Plan Recurring Maintenance
Define tasks by calendar interval, operating hours, or another configured trigger, then calculate and display upcoming due work.
ISO 9001 & AS9100 Quality Software
Preventive Maintenance Software for ISO 9001 and AS9100 Manufacturers
Our preventive maintenance software helps manufacturers define equipment, schedule recurring maintenance, assign responsible personnel, record task completion, manage repair requests, and preserve a complete maintenance history. Maintenance and production teams can see upcoming, due, and overdue work before an avoidable equipment problem disrupts operations.
Equipment Reliability and Maintenance Records
Replace Reactive Maintenance Lists with a Controlled Program
Unexpected machine failures can interrupt production, delay shipments, consume emergency labor, and make maintenance priorities difficult to manage. Paper calendars and independent spreadsheets rarely provide one reliable view of equipment requirements, upcoming work, completed tasks, repairs, downtime, and supporting evidence.
Database Providers' preventive maintenance software centralizes those records for production equipment, facility assets, and other maintainable resources. The application supports your maintenance and infrastructure processes; your organization remains responsible for determining applicable requirements, maintenance intervals, acceptance criteria, and evidence of conformity.
Record Completion Evidence
Capture who completed the task, when it was performed, time used, readings, comments, checklists, parts, and attachments.
Track Repairs and Downtime
Manage repair requests and unplanned maintenance alongside the planned history for each piece of equipment.
End-to-End Maintenance Control
Preventive Maintenance Workflow: From Asset Setup Through History
Use a repeatable workflow while allowing each equipment type and task to retain its own frequency, instructions, data, and evidence.
| Stage | Controlled Activities | Records Retained |
|---|---|---|
| 1. Define | Create equipment types and identify the asset, location, manufacturer, model, serial number, status, and responsible department. | Asset master record, classification, ownership, documents, and status |
| 2. Plan | Assign maintenance tasks, frequency, estimated time, instructions, checklist, primary technician, backup, and alert timing. | Approved maintenance plan and task requirements |
| 3. Schedule | Calculate upcoming work using the configured calendar or operating-hour interval and display it in lists and calendar views. | Due date or meter trigger, priority, assignment, and schedule status |
| 4. Perform | Complete the procedure, capture readings, use required materials, and attach supporting documents or completed checklists. | Technician, completion date, labor time, results, readings, parts, and evidence |
| 5. Verify | Review the completed record, document exceptions, and determine whether repair, escalation, or additional action is needed. | Review result, comments, exception, and linked follow-up |
| 6. Reschedule | Calculate the next requirement from the completed date, meter reading, or configured business rule. | Next due date or trigger and calculation history |
| 7. Analyze | Review planned work, repair requests, downtime, recurring failures, labor, materials, and equipment history. | Permanent asset history, reports, trends, and audit trail |
Equipment and Asset Records
Build the Maintenance Plan Around Each Asset
Standardize equipment categories while retaining the details needed to identify, locate, service, and evaluate each asset.
- Equipment number, description, type, status, location, and department
- Manufacturer, model, serial number, year, and warranty information
- Responsible owner, technician, backup, or maintenance team
- Operating-hour meter and other configurable condition readings
- Manuals, photographs, procedures, checklists, and service documents
- Planned tasks, repair queue, unplanned work, and maintenance history
Tasks, Frequencies, and Notifications
Define What Must Be Done, When, and by Whom
Each maintenance task can contain its own frequency, estimated duration, responsibility, instructions, notification timing, and evidence requirements.
Calendar Frequency
Schedule recurring work by days or another configured calendar interval, with the next date calculated after completion.
Operating Hours
Use machine-hour readings for equipment whose maintenance requirement depends more on usage than elapsed calendar time.
Condition Data
Require readings or data-log entries when the task includes pressure, temperature, fluid condition, wear, vibration, or another monitored value.
Upcoming and Overdue Work Remains Visible
Dashboard groups and a monthly calendar help users find past-due and upcoming tasks. Automated email alerts can notify the assigned technician and backup or team leader before a task becomes due. Alert timing and recipients can be configured to fit your process.
Completion and Rescheduling
Preserve Evidence of the Work Performed
Record more than a completed checkbox. The maintenance record can show who performed the task, the actual completion date, time spent, results, readings, comments, materials, and related files.
- Completed procedure or checklist
- Technician and completion date
- Labor duration and comments
- Required measurements or condition readings
- Parts, consumables, outside-service documents, and attachments
- Automatically calculated next due date or trigger
Exceptions and Escalation
Respond When Maintenance Finds a Larger Problem
A maintenance task can reveal abnormal wear, leakage, damage, unsafe operation, inability to hold process settings, or a recurring failure. Record the condition and route the appropriate response rather than closing the task without follow-up.
- Repair request or unplanned-maintenance entry
- Equipment status or production-hold decision
- Additional inspection or calibration evaluation
- Corrective action for significant or recurring causes
- Verification and return-to-service evidence
Unplanned Maintenance
Manage Repair Requests and Equipment Downtime
Preventive maintenance does not eliminate every failure. A controlled repair queue lets operators report a problem and gives maintenance personnel a visible path from request through completion.
Report the Condition
Identify the equipment, observed problem, requester, date, urgency, and operational status.
Assign the Repair
Assign primary and backup responsibility, notify the appropriate personnel, and record diagnosis and work performed.
Retain Downtime History
Capture start and end information, labor, materials, outside service, verification, and recurring-problem history.
Maintenance Visibility
Dashboards, Calendar Views, History, and Reports
Move from an equipment problem to the relevant task, asset detail, completion screen, or historical record without maintaining a separate tracking spreadsheet.
To-Do Dashboard
Past-due and upcoming maintenance grouped by frequency, equipment, task, assignee, status, or selected period.
Maintenance Calendar
Monthly view of planned tasks with access to the detailed work due on a selected date.
Asset History
Planned maintenance, unplanned work, repairs, completion details, next due dates, labor, comments, and supporting files.
Optional Maintenance Operations
Add Work Orders, Parts Inventory, Purchasing, and Suppliers
The expanded Preventive Maintenance version adds operational controls for organizations that want to manage the material and purchasing activity supporting planned and unplanned maintenance.
Maintenance Work Orders
Connect planned or unplanned work with labor, materials, quantities consumed, status, and cost information.
Parts and Inventory
Manage spare parts, consumables, manufacturer and vendor part numbers, stock levels, usage, and purchase history.
Suppliers and Purchase Orders
Create purchase orders, receive maintenance materials, monitor outstanding orders, and retain supplier history.
These inventory and purchasing capabilities are included in the Preventive Maintenance with Inventory and PO Management option, not the standard stand-alone Preventive Maintenance license.
Connected Quality Records
Integrate Maintenance with the Rest of Your QMS
Calibration Management
Coordinate maintenance with calibration status when measuring or test equipment requires both controls.
Corrective Action
Escalate significant or recurring failures into cause analysis, assigned corrective actions, verification, and effectiveness review.
Document Control
Reference approved maintenance procedures, machine manuals, checklists, and work instructions from maintenance tasks.
Employee Training
Connect maintenance responsibilities and revised procedures with technician training, competency, and qualification records.
Internal Auditing
Provide maintenance schedules, completed work, overdue tasks, repair history, and supporting evidence during process audits.
Authoritative References
Review the official ISO 9001 standard overview and IAQG 9100 information.
Open-Source and Customizable
Microsoft Access Front End with Access or SQL Server Data
The application is delivered with an open-source Microsoft Access front end, including forms, reports, queries, tables, and VBA source code. Adapt assets, tasks, frequencies, readings, workflows, reports, and notifications to your operation.
- Modify forms, reports, queries, tables, and VBA logic
- Add equipment types, task fields, readings, status rules, and reports
- Integrate with existing Access applications and business systems
- Retain ownership and control of your application and data
| Deployment | Best Fit |
|---|---|
| Access front end + Access back end | Smaller workgroups seeking a fast, economical deployment on a stable local network. |
| Access front end + SQL Server back end | Growing multi-user environments needing stronger concurrency, security controls, scalability, and data-management options. |
Optional QA Suite Add-On
Preventive Maintenance Software Pricing
Purchase either version independently or add it to the QA Suite at the discounted same-purchase price.
Preventive Maintenance
$799 Stand-Alone
$599 when purchased with the QA Suite
- Asset and equipment records
- Recurring tasks and schedules
- Dashboard, calendar, alerts, and completion history
- Repair requests and unplanned maintenance
- Unlimited users and no annual software-license fee
With Inventory and PO Management
$999 Stand-Alone
$799 when purchased with the QA Suite
- All Preventive Maintenance capabilities
- Maintenance work orders
- Spare-parts and consumables inventory
- Suppliers, purchase orders, and receiving
- Material usage and maintenance cost support
Important QA Suite Pricing Detail
Preventive Maintenance is an optional add-on and is not one of the five applications included in the $2,499 core QA Suite. The discounted add-on price applies when it is purchased with the QA Suite.
If a separately purchased module is integrated later, a $250 integration fee applies per module. Implementation, customization, data conversion, training, SQL Server setup, and ongoing support are quoted separately when requested.
Frequently Asked Questions
Preventive Maintenance Software FAQ
What is preventive maintenance software?
Preventive maintenance software manages equipment records, recurring tasks, schedules, assignments, alerts, completion evidence, repair requests, downtime, and maintenance history so planned work does not depend on disconnected calendars and spreadsheets.
Does the software make our company ISO 9001 or AS9100 compliant?
No software can certify conformity. This application supports maintenance and infrastructure records that an organization may configure for its quality management system. Your organization remains responsible for applicable requirements, maintenance criteria, effective implementation, and evidence of conformity.
Can tasks be scheduled by calendar interval or machine hours?
Yes. Tasks can use days or machine-hour frequency, and the open-source application can be customized for other approved interval or condition-based rules.
Can instructions, readings, and completed checklists be retained?
Yes. Tasks can contain procedures and files, require data logging, and retain comments, readings, completed checklists, third-party service reports, parts information, and other supporting evidence.
Can the software manage breakdowns and repairs?
Yes. Operators can submit repair requests, maintenance can assign and complete unplanned work, and the resulting downtime and repair activity can remain in the equipment history.
Does the standard version include parts inventory and purchase orders?
No. Work orders, parts inventory, suppliers, purchasing, and receiving are included in the expanded Preventive Maintenance with Inventory and PO Management option.
Can multiple employees use the application?
Yes. It is designed for multi-user operation. An Access back end may fit a smaller stable local-network workgroup, while SQL Server is commonly selected for broader concurrency, scalability, and data-management needs.
Is Preventive Maintenance included in the QA Suite?
It is available as an optional discounted add-on but is not included among the five core QA Suite applications.
Make Maintenance Requirements Visible
See How the Software Can Fit Your Equipment and Maintenance Process
Discuss your equipment, schedules, existing records, work-order needs, Access or SQL Server deployment, integrations, and customization requirements.