8 best maintenance planning software 2026
Comparing maintenance planning software for scheduling preventive maintenance, managing work orders and reducing equipment downtime? We evaluated 8 leading platforms across maintenance features, work orders, mobile support, compliance and pricing so you can shortlist and verify with vendors. We don't claim a single "#1". The best fit depends on your asset types, maintenance complexity and team size.
The best maintenance planning software depends on whether you are scheduling preventive maintenance from calendar dates, meter readings or condition monitoring, and whether assets are fixed plant or mobile equipment. For Australian field-heavy teams, MapTrack plans maintenance from engine hours via OEM telematics integrations, with per-asset pricing and unlimited users; Limble leads on parts inventory; Fiix offers strong enterprise scheduling but at higher per-user cost.
Key takeaways
- Maintenance scheduling-model choice (calendar, usage-based, condition-based) is asset-criticality-driven; AS/NZS 60300 frames the strategy mix and a CMMS supporting all three triggers is the AU operator default.
- CMMS focuses on operational work orders and PM; EAM extends to asset lifecycle, capital planning and ERP integration; maintenance planning is the broader category covering both plus combined tools like MapTrack.
- Meter-based triggers require either manual meter entry or OEM/telematics integration. MapTrack reads meters from telematics sources such as Caterpillar, Komatsu, Geotab and Samsara, from a directory of 150+ telematics, fleet and fuel-card data sources; manual entry is the fallback.
- For multi-trigger maintenance plus parts inventory, MaintainX (per-user from ~$20/mo) is top-rated on G2. Limble offers drag-and-drop PM scheduling; Fiix adds AI-driven insights for enterprise sites.
- Per-asset pricing with unlimited users (MapTrack) suits teams with many technicians and operators; per-user models scale poorly past small teams. Enterprise EAM (MPulse) uses custom quotes; Fiix lists per-user prices below its Enterprise plan.
TL;DR
Top 3 picks at a glance
MapTrackA unified platform combining preventive maintenance scheduling, asset tracking, compliance and reservations.
Jump to review ↓
MaintainXTop-rated CMMS with strong work orders, preventive maintenance and built-in messaging.
Jump to review ↓Mobile-first CMMS with strong work orders, parts inventory and reporting.
Jump to review ↓Trusted by construction, mining and field service teams
Quick verdict: best maintenance planning software by category
Our top picks by use case. Click any card to jump to the full review.
MapTrack
Best for combined asset tracking + maintenance planning
MaintainX
Best for mobile-first work orders and team messaging
UpKeep
Best for mobile CMMS with parts inventory
Fiix (Rockwell Automation)
Best for enterprise CMMS with AI insights
Limble CMMS
Best for easy-to-use CMMS with drag-and-drop scheduling
eMaint (Fluke Reliability)
Best for configurable CMMS with strong reporting
Hippo CMMS
Best for simple CMMS for facilities and property
MPulse
Best for enterprise CMMS/EAM with 30+ year track record
Which maintenance planning platform fits your operation?
Different teams have different maintenance priorities. Use these profiles to narrow your shortlist.
The Maintenance Planner
I schedule preventive maintenance for hundreds of assets across multiple sites. How do I get one system that handles time, meter and condition-based triggers?
MapTrack supports time, meter and inspection-triggered maintenance with 150+ telematics, fleet and fuel-card data sources in its integration directory for automated meter readings. MaintainX and UpKeep also support multiple trigger types. If you also need asset tracking and reservations, MapTrack covers those in the same platform. If CMMS-only is the priority, MaintainX is strong.
Learn more →The Facilities Manager
I manage buildings and facilities. I need work orders, PM scheduling and a portal for tenants to submit requests. Which platform is simplest to set up?
Hippo CMMS is purpose-built for facilities with a tenant request portal, calendar-based scheduling and simple onboarding. Limble CMMS is also easy to use with drag-and-drop scheduling. For facilities teams that also manage mobile assets or equipment, MapTrack combines both in one system.
Learn more →The Operations Director
I need maintenance, asset tracking, compliance and scheduling in one system. Do I really need separate tools?
MapTrack combines maintenance, asset tracking, compliance (pre-starts, inspections) and scheduling in a single platform with per-asset pricing and unlimited users. This avoids running separate CMMS, tracking and compliance tools. If your needs are maintenance-only, a dedicated CMMS like MaintainX or Limble may be sufficient.
Learn more →The Enterprise Asset Manager
We manage thousands of assets across multiple sites and need capital planning, lifecycle management and ERP integration. Which platform handles EAM?
Fiix (Rockwell Automation) and MPulse both offer EAM capabilities with asset lifecycle management and ERP integration, and MPulse adds capital planning. Fiix adds AI-driven insights. eMaint offers configurable CMMS with Fluke Reliability integration. MPulse and eMaint use custom pricing, Fiix lists per-user prices below its Enterprise plan, and these platforms typically require implementation support.
Learn more →In this guide
How we evaluated these platforms
We assessed each platform across six criteria: preventive maintenance scheduling (time, meter and condition triggers), work order management, parts inventory, mobile and offline support, compliance and audit trails, and pricing model. Where we could not confirm a capability from public sources, we note "verify with vendor" rather than guess.
- G2 CMMS software reviews
- Capterra maintenance management software reviews
- Vendor websites and public documentation
- MapTrack customer interviews and case studies
This guide is published by MapTrack (rated 4.9/5 on G2 and 5.0/5 on Capterra, GetApp and Software Advice). We include ourselves alongside other options and do not claim to be the single best fit for every use case. We encourage you to shortlist two or three options and run a demo with your real maintenance workflows before deciding.
Spotted something out of date or incorrect? Email corrections@maptrack.com and we will review and update this page.
Maintenance planning software comparison table
Side-by-side overview of 8 platforms. Verify current features and pricing with each vendor.
| Software | Best for | Tracking | Reservations | Maintenance | Compliance | Offline | Pricing |
|---|---|---|---|---|---|---|---|
| MapTrack | Tracking + maintenance planning | QR, barcode, GPS, Bluetooth tags, OEM | Yes | Yes | Yes | Yes | Per asset; unlimited users |
| MaintainX | Mobile work orders + messaging | QR, barcode | Not available per vendor sources | Yes | Yes | Yes | Per user; from ~$20/mo |
| UpKeep | Mobile CMMS + parts | QR, barcode | ? | Yes | Yes | ? | Per user; Essential ~$24/Premium ~$55 |
| Fiix (Rockwell Automation) | Enterprise CMMS + AI | QR, barcode | ? | Yes | Yes | ? | Per user; free tier, Basic US$45, Professional US$75; Enterprise quote |
 Limble CMMS | Easy drag-and-drop scheduling | QR, barcode | ? | Yes | Yes | ? | Per user; Standard ~$28/Premium+ ~$69 |
| eMaint (Fluke Reliability) | Configurable CMMS + reporting | QR, barcode | ? | Yes | Yes | ? | Per user; three tiers |
| Hippo CMMS | Simple facilities CMMS | Manual entry, barcode | Not available per vendor sources | Yes | Yes | ? | Straightforward pricing |
| MPulse | Enterprise CMMS/EAM | Barcode, manual entry | ? | Yes | Yes | ? | Custom quote (enterprise) |
Yes ConfirmedNot available per vendor sources Not available? Verify with vendorNot publicly confirmed Not publicly confirmed
Maintenance planning software reviews
Detailed review of each platform including features, pricing and best fit.
MapTrack
Best for combined asset tracking + maintenance planningA unified platform combining preventive maintenance scheduling, asset tracking, compliance and reservations. Per-asset pricing with unlimited users suits field-heavy operations. One platform for every asset, and Capterra Best Ease of Use 2026.
Pricing: Per asset; unlimited users · Trial: Free trial, no credit card
What you get in one platform
- Every asset, one record
- Tools on QR or barcode labels and Bluetooth tags, plant on GPS trackers, vehicles with GPS and AI dash cams, sites with boundaries: custody, inspections, maintenance and costs on the same record.
- Maintenance that runs on real usage
- Run hours and kilometres from trackers, dash cams or manual readings feed tiered service plans and next-service forecasts, every asset gets a 0 to 100 maintenance health score, and one work order can cover many assets, each with its own pass or fail.
- Easy for crews
- Pre-starts and inspections work without signal, on any phone, with shared-device PINs, single sign-on and AI help to build forms and add assets from a photo. Capterra Best Ease of Use 2026.
- Hardware and software from one vendor
- GPS trackers, AI dash cams with built-in GPS, Bluetooth tags and labels at published prices, managed in the same app, plus LightMetrics dash cam accounts and 150+ telematics, fleet and fuel-card data sources.
- Simple to buy and run
- Per-asset pricing with unlimited users, 24/7 support and month-to-month plans. Capterra Best Value 2026.
The full capability list (35)
- One register for tools, plant, equipment and vehicles
- Custody: who has what, and where
- Site boundaries on the map
- Live tracking and alerts in MapTrack Telematics
- Rate cards (Pro and Enterprise add-on)
- Finance dashboards (Pro and Enterprise add-on)
- Divisions (Pro and Enterprise add-on)
- Run hours and km from trackers, cameras, feeds or readings
- Work orders raised from meters, run hours and data feeds
- Tiered service plans
- Next-service forecasts from usage
- Stale-reading flags
- Maintenance health score
- Service board and due-soon emails
- One work order across many assets
- Batch work orders and bulk scan logging
- Labour, parts and external costs on every service
- Failed checks raise work orders by rule
- Parts and inventory by location and bin
- Offline pre-starts and inspections
- Mobile web app (Android, iPhone, iPad)
- Shared-device PINs
- SAML 2.0 single sign-on (SSO)
- AI form builder
- AI asset creation from a photo
- Equipment bookings (Requests)
- GPS trackers managed in the app
- AI dash cam video in the app
- AI dash cams with built-in GPS
- LightMetrics dash cam connection
- Bluetooth tags
- QR, barcode and Data Matrix scanning
- OEM feeds under Connections
- 150+ data sources
- Engine hours from 68 integrations
Build a plan with separate service levels
The plan runs a 250-hour service, a 500-hour service that covers it, and a 1,000-hour service that covers both. The sequence preview shows the whole 1,000-hour cycle and where it starts again.
MapTrack app · Demonstration data · Captured
About this screenshot
Demonstration plan. Each level carries its own triggers, procedure, parts and work-order defaults. Follow your equipment manufacturer’s service intervals.
MapTrack combines preventive maintenance scheduling with asset tracking, compliance and a planning view in a single platform. Work orders are triggered by meter readings (via 150+ telematics, fleet and fuel-card data sources), inspection results or time-based schedules. Service history, costs and compliance records are tied to each asset across its full lifecycle.
AI-assisted setup accelerates deployment: create assets from a photo, generate inspection forms from a PDF, and import existing data with smart column matching. Per-asset pricing with unlimited users means every technician, operator, planner and manager gets access without per-seat cost. Full offline mobile support for work orders and inspections in areas with poor connectivity. Its primary database and application hosting are in Sydney.
Key features
- ✓Preventive maintenance scheduling (time, meter, inspection triggers); tiered service plans
- ✓Work orders with full lifecycle tracking
- ✓Automated meters: run hours and km estimated from GPS trackers, plus 150+ telematics, fleet and fuel-card data sources
- ✓Pre-start inspections and custom compliance forms
- ✓Asset register with full service history per asset; service board and health score
- ✓Planning view and reservations across sites
- ✓Cost tracking and asset depreciation; parts inventory with min/max levels
- ✓Full mobile and offline support (iOS, Android)
- ✓AI-assisted setup: assets, forms and data import
- ✓Per-asset pricing with unlimited users
- ✓RBAC and API on all plans; SSO/Active Directory (SAML 2.0 with Microsoft Entra ID, set up by our team) on Enterprise (Pro add-on)
- ✓Primary database and application hosting in Sydney
- ✓One platform for tools, plant, trailers and vehicles
- ✓GPS trackers managed in the app: battery, signal and estimated run hours
- ✓Site geofences on every map; entry and exit alerts in MapTrack Telematics
- ✓AI dash cams with live video and event clips in the app
- ✓QR, barcode and Data Matrix scanning by phone camera or handheld scanner
- ✓One work order across many assets, each with its own pass or fail
- ✓Parts and stock by location and bin
- ✓Rate cards: daily, weekly and monthly hire rates (dry, wet or standby) by category or asset; Pro and Enterprise add-on
- ✓Finance: cost ledger, budget vs actual, depreciation and repair-or-replace; Pro and Enterprise add-on
- ✓Divisions: each division’s own assets and team access; Pro and Enterprise add-on
MaintainX
Best for mobile-first work orders and team messagingTop-rated CMMS with strong work orders, preventive maintenance and built-in messaging. Per-user pricing from approximately $20 per user per month.
Pricing: Per user; from ~$20/mo · Trial: Free Basic tier
MaintainX is a mobile-first CMMS for work orders, preventive and predictive maintenance, parts inventory, procedures and team messaging. Rated highly on G2 for ease of use, it suits frontline maintenance teams in manufacturing, facilities and fleet. A free Basic tier with unlimited requester accounts drives adoption.
Built-in messaging keeps technicians, planners and managers aligned within the context of work orders. Integrations with Samsara, Titan GPS and other telematics providers feed meter data and engine-hours for usage-triggered maintenance. Parts inventory with purchase orders helps manage spare parts. Per-user pricing (Essential ~$20, Premium ~$65 per user per month) can scale up for larger teams. No asset reservations or planning view.
Key features
- ✓Work orders with preventive and meter-based triggers
- ✓Predictive maintenance capabilities
- ✓Built-in messaging and team chat
- ✓Parts inventory and purchase orders
- ✓Checklists, procedures and corrective actions
- ✓Mobile-first with full offline support
- ✓Free Basic tier; unlimited requester accounts
- ✓Integrations: Samsara, Titan GPS and more
UpKeep
Best for mobile CMMS with parts inventoryMobile-first CMMS with strong work orders, parts inventory and reporting. Per-user pricing. Well-suited to mid-market maintenance teams.
Pricing: Per user; Essential ~$24/Premium ~$55 · Trial: 7-day free trial (paid plans only)
UpKeep is a mobile-first CMMS for work orders, preventive maintenance, parts inventory and asset management. It targets maintenance teams in manufacturing, facilities, property management and field services. Strong mobile UX, with a free trial rather than a permanent free plan.
Work orders can be triggered by time, meter readings or manual requests. Parts inventory tracks stock levels, costs and vendor information with low-stock alerts. Reporting dashboards show maintenance costs, MTBF, MTTR and work order completion rates. Integrations include ERP systems, IoT sensors and building management platforms. Per-user pricing (Essential ~$24, Premium ~$55 per user per month; Professional and Enterprise are quote-based) can scale up for larger teams. No permanent free plan, trial only. Verify current tiers with the vendor.
Key features
- ✓Work orders with time and meter-based triggers
- ✓Parts inventory with low-stock alerts
- ✓Preventive maintenance scheduling
- ✓Reporting: costs, MTBF, MTTR, completion rates
- ✓Mobile-first, with offline mode on Professional and Enterprise
- ✓Asset management with QR and barcode scanning
- ✓IoT sensor integration for condition monitoring
- ✓7-day free trial (paid plans only)
Fiix (Rockwell Automation)
Best for enterprise CMMS with AI insightsCloud CMMS with AI-driven maintenance insights, backed by Rockwell Automation. Enterprise-focused with strong reporting. Per-user pricing with a free tier; Enterprise by quote.
Pricing: Per user; free tier, Basic US$45, Professional US$75; Enterprise quote · Trial: Free tier available
Fiix is a cloud-based CMMS now part of Rockwell Automation. It covers work orders, preventive maintenance, asset management, parts inventory and purchasing. AI-powered insights analyse maintenance data to identify trends, predict failures and recommend optimisations. Used by manufacturers, utilities and large facility operators.
AI capabilities (Fiix Foresight) analyse work order history, asset performance and failure patterns to surface recommendations. Integration with Rockwell Automation and broader industrial systems suits manufacturing environments. Multi-site and multi-language support for global operations. Enterprise pricing via custom quotes. Best suited to larger organisations with complex maintenance operations and the data volume to benefit from AI insights.
Key features
- ✓Work orders with preventive and condition-based triggers
- ✓AI-powered maintenance insights (Fiix Foresight) and the Fiix MAX assistant add-on
- ✓Parts inventory and purchasing management
- ✓Asset lifecycle and depreciation tracking
- ✓Multi-site and multi-language support
- ✓Integration with Rockwell Automation ecosystem
- ✓Reporting dashboards with KPIs and analytics
- ✓Mobile app for technicians
Limble CMMS
Best for easy-to-use CMMS with drag-and-drop schedulingUser-friendly CMMS with drag-and-drop scheduling and strong ease of use. Mid-market pricing. Well-suited to teams new to CMMS.
Pricing: Per user; Standard ~$28/Premium+ ~$69 · Trial: Demo on request
Limble CMMS is known for ease of use, with drag-and-drop PM scheduling, simple work order management and a clean interface that reduces training time. It targets mid-market maintenance teams in manufacturing, facilities, property management and healthcare, with industry pages for construction, heavy equipment and fleet maintenance too.
Drag-and-drop scheduling makes it straightforward to plan preventive maintenance across assets and teams. Work orders can be created via QR code scanning, email or manual entry. Parts inventory, vendor management and reporting dashboards are included. Mobile app supports field work. Per-user pricing (Standard ~$28, Premium+ ~$69 per user per month). Less depth in OEM/telematics integration and advanced analytics compared to enterprise platforms.
Key features
- ✓Drag-and-drop preventive maintenance scheduling
- ✓Work orders via QR scan, email or manual entry
- ✓Parts inventory and vendor management
- ✓Reporting dashboards with maintenance KPIs
- ✓Mobile app for technicians
- ✓Asset management with QR scanning
- ✓Customisable workflows and request portals
eMaint (Fluke Reliability)
Best for configurable CMMS with strong reportingHighly configurable CMMS with strong reporting and analytics. Part of Fluke Reliability. Suited to mid-market and enterprise maintenance teams.
Pricing: Per user; three tiers · Trial: Contact vendor for demo
eMaint is a cloud-based CMMS from Fluke Reliability offering configurable work orders, preventive maintenance, asset management, parts inventory and reporting. Its flexibility makes it suitable for a wide range of industries including manufacturing, facilities, healthcare and government.
Highly configurable workflows, forms and dashboards adapt to different maintenance processes. Reporting and analytics provide insights into maintenance costs, equipment reliability and technician productivity. Integration with condition monitoring tools from the Fluke Reliability ecosystem (vibration analysis, thermal imaging) supports predictive maintenance strategies. Per-user pricing across three tiers. Implementation support available for complex deployments.
Key features
- ✓Configurable work orders and PM scheduling
- ✓Asset management with hierarchy and BOM
- ✓Parts inventory with min/max levels
- ✓Reporting and analytics dashboards
- ✓Integration with Fluke condition monitoring tools
- ✓Mobile app for field technicians
- ✓Multi-site support with role-based access
- ✓Customisable forms and workflows
Hippo CMMS
Best for simple CMMS for facilities and propertyStraightforward CMMS for facilities and property management teams. Simple pricing and onboarding. Less depth for heavy equipment or complex asset operations.
Pricing: Straightforward pricing · Trial: Contact vendor for demo
Hippo CMMS is a cloud-based CMMS targeting facilities management, property management and building maintenance teams. It offers work orders, preventive maintenance scheduling, asset tracking, parts inventory and a tenant or occupant request portal. Simple setup and pricing make it accessible for teams new to CMMS.
The request portal allows tenants, staff or occupants to submit maintenance requests that become work orders. Calendar-based PM scheduling with automated reminders keeps servicing on track. Floor plan integration helps locate assets within buildings. Straightforward pricing and short onboarding times suit small to mid-size facilities teams. Less depth in meter-based triggers, mobile/offline support and heavy equipment maintenance compared to platforms like MapTrack, MaintainX or Fiix.
Key features
- ✓Work orders and preventive maintenance scheduling
- ✓Tenant and occupant request portal
- ✓Asset tracking with floor plan integration
- ✓Parts inventory with vendor management
- ✓Calendar-based scheduling with reminders
- ✓Reporting dashboards
- ✓Simple setup and onboarding
MPulse
Best for enterprise CMMS/EAM with 30+ year track recordEstablished enterprise CMMS/EAM platform with 30+ years in the market. Complex deployments suited to large organisations with extensive asset bases.
Pricing: Custom quote (enterprise) · Trial: Contact vendor for demo
MPulse is an enterprise CMMS/EAM platform with over 30 years in the maintenance management market. It covers work orders, preventive maintenance, asset lifecycle management, parts inventory, purchasing and capital planning. Used by large organisations in government, healthcare, education and facilities.
Comprehensive asset lifecycle management from acquisition through disposal, including depreciation and capital planning. Robust reporting with pre-built and custom reports for maintenance KPIs, costs and compliance. Integration with ERP, financial and building management systems. Complex deployments typically require implementation services. Custom pricing based on asset count, modules and deployment complexity. Best suited to organisations with large, diverse asset portfolios requiring full EAM capabilities.
Key features
- ✓Work orders and preventive maintenance scheduling
- ✓Asset lifecycle management and capital planning
- ✓Parts inventory and purchasing
- ✓Comprehensive reporting and KPI dashboards
- ✓Multi-site and multi-department support
- ✓ERP and financial system integrations
- ✓Mobile access for technicians
- ✓30+ year track record with ongoing development
Also worth considering
These platforms did not make our top 8 but may suit specific use cases:
- •Fracttal: Cloud-based CMMS for Latin American and global markets. Strong asset management, IoT integration and mobile support. Worth evaluating if you operate across Latin America or need multi-language support.
- •MaintiMizer: CMMS platform focused on K-12 education and government facilities. Simple work order and PM management for campus and facility operations. Worth evaluating if you manage school or government buildings.
- •Asset Essentials (Siemens, formerly Brightly): CMMS for facilities and maintenance teams in education, manufacturing and government, with asset histories, unified PM schedules, automated work order creation, parts and consumables inventory and an AI Maintenance Copilot. The vendor, Brightly, was acquired by Siemens in 2022 and is now Siemens; no prices are published (request a demo). Where MapTrack goes further: per-asset pricing with unlimited users on month-to-month plans, GPS trackers and Bluetooth tags in the same app, and pre-starts and inspections that complete without signal.
- •FMX (GoFMX): Facilities and maintenance management software for K-12 schools, higher education, government, manufacturing and property teams, with work orders, preventive maintenance, parts inventory, equipment maintenance and facility scheduling, plus a Fleet Manager product whose Samsara link updates mileage and engine hours. No prices are published: quotes depend on the users closing out requests and the features enabled, with a one-time implementation fee and contracts renewed annually. Where MapTrack goes further: per-asset pricing with unlimited users on month-to-month plans, GPS trackers and Bluetooth tags in the same app, and pre-starts and inspections that complete without signal.
- •IBM Maximo: Unified asset and facilities management suite for operations, maintenance and facility teams in manufacturing, energy and utilities, oil and gas, travel and transportation and government, with AI, inspections and mobile access to work orders. Licensing runs on AppPoints; the entry-level Essentials SaaS package lists its Maintenance option from under US$40K a year for up to 25 users, on a minimum 12-month subscription. Where MapTrack goes further: per-asset pricing with unlimited users on month-to-month plans, with GPS trackers and Bluetooth tags in the same app.
- •ToolSense: Modular asset operations platform from Vienna for facilities and construction teams, with service procedures and an offline mode in its mobile app, spare parts with minimum and maximum stock alerts, a per-machine total cost of ownership record, connections to construction OEM clouds, its own GPS trackers and Bluetooth tags, and a reservations add-on; pricing is a modular quote. Where MapTrack goes further: tiered service plans that hold 250, 500 and 1,000 hour services on one schedule, one work order across many assets with a pass or fail for each, and published per-asset pricing with unlimited users.
What teams report after switching to MapTrack
Outcomes from businesses managing maintenance and assets with MapTrack.
70%
Reduction in asset loss and shrinkage
Customer-reported outcomes
1-2 days/week
Time saved on weekly equipment tracking
Saunders International
$142,000+
Stolen equipment recovered
Mega Electrics, under 48 hours
Days to weeks
Time to full platform rollout
AI-assisted setup
Not sure which platform fits? Try MapTrack free
Compare features hands-on with a free trial. No credit card required. Per-asset pricing with unlimited users and maintenance included.
- No credit card required
- Unlimited users
What our customers say
“We used to spend 1-2 days a week tracking equipment. MapTrack gave us full visibility across every site.”
Steve McAllister
Site Manager, Saunders International
“GPS tracking and QR labels on every piece of plant gave our auditors exactly what they needed. No more chasing paper.”
Plant Manager
Plant Operations, Genus
“The per-asset pricing meant we could roll out to 50 field staff without worrying about licence fees. Everyone has access.”
Operations Manager
Operations, Supagas
What is maintenance planning software?
Maintenance planning software helps teams schedule, assign and track all maintenance activities for equipment, vehicles and facilities. At its core, it replaces calendar reminders, spreadsheets and paper-based systems with a centralised platform where every service, repair and inspection is planned, assigned and recorded against the asset.
The best platforms support multiple preventive maintenance trigger types: time-based (every 90 days), meter-based (every 500 hours) and condition-based (triggered by an inspection failure or sensor reading). Work orders capture who did the work, what parts were used, how long it took and the cost. This gives planners and managers visibility into service history, upcoming maintenance and total cost of ownership for every asset.
CMMS vs EAM vs maintenance planning: what is the difference?
These terms are often used interchangeably, but they describe different levels of scope and complexity.
CMMS
Computerised Maintenance Management System. Focuses on work orders, preventive maintenance schedules, parts inventory and service history. The operational core of maintenance management. Examples: MaintainX, UpKeep, Limble CMMS.
EAM
Enterprise Asset Management. Extends CMMS with asset lifecycle management, capital planning, procurement and financial reporting across an entire organisation. Examples: Fiix, MPulse, SAP PM.
Maintenance planning
Broader category. Includes CMMS and EAM platforms plus tools that combine maintenance with asset tracking, compliance and scheduling. Examples: MapTrack (tracking + maintenance + compliance), eMaint (configurable CMMS).
For most teams, a CMMS or combined platform covers what they need. EAM is typically relevant for large organisations managing thousands of assets across multiple sites with capital planning requirements.
Calendar-based vs usage-based vs condition-based maintenance planning: Where each scheduling model fits AU plant
AU maintenance planners run three scheduling models in parallel. Calendar-based work fires on a fixed interval (weekly walk-arounds, quarterly services). Usage-based work fires when an asset crosses a meter threshold (engine hours, kilometres, cycle counts). Condition-based work fires when sensor data signals degradation (vibration analysis, oil sampling, telematics-anchored fault prediction). The trade-off is simplicity versus accuracy versus sensor capex: calendar is easiest to roll out, condition-based catches problems earliest but carries analytics overhead.
Four AU standards-and-regulation anchors frame these decisions. WHS Regulation 2011 s.213 places the duty-holder on the hook to conduct scheduled plant inspections, with a documented schedule treated as part of the safe-system-of-work. AS/NZS 60300 (Dependability and reliability management) sets out the framework for choosing a maintenance strategy mix across an asset base. ISO 55000 (Asset management), adopted by Standards Australia, explicitly references condition-based maintenance for high-criticality assets. AS 1418 (cranes, hoists and related lifting equipment) prescribes usage-based mandatory periodic inspections that must be recorded against the specific unit.
Mode-fit follows asset criticality. Low-criticality items (office equipment, low-cost tools) suit calendar because failure cost is bounded. Medium-utilisation mobile plant (excavators, light vehicles) typically earns usage-based scheduling because wear correlates with engine hours or kilometres. High-failure-cost or safety-critical assets (cranes, conveyors, generators) justify condition-based monitoring with telematics or IoT sensors, because unplanned-outage cost exceeds sensor capex.
In practice, most AU operators run all three modes in parallel. A CMMS should therefore support every scheduling trigger inside one work-order pipeline rather than forcing teams to split records across tools. MaintainX, Fiix and UpKeep all handle multi-trigger scheduling at varying levels of depth, which is worth checking in a demo against your own asset register.
Key features for scheduling and compliance
- •Preventive maintenance scheduling: Schedule servicing by time (every 90 days), meter (every 500 hours) or condition (triggered by inspection failure). Automated reminders ensure nothing is missed.
- •Work order management: Create, assign, track and close work orders. Capture labour, parts, costs and completion notes. Prioritise by urgency and asset criticality.
- •Meter-based triggers: Automate meter readings via OEM or telematics integrations (e.g. Caterpillar, Geotab, Samsara) so work orders are triggered by actual usage, not estimates.
- •Parts inventory: Track spare parts stock levels, costs and vendors. Low-stock alerts and purchase orders keep the workshop stocked without over-ordering.
- •Service history: Full service record per asset with dates, work performed, parts used and costs. Essential for compliance audits, resale value and lifecycle decisions.
- •Mobile and offline support: Technicians complete work orders and inspections on mobile devices, including in areas with no connectivity. Data syncs when back online.
- •Reporting and KPIs: Track maintenance costs, MTBF, MTTR, work order completion rates and asset reliability to identify trends and justify investment.
How to choose the right maintenance planning platform
1. Define your maintenance triggers. Do you need time-based only, or also meter-based and condition-based? If your equipment has hour meters or odometers, look for platforms with meter-based triggers and OEM/telematics integration to automate readings.
2. Decide what goes in one system. Do you need maintenance only, or maintenance plus asset tracking, compliance and scheduling? Unified platforms like MapTrack reduce the number of tools you manage and keep everything tied to each asset. If you only need CMMS, a dedicated platform like MaintainX or Limble may be a better fit.
3. Evaluate parts inventory needs. If you manage a workshop with spare parts, choose a platform with inventory management, low-stock alerts and purchase orders. Not all platforms include this.
4. Check mobile and offline support. If technicians work on remote sites or in areas with poor connectivity, offline mode is essential. Verify before committing.
5. Compare pricing models. Per-asset with unlimited users suits operations with many technicians, operators and managers. Per-user pricing suits small teams. Enterprise platforms use custom quotes. Compare total cost for your asset count and expected user count.
Conclusion: choose the right fit for your maintenance planning
The best maintenance planning software depends on your asset types, maintenance complexity, team size and whether you need maintenance only or maintenance combined with tracking, compliance and scheduling. This guide compared 8 platforms across preventive maintenance features, work orders, mobile support, compliance and pricing. MapTrack combines maintenance with asset tracking, compliance and scheduling in one platform. If that fits your needs, a demo can show how it works for your team.
Frequently asked questions
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Compare MapTrack head-to-head
About the author
Co-Founder & GM of Operations
Lachlan leads operations at MapTrack, bringing 10+ years of enterprise technology experience across mining, construction and heavy industry. Before MapTrack, he held senior roles at Workato (integration and automation) and AppDynamics/Cisco (application performance), working directly with ASX-listed organisations to modernise their technology stacks. His deep understanding of field operations and blue-collar workflows shapes how MapTrack solves real problems for asset-intensive teams.
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