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What is Preventive Maintenance Software?

Preventive maintenance software is a digital tool that helps organizations manage and schedule maintenance tasks efficiently. It automates reminders, work order assignments, inventory tracking, and reporting, allowing maintenance teams to stay proactive rather than reactive.

Benefits of Preventive Maintenance Software


Investing in preventive maintenance software offers several advantages:

  • Reduced Downtime: Preventive maintenance ensures that equipment operates reliably, reducing unexpected failures and costly disruptions.
  • Lower Maintenance Costs: Routine maintenance prevents major breakdowns, which are often more expensive to fix.
  • Increased Asset Lifespan: Regular servicing and inspections help extend the life of machines, vehicles, and infrastructure.
  • Improved Compliance: Organizations in regulated industries can meet safety and compliance requirements more easily.
  • Better Resource Allocation: Assign tasks to the right team members based on workload and expertise.
  • More Effective, Data-Driven Decision Making: Track trends, analyze maintenance costs, and improve efficiency with detailed reporting tools.

FlowPath Preventive Maintenance Software Features

FlowPath is an all-in-one computerized maintenance management system that helps facilities effectively plan and execute preventive maintenance.

FlowPath CMMS AI Assistant shows how AI technology can create and reassign work orders.

Automated Preventive Maintenance Scheduling

Schedule routine maintenance tasks based on time, usage, or condition-based triggers. Use asset data, equipment manuals, and other information to build a preventive maintenance plan within the FlowPath system using our AI Assistant.

Then, build preventive maintenance schedules and proactive plans so every team member knows what to do, and when.

Efficient & Effective Work Order Management

Generate, assign, and track work orders to ensure preventive maintenance tasks are completed efficiently. Create work orders based on preventive maintenance plans, assign them to the appropriate employee, and record service details upon completion.

Never miss a service with work order triggers, so pm tasks are scheduled automatically based on time, use, or other factors.

FlowPath CMMS AI Assistant helps take action with predictive insights.FlowPath CMMS AI Assistant helps take action with predictive insights.

AI-Powered Preventive Maintenance Planning

FlowPath’s AI Assistant, a fully integrated tool, to fully optimize and support your preventive maintenance plan. Use asset data to generate preventive maintenance plans, schedule work orders, and ask your AI Assistant to determine whether you have the resources and funds for upcoming tasks.

Multi-Level Asset Management

Monitor asset lifecycles, track maintenance history, and reduce downtime with FlowPath.

Keep track of all assets and equipment in FlowPath and view by name, search building floorpans, or choose a map view. Within each asset’s profile, track associated work orders, store equipment manuals, view images, and manage associated preventive maintenance plans.

FlowPath CMMS AI Assistant helps take action with predictive insights.FlowPath CMMS AI Assistant helps take action with predictive insights.

Modernized Inventory Tracking

Maintain accurate records of parts and supplies needed for preventive maintenance tasks, and create low inventory alerts across multiple locations.

Keep track of your supplies wherever you are, and trigger restock orders so you’re never without necessities. Plus, link invoicing capabilities to inventory management to keep payment and inventory records in one place.

User-Friendly Mobile Platform

FlowPath is available via tablet and mobile, so teams can work in and outside their offices seamlessly.

Maintenance teams can’t be tied to their desks if they’re to be effective, and our mobile platform lets them view schedules, update task statuses, and complete work orders from anywhere.

FlowPath CMMS AI Assistant helps take action with predictive insights.

How To Create a Preventive Maintenance Plan

A well-structured preventive maintenance program is key in preserving your assets’ value, prolonging equipment lifespans, and establishing efficient work flows. When you are able to move from a reactive maintenance system to preventative maintenance, you’ll be in a better position to make meaningful improvements rather than continue the catch-up game. 

With the right CMMS software, you can automate and streamline your facilities management processes, ensuring efficiency and accountability at every stage.

1. Identify and Document Your Assets

Start by capturing all assets that require maintenance. FlowPath makes it easy to build an asset registry where you can store key details such as equipment manuals, images, and maintenance history. With a multi-view Equipment List you can filter assets by name, location, or type, making it easy to track and manage all assets effectively.

2. Establish Preventive Maintenance Schedules

Preventive maintenance schedules should be tailored based on manufacturer recommendations, usage patterns, and operational needs. With FlowPath, you can schedule preventive maintenance tasks using meter-based or time-based triggers. Our AI Assistant helps optimize scheduling by analyzing available resources and budget constraints, ensuring you’re always prepared for upcoming maintenance activities.

3. Digitize Standard Operating Procedures (SOPs) and Inspections

Consistency is key to a successful preventive maintenance program. FlowPath simplifies the digitization of SOPs, making it easy to attach relevant documentation to asset records and work orders. Our platform also supports inspection templates that allow teams to standardize checklists, ensuring maintenance tasks are performed thoroughly and consistently.

4. Automate Work Order Triggers and Assignments

Automating work orders is crucial for efficient maintenance management. With FlowPath, work orders can be triggered based on time, usage, or inspection results. Once triggered, these work orders are automatically assigned to the right personnel. If a task needs reassignment, our system makes it easy to shift responsibilities, ensuring no maintenance task falls through the cracks.

5. Ensure Accountability with Real-Time Reporting

A robust preventive maintenance program requires accountability and performance tracking. FlowPath offers detailed reporting tools that allow teams to monitor completed maintenance activities, track inventory usage, and analyze trends for predictive maintenance insights. This helps businesses make informed decisions about resource allocation and asset longevity.

6. Leverage AI for Maintenance Optimization

FlowPath’s AI Assistant is integrated into every step of the process, offering recommendations to optimize your maintenance operation. Whether it’s identifying upcoming resource constraints, flagging inefficiencies, or analyzing past work order data, AI helps ensure your preventive maintenance program runs at peak efficiency.

Building a Preventive Maintenance Plan with FlowPath

With FlowPath, scheduling preventive maintenance, tracking assets, and ensuring maintenance accountability has never been easier. Our top-tier preventive maintenance software doesn’t just maintain—it empowers your business to grow and thrive.
Ready to dive in?

Contact our team to learn more about FlowPath facilities management software.

What is Preventive Maintenance?

Preventive maintenance is the practice of performing regular, scheduled maintenance on equipment and assets to prevent unexpected failures. Unlike reactive maintenance, which addresses problems after they occur, preventive maintenance focuses on proactive inspections, repairs, and servicing to keep equipment running smoothly.

Common examples include:

  • Changing HVAC filters to maintain air quality and efficiency.
  • Lubricating machinery to prevent wear and tear.
  • Inspecting electrical systems to reduce fire hazards.
  • Testing emergency systems like backup generators and fire alarms.

The Benefits of Preventive Maintenance

Preventive maintenance offers numerous advantages, including:

    • Reduced Downtime – Prevent unexpected equipment failures and keep operations running smoothly.
    • Extended Asset Lifespan – Regular maintenance prevents wear and tear, maximizing the longevity of your equipment.
    • Lower Repair Costs – Catching issues early helps avoid costly emergency repairs or replacements.
    • Increased Efficiency – Well-maintained assets operate at peak performance, reducing energy consumption and waste.
    • Improved Safety – Prevents hazardous equipment failures, ensuring a safer workplace for employees.
    • Better Compliance – Helps meet regulatory and industry standards by maintaining detailed maintenance records.
    • Optimized Resource Allocation – Schedule tasks efficiently, ensuring labor and inventory are used effectively.
    • Higher Productivity – Less downtime and fewer disruptions mean a more efficient workflow.
    • Enhanced Accountability – Digital tracking and reporting ensure every maintenance task is completed on time.
    • Informed Decision-Making – Data-driven insights help plan budgets, predict failures, and improve maintenance strategies.

    Different Types of Preventive Maintenance 

    Preventive maintenance comes in two main forms: time-based and usage-based. While both of these methods help keep assets in peak condition and prevent costly breakdowns, each has a time and place depending on equipment type, facility, and workflow.

    Time-Based Preventive Maintenance

    Scheduled at set intervals (weekly, monthly, annually), time-based maintenance ensures regular checkups, maintains compliance, and prevents unexpected failures.

    Usage-Based Preventive Maintenance

    Triggered by usage metrics (hours, cycles, mileage), this method reduces unnecessary servicing, extends asset life, and optimizes efficiency.

    Both types ensure that equipment remains in optimal working condition, reducing the risk of unexpected failures. Different assets have varying usage patterns, criticality, and maintenance needs.

    Some equipment requires servicing at regular intervals to prevent wear and tear, while others benefit from maintenance based on actual usage to avoid unnecessary servicing. Knowing when each is necessary, and how each type of maintenance should be scheduled proactively, can not only preserve your equipment lifespans, but also make your maintenance team more effective.

    Preventive Maintenance FAQs

    Everything you need to know.

    What does preventive maintenance software include?
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    Preventive maintenance software should feature automated scheduling, work order management, asset tracking, mobile access, and reporting tools to help organizations streamline maintenance operations.

    Why should I use preventive maintenance software?
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    Using preventive maintenance software helps organizations reduce downtime, control costs, extend asset life, and improve operational efficiency through automation and real-time tracking.

    Who uses preventive maintenance software?
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    Preventive maintenance software is used by a variety of industries, including manufacturing, healthcare, education, property management, and fleet management.

    What is preventive maintenance scheduling?
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    Preventive maintenance scheduling involves setting up routine maintenance tasks based on time intervals or equipment usage to prevent breakdowns and maintain efficiency.While there is a cost up front, there are typically far more substantial savings in the long run.

    How much does preventing maintenance software cost?
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    The cost of preventive maintenance software varies based on features, number of users, and organization size. FlowPath offers scalable pricing to meet the needs of businesses of all sizes.

    How can I track preventive maintenance?
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    The best way to track preventive maintenance is with CMMS software like FlowPath. It automates scheduling, work orders, and asset tracking using time-based (set intervals) or usage-based (operating hours) methods. FlowPath also provides checklists, SOPs, and AI insights to keep maintenance efficient and accountable.

    Still have questions?

    Contact our sales team to explore tailored solutions for your needs.

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    Schedule a demo with our sales team and we can get you started.