Preventive maintenance software for small companies is the ideal solution to boost production capacity. However, such software needs to be user-friendly and contain specific features that help maintenance teams manage and schedule preventive maintenance tasks effectively.
The ultimate goal is to ensure equipment reliability and operational efficiency while minimising downtime and reducing costs. This does not come without challenges.
That’s exactly why this article reviews 12 of the leading preventive maintenance software for small companies in 2025 to help you make a more informed decision. Let’s explore this topic further.
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Book a demoFabrico's software for small businesses enables machines to work at peak efficiency. This computerised maintenance management system (CMMS) can also help teams cut unplanned downtime by half and reduce maintenance costs by 20%, all while being ISO and IFA compliant.
These goals can be effectively achieved through the mobile or desktop apps available on the web, Android and iOS.
Diving deeper into this CMMS software for small businesses, Fabrico helps small companies with their annual preventive maintenance plans, which contain all the right details for manufacturing processes. In addition, given the importance of minimising equipment downtime, this CMMS gives priority to improving the efficiency of emergency repairs.
Team members are notified of work orders based on their roles, shifts or preferences through notifications received on their smartphones or smartwatches.
Work cards are another important feature as is the task planning calendar, which provides a complete picture of all tasks and allows for easy task rescheduling. What’s more, the QR code scanning functionality helps teams keep track of spare parts while streamlining spare parts and inventory storage and management.
This leaves Fabrico among the best CMMS software solutions on the market, enabling in-depth preventive maintenance operations and efficiencies.
Industries served: All manufacturing industries (ex: textile, electrical, medical equipment, food, etc.)
As an industry-leading CMMS, choose Fabrico to take care of all your preventive maintenance needs. Find out more about this maintenance management software here.
Another maintenance management solution for small business owners is Hippo CMMS. This maintenance management software has standard, advanced and premium features, each aligned with their pricing plans.
For example, users who take advantage of the standard features of this CMMS software can avail of work order management, predictive maintenance, equipment management, maintenance reports, a calendar dashboard and parts management.
Advanced features include a maintenance request portal, a key performance indicator (KPI) dashboard, a mobile app, interactive site and floor plans and a custom user interface.
As for the premium features, they are available to an unlimited number of requesters. In addition, they offer electronic signatures on work orders, work order templates, unlimited equipment, purchase orders, single sign-on, API access as well as email requests to simplify processes related to maintenance and inspections.
Industries served: facility management, manufacturing, health care, food and beverage, municipalities
Limble’s inventory management software comes with a mobile app that can be utilised in both online and offline modes. Its work orders and procedures facilitate real-time communication between maintenance teams.
Furthermore, these work orders can capture signatures and inspection checks. It’s also possible to implement procedures with triggers or conditional checks/logic instructions.
Images and procedures can be attached to work orders. These work orders can then be exported either as a PDF or CSV file, while enabling time and cost tracking, creating custom labour categories and approval processes as well as verifying physical locations.
In terms of preventive maintenance management, teams can issue recurring work orders, which are also available via procedure templates.
Automated corrective actions can be implemented and custom escalation notifications can be issued. Similarly, work requests can be issued and monitored via QR codes. In addition, for its asset maintenance and management category, Limble enables asset hierarchies, custom asset fields, and asset QR codes.
It also tracks asset warranties, bills of materials, schedules asset check-ins and check-outs,capital depreciation and an asset’s location.
When it comes to parts inventory management, spare parts management takes place with ease through part quantity thresholds, QR codes, inventory cycle counts and more, including bulk reordering of parts and transferring parts between locations.
Other functionalities include vendor and purchasing management, reporting, location tracking, security, administration and control, support as well as data and integrations.
Industries served: pharmaceuticals, food and beverage and complex manufacturing
The different tiers of pricing options for the Limble CMMS can be calculated on a monthly or annual basis. Below, we set out the annual pricing plans:
MAPCON’s CMMS management tool comes in a Lite and Professional version, meaning that users can choose the functionalities of the product based on their immediate needs. However, there are also advanced optional modules, which include a mobile app that enables users to attach images, generate reports, initiate and complete work orders, etc., all from a technician’s smartphone.
The app is available on Android or iPhone smartphones and tablets.
Moreover, this CMMS’s advanced modules include barcode scanning, an interface module for seamless transfer of data from the CMMS to other systems, advanced inventory and purchasing, advanced administration and human resources, maintenance, service billing and system utilities.
Each of these helps you streamline the maintenance process, maintenance activities and maintenance programmes at your facility.
Industries served: property management, maintenance management, hospitality, hospitals, building management, facilities management
Among the best CMMS software for small businesses is the CMMS solution developed by UpKeep. It offers a comprehensive and efficient work order management solution.
Recurring work orders can be generated and custom categories can be created. It is software that provides ease in importing data and allows machine technicians to work from checklists to carry out preventive maintenance.
Naturally, the software can help with cost and time tracking and can capture relevant signatures for greater levels of accountability. Another impressive feature is workflow automation. As for work requests, these can be either internal or issued via an external request portal.
It’s also easy to manage assets, locations and parts through barcode scanning, custom asset statuses, metre readings, the ability to upload files and track asset downtime, etc.
This CMMS comes with mobile functionality as well, which is available both online and offline. In order to help teams make the best decisions and the best use of data, UpKeep’s analytics feature offers a full drill-down into reporting and history with the ability to export reports.
With API access, business integrations and custom integrations, workflows are also much smoother.
Users, requesters, customers and vendors can be assigned custom roles and operate the system through a single sign-on. Every work order, task or any related information is easily made available and communicated to the right team members through updates.
The latter include push notifications, a daily email digest and email notifications.
A broad range of support is available through articles, training webinars, chat and phone support as well as implementation and training. In addition, depending on the pricing plan you choose, you may also have access to a dedicated customer success manager.
Industries served: churches and nonprofits, healthcare, food and beverage manufacturing, schools and higher education, government and public works, hospitality, fleet management, property management, farming and agriculture, gym and fitness, energy and utilities, manufacturing and plants, facility management, restaurants
SafetyCulture’s CMMS enables maintenance managers to manage teams across multiple groups and locations or sites by creating, assigning and tracking actions and tasks. In addition to internal organisational teams, it’s also possible to grant guest access to casual users, contractors and suppliers.
Accessing the software takes place with a single sign-on as part of advanced permissions and access management. What is more, policies, processes and procedures can be completely digitised and accessibility is streamlined through a mobile app.
The platform also gives access to over 100 ready-made inspection templates. Alternatively, you can create your own.
Therefore, paperless inspections can be carried out conveniently. As for reports and analytics, inspections can be exported as PDF, web reports, Word or Excel files and their covers can be customised.
Industries served: construction, manufacturing, facilities management, hospitality, retail, transport and logistics
SafetyCulture offers pricing plans that are billed either monthly or annually. Below, we outline the pricing plans in terms of an annual subscription.
FMX provides a single interface that enables small companies to manage their work orders and schedule their preventive maintenance tasks with simplicity. This is achieved through an organised maintenance schedule and intake process. Real-time updates keep every team member in the loop.
Meanwhile, automated processes can be created and calendars monitored to ensure no task slips through the cracks. The software can be personalised to meet organisational needs, too.
Other functionalities include preventive maintenance scheduling and management, interactive floor plans, a reporting dashboard for real-time insights as well as equipment and asset management. The platform can be accessed via mobile or tablet devices and the integrated calendar helps teams stay on track.
Managing inventory and supplies is also streamlined as are facility scheduling and reservations.
Meanwhile, inspections become compliant with checklists that can be created to recur at different intervals. Automatic routing and worker availability assign the best technician to the job and approval chains help prioritise incoming work while reducing bottlenecks.
Furthermore, team members will enjoy streamlined operations through real-time notifications and alerts.
These communication threads are all conveniently visible from a single interface, making communication needs more accessible. Lastly, FMX can help with vendor and contact management as well as track projects and capital improvements by considering factors such as tasks, costs, labour, communication and more.
Industries served: K-12 schools, higher education, government, manufacturing, property management, religious organisations, restaurants, zoos, healthcare, non-profits
eMaint’s preventive maintenance software comes with a series of CMMS features.
Not only is the software available on mobile devices, but it also offers an advanced feature set. Interactive image mapping, automated workflows, work requests and even a sandbox staging account are part of the offering, depending on the package small companies choose for their operations.
With a single sign-on, users can safely and conveniently enter their dashboards and explore new work requests, workflows, tasks, spare parts management, asset management and more.
Industries served: food and beverage, life sciences, manufacturing, oil and gas, warehousing and distribution, services, government, transportation and fleet, education, facilities, healthcare
Check out our comprehensive review of the best inventory management software for manufacturing plants.
In terms of its general features, Fracttal offers data exports (also available in bulk) and imports plus work calendar configurations. In addition, this CMMS’s general feature functionalities include editing batch data, asset and task plan cloning, editing data and updating batch readings, placing parameters on user profiles and enabling multi-user logins.
It also comes with substantial file storage through a virtual disk and a transaction log. Asset management starts with QR codes. It also includes location and equipment catalogues. Through it, you can also check an asset's health status or even calculate its financial depreciation.
Furthermore, you can take advantage of digital catalogues of tools and spare parts. It facilitates the management of guarantees and documents while cloning assets and task plans. As for work order management, this can be done online and offline to manage team schedules.
Iterations (nested maintenance) are possible as is work request management.
Work orders can be approved by budget through a custom work request portal, in addition to others. Another important functionality relates to warehouse inventory management, which can come in advanced formats.
All this is in addition to information analysis, automations, safety features, integrations and support.
Industries served: facility management, manufacturing, healthcare, energy, food and beverage, transportation, technology, oil and gas, airports, education, mining, hotels, retail
Fracttal offers pricing plans that are billed either monthly or annually. Here are the pricing plans for yearly usage:
In terms of its general features, Maintenance Care’s CMMS comes with a mobile application and multi-language support. However, its work order features are even more extensive, depending on the pricing plan you choose.
For example, technicians and maintenance managers can view note history, use searchable filters, get task status updates and automated notifications, set priorities, check for duplicates and more. Meanwhile, their preventative maintenance features help with scheduling and offer a library and custom fillable forms, a calendar planner and custom database fields.
In terms of asset tracking, this CMMS platform provides crews with an asset database list, manages and tracks expenses, helps with forecasting and depreciation, keeps track of warranty and equipment life expectancy, gives insights into parts lists, tracks inventory and all this with the help of barcode scanning to ensure seamless organisation of resources.
Vendor management is also possible with Maintenance Care. Here, maintenance teams can take advantage of vendor profiles and lists and even assign work to or communicate with them.
Regarding communication, we already mentioned automated notifications, but there’s also the possibility to send and receive direct messages via the platform through an internal email client.
Reporting and compliance are available in the two paid editions, which help decision-makers optimise their costs and use of resources. Other available features include various integrations, document management, additional document storage space and custom field labels.
Industries served: education, property management, senior care, manufacturing, healthcare, government, hospitality, small business, recreation, aviation, transportation
TakeAIM takes its name from Audits, Inspections and Maintenance (AIM). It helps maintenance teams carry out inspections, which can help streamline manufacturing facilities’ operations and reduce equipment downtime.
Through TakeAIM, teams can register an asset with a scannable QR code. Inspections can be analysed and checklists can be created.
The mobile app and management dashboard enable teams to communicate seamlessly while documenting any faults with photos and annotations.
TakeAIM creates a paperless system that offers instant updates and the software gives teams the ability to set reminders, too.
Industries served: small, medium and large manufacturing facilities where machinery and equipment inspections are a frequent occurrence
The currently available offers for a 12-month subscription are as follows:
The last platform on our list of preventive maintenance software for small companies is Xenia. It comes in four pricing plans, each of which offers additional features and functionalities.
For example, with the free plan, users can create tasks and work orders while also taking advantage of the template builder.
The public template library is another additional resource that teams can enjoy. Communication is streamlined through internal chats. Meanwhile, parent assets and locations can easily and quickly be created and identified.
The starter pricing plan includes each of the abovementioned features and adds to them a work calendar view, exportable work reports in PDF and CSV file formats, PDF template reports, sub-assets and sub-location groups.
In addition to this, the premium plan takes Xenia users to another level of functionality. This includes reporting dashboards, time and cost tracking, template branding, public form submissions, template digitisation support and automated notifications for template submissions.
However, the custom plan combines all of the above features to cater to an unlimited number of users while offering a dedicated account manager. Onboarding and implementation and integrations are other key features.
Further add-ons that can be included range from multi-workspaces, QR codes, temperature monitoring, requests and approvals and custom reporting.
Industries served: hospitality, food and beverage, property management, facility maintenance, senior living, clubs and associations, construction and contractors, Airbnb and vacation rentals, education, gyms, security, healthcare
Xenia offers pricing plans that are billed either monthly or annually. These are the annual pricing plans:
Preventive maintenance software for small companies is essential if you want to remain competitive, streamline production processes and reduce downtime and its associated costs.
Based on the list of the 12 best preventive maintenance software outlined above, Fabrico emerges as the clear winner. In a world where it’s easy to get drowned out by all the noise, Fabrico offers every functionality a small business needs to thrive.
We encourage you to get in touch with us for more information or to schedule your free demo.
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