor, at home or traveling, you can easily stay on top of your asset maintenance using our fully-integrated, mobile-friendly software.

Fewer Recurring Pain Points

By increasing transparency, automating scheduling and maintenance tasks and centralizing all relevant information, the right preventive maintenance software can help your business overcome recurring pain points like short asset lifespans, high unplanned downtime, unexpected machine breakdowns, expensive emergency repairs, difficulty passing audits and disparate data and analytics.


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Preventive Maintenance Software Features & Benefits

Preventive maintenance software should include a myriad of features that streamline facility and asset management, including:

  • Preventive Maintenance Scheduling
  • MRO Inventory Management
  • Planned Preventive Maintenance Work Order Management
  • Planned Preventive Maintenance Inspection Schedules
  • Mobile-Friendly Preventive Maintenance App
  • Comprehensive, Historical Asset Information
  • Real-Time Reporting and Dashboards

Preventive Maintenance Scheduling

Maintenance Connection CMMS software provides a variety of features – including calendars, automated reports, mobile capabilities, automated triggers, workflows and robust reporting – that can help you efficiently execute tasks and develop a preventive maintenance plan. This can ultimately help your organization maintain process consistency, clean your data and work more efficiently



The system is being used at all levels of the organization, from the mechanics that actually do the PMs to the supervision that verifies that the work’s been done correctly to the planners that plan the downtime based on the needs of the equipment.


Poorly managed MRO inventory can negatively impact maintenance tasks, causing major delays and increased costs as technicians are forced to search for parts, order missing parts and deal with unused inventory. Maintenance Connection maintenance scheduling software can streamline MRO inventory management and ultimately increase uptime by:

  • Tracking spare parts
  • Connecting parts to supplier and vendor information
  • Notifying you when stock is low
  • Helping you quickly find the parts you need


Planned Preventive Maintenance Work Order Management

One of the biggest keys to effective predictive maintenance is complete, proactive work order generation – and paper and spreadsheets just don’t cut it. Accruent’s preventive maintenance CMMS allows you to proactively create, view, track, prioritize and distribute complete work orders, which can ultimately improve communication, reduce corrective maintenance and ensure that you have an appropriate preventive maintenance schedule.



With the reduction in staff and the reduction in time and equipment used, that’s where we really focused in on redefining our PM program with altering cycles and altering PM schedules…That’s saved us a lot of man hours and lets us move those man hours to another area that’s needed.
The New York times

Planned Preventive Maintenance Work Order Management

Inspections and audits are an important part of any preventive maintenance program. With Accruent’s Maintenace software, you can make sure that you never miss an inspection. That way, you can catch failures early, eliminate confusion and continuously pass compliance audits.

I recommend this program to any company that needs a flexible, versatile and highly reliable CMMS to schedule PMs, allow requesters to enter their work request and to track the complete maintenance history.
Pentair Water

Mobile-Friendly Preventive Maintenance App

Using Accruent’s CMMS mobile app, asset operators and technicians can update work orders, access important asset information, log meter readings and easily execute and update preventive maintenance tasks.



The reporting in Maintenance Connection gives us better visibility into inventory tracking and supplier costs, and saved us $105,000 last year through centralized vendor comparisons. By reducing quantities on hand by 10% across the board, we’ve saved tens of thousands of dollars in unnecessary parts spending.
Trinchero Family Estates

Comprehensive, Historical Asset Information

Getting a complete view of an asset’s history allows you to understand previous maintenance, issues and concerns. This can ultimately inform your present and future maintenance plans, helping you quickly resolve breakdowns and address concerns before they arise.

Anything that [the state and federal regulators] can ask, we need to make sure that it’s documented. For example, smoke detector testing has to be done annually, and having that preventive maintenance in Maintenance Connection has helped us keep track and make sure it’s getting done on time.
-Josh Hazelton,
Maine Medical Center

Real-Time Reporting and Dashboards

Comprehensive dashboards and reporting give your team the data and insights you need to proactively identify and resolve inefficiencies so you can decrease costs and unplanned downtime.

FAQ – Frequently Asked Questions Related to Preventive Maintenance

What Are General Examples of Preventive Maintenance?

There are many examples, or types, of preventive maintenance software. These include:

Computerized maintenance management system (CMMS):

CMMS systems were created to help automate processes and execute preventive maintenance strategies during the operational portion of the asset lifecycle. That said, modern, full-featured CMMS systems often offer EAM-level functionality.

Enterprise asset management (EAM) system:

EAM software provides asset and facility management capabilities throughout the entire asset lifecycle, from acquisition to disposal.

Enterprise resource planning (ERP):

An enterprise resource planning (ERP) software helps users manage day-to-day business activities, including accounting, risk management, supply chain operations and maintenance. Maintenance data can be included in an ERP system.

Asset performance management (APM):

An asset performance management system can help integrate asset data and improve data capture, integration and analytics for comprehensive, big-picture insight.

Today, there are also many emerging technologies that are being incorporated into asset maintenance operations. These include virtual reality, augmented reality, sensors and 3D printing.

What Are General Benefits of Preventive Maintenance?

There are many benefits to preventive maintenance strategies. A move from reactive to preventive maintenance can:

  • Decrease the number of emergency breakdowns, thereby increasing both operational uptime and asset lifespan.
  • Streamline day-to-day maintenance, which can both increase employee productivity and avoid asset downtime.
  • Increase return on investment, both immediately and long-term.
  • Increase customer satisfaction
  • And more.


What Is Included in Preventive Maintenance Activities?

Many activities can be included under the umbrella term “preventive maintenance,” including:

  • Cleaning of assets, grounds or buildings
  • Asset lubrication to decrease wear-and-tear
  • Repair and replacement of parts
  • Asset inspections
  • Oil changes
  • Control adjustments to maximize asset efficiency


How Do You Create an Effective Preventive Maintenance Plan?

You create an effective preventive maintenance plan by following these steps:

Get your entire team on board.

This includes decision-makers, technicians, maintenance managers, operators, inventory managers, your IT team and health & safety personnel.

Identify key goals and KPIs.

Here, it’s important to establish both short term and long-term goals so your organization has a clear line of sight when it comes to measuring success.

Consolidate asset and inventory information.

This should include all important asset information that you would like to live in your maintenance scheduling software, including maintenance history, asset history, serial numbers and identifying number.

Determine the frequency of maintenance for each of your assets.

This can be determined based on asset importance, and you can set various triggers based on usage, elapsed time or other important metrics.

Plan technician time.

You need to have a sense of how long it will take technicians to complete work orders. You also have to make sure that there isn’t unrealistic overlap between tasks.

Make sure no assets are missed by your pm coordinator software.
Here, it’s important to go room-by-room and floor-by-floor. Otherwise, it’s easy for assets to be missed,

Train your team.

Effective implementation of a maintenance tracking app or tracking software requires both immediate and ongoing training. This is key, since effective preventive maintenance requires widespread adoption and understanding at all business verticals.

Gather data and adjust as necessary.

Once your software is implemented and your plan is in place, it’s important to use real-time reports and data to track key metrics like downtime and reactive maintenance costs. This is the only way to know if your plans are really working or if you need to change your PM schedule.

Review and make changes to the PM plan.

Once you have enough historical data, continue reviewing and making changes to your preventive maintenance schedule as necessary.

Of course, a comprehensive plan will be much more specific. You will need to talk to an expert to develop a complete preventive maintenance plan.

How Do You Track Preventive Maintenance?

You track preventive maintenance using a robust tool like a computerized maintenance management system (CMMS). Having the right system in place is the only way to overcome issues associated with inconsistent tracking (like you’d find with spreadsheets or hand-written notes).

What Are the 4 Types of Maintenance?

There are four general types of maintenance philosophies, though there is some flexibility when it comes to descriptions and naming conventions. These include:

Corrective maintenance:

This type of maintenance is carried out when an anomaly or flaw is detected. The goal of this maintenance practice is to fix the flaw and maintain uptime. Corrective maintenance tasks may be more cost-effective than preventive maintenance in the short-term, but its short-sighted nature makes it an ineffective long-term strategy.

Preventive maintenance:

Preventive maintenance strategy involves scheduled, forward-thinking maintenance based on key metrics and data points. An effective preventive maintenance strategy can ultimately increase asset life, maximize revenue and decrease equipment downtime.

Condition-based maintenance:

Condition-based maintenance aims to prevent failure through regular asset-check-ups and performance monitoring. In other words, equipment is constantly assessed and maintained, which requires significantly more coordination and manpower than other strategies.

Predictive maintenance:

Predictive maintenance, as the name suggests, aims to preemptively predict asset failures before they arise using data, sensors and IoT technology. Because it relies so intrinsically on data and technology, predictive maintenance comes with a higher up-front cost, and it is not yet feasible for many organizations.

How Effective Is Preventive Maintenance?

Preventive maintenance is extremely effective at streamlining and improving maintenance operations. Oftentimes, many organizations in asset-heavy industries practice reactive maintenance, whereby they wait for a problem to arise to fix it, rather than addressing the issue proactively. Reactive maintenance comes with many consequences, including out-of-control costs, high downtime, low employee efficiency and shorter asset life. Preventive maintenance can solve many of these concerns by helping organizations predict and address problems before they arise. This can ultimately reduce downtime, increase efficiency and more.

What Should Preventive Maintenance Software Include?

When considering a preventive maintenance software implementation, you must be sure that the software you choose has all the features your business will need. This generally includes:

Preventive maintenance scheduling:

The purpose of a computerized maintenance management system is to facilitate the development of preventive maintenance strategies. To this end, the software you choose must allow you to schedule maintenance tasks, store all relevant information and access your data and related insights.

Mobile capabilities:

Particularly in the wake of COVID-19, many asset and facility maintenance personnel must be able to access their important data and asset information from multiple locations and devices. These users must be sure the software they choose has device-agnostic mobile capabilities.

Preventive maintenance work order management:

Your preventive maintenance software should not only let you view and access work orders but also have all relevant documentation, including asset history, warranty information and repair documentation.


Checklists within your preventive maintenance system can help ensure that all steps of a task are completed while maximizing timeliness and accountability.

Inventory control:

MRO inventory can be one of the most difficult things to track and control — and difficulty finding inventory (along with re-orders) can increase costs, downtime and delays. The right preventive maintenance software will facilitate this inventory management to help reduce these costs and maximize inventory efficiency.

What Are the Challenges of Implementing Maintenance Software?

While a preventive maintenance software implementation comes with many business benefits, there are many implementation challenges that you must keep in mind and overcome if you want to maximize your results. These include:

Your company culture and adoption:

For a CMMS to work, you team members must use it consistently and properly. This is often a challenge in the face of stagnant company culture, legacy systems and the “old way” of doing things. Combat this challenge by choosing a CMMS with features and a user interface that your team members want to use and by implementing ongoing training.

Underdeveloped processes:

If you don’t standardize your preventive maintenance processes and policies, you are unlikely to have a successful software implementation. Be sure that roles, expectations and processes for work orders, approvals and other processes are clear and standardized to avoid this concern.

Financial constraints:

There are many costs associated with preventive maintenance software implementation, including the cost of implementation itself and any associated upgrades, personnel or expertise. Consider your budget and your total spending capabilities to be sure that you implement a software that’s within your means.


For your CMMS to work, all the data within it must be accurate and fully integrated. Be sure you have the processes, integrations and training to make this possible.