01
Identify
Give each maintainable item a stable code, hierarchy, site, location, condition, criticality, meter and scan token. Technicians start with the correct context rather than searching a spreadsheet.
Preventive maintenance without the enterprise drag
Prevent failures.
Finish the work.
PreventiveHQ gives planners a trustworthy control center and technicians a clear field workflow—so scheduled maintenance becomes completed, useful history instead of another overdue list.
No card to explore. Transparent plans from $29/month. Native offline app is in early access.
Full
work history
Clear
priority brief
Safe
tenant boundaries
Shift focus
Live priority logicCritical pump work needs an owner
Ranked from priority, overdue exposure and assignment state—not a decorative AI score.
Work orders
Plan through close-out
Asset records
History stays connected
Parts control
Consumption is traceable
Reliability
Evidence, not vanity
The maintenance operating loop
From a risk signal to verified work
A proper CMMS is not a database with a calendar attached. It is a closed loop: identify what matters, trigger the right work, help the technician execute it, verify the result and improve the next decision.
02
Plan
Use calendar or meter schedules, a first due date, lead time, priority, assignee and versioned procedure. Idempotent generation keeps retries from creating duplicate work.
03
Execute
Work orders carry scope, safety notes, asset history, required steps, readings and evidence. Mobile layouts favor quick decisions instead of shrinking a desktop admin screen.
04
Verify
A technician records action, verification and actual time. Corrective work also captures failure code and root cause. Incomplete close-outs stop before they pollute the history.
05
Learn
Repeat failures, repair duration, preventive compliance and close-out quality become explainable metrics. A missing denominator is shown as unavailable, never disguised as a zero.
06
Prioritize
The control center ranks critical, overdue, unassigned, request, asset-risk and stock exceptions. Every recommendation is traceable to operational state and opens the underlying queue.
Built around the field
Technicians should not have to fight the CMMS
The fastest way to ruin maintenance data is to make the person doing the work navigate a manager’s reporting system. PreventiveHQ separates the field task from the planning surface while keeping both on the same record.
Native app direction
Today, Scan, Work, Assets
Those four destinations cover the technician’s day. “Today” holds assigned and nearby work. “Scan” opens an asset or part with a QR code, barcode or later NFC tag. “Work” keeps the current checklist, timer, readings, evidence and parts in one place. “Assets” exposes history and manuals without an office detour.
- Create and edit work while offline—not only view cached tasks
- Visible outbox, background retry and a human-readable conflict center
- Photo, video, voice note, markup, signature and meter evidence
- One-thumb completion, large targets, dark mode and high contrast
- No hidden desktop-only reporting or purchasing dependency
Honest release status: the server sync contract is implemented; the React Native client remains early access until offline field trials pass data-loss, conflict and battery tests.
Defensible advantage 1
Full offline work, with conflicts you can understand
Offline is not a badge. It is a data-consistency problem. A useful field app must accept new work, checklist changes and readings without signal; replay each mutation exactly once; translate temporary IDs; detect when the server record changed; and let a person choose how to resolve a genuine conflict.
PreventiveHQ’s API uses a device ID and client mutation UUID for deduplication. Every versioned work-order change compares the client’s base version with the server version. A mismatch returns the current record as a conflict rather than silently overwriting another person’s work. Incremental pulls are cursor based and bounded, so a reconnect does not require the entire database.
Offline create and execute
Replay-safe mutations
Explicit conflict record
Mobile-first API surface
Defensible advantage 2
Turn close-out notes into institutional memory
“Fixed” is not a maintenance record. When experienced people retire or move, vague notes force the next technician to rediscover the same diagnosis. PreventiveHQ treats the quality of the close-out as part of the task—not an optional report written after the useful work is done.
Required checklist steps must be finished before closure. All work records the action taken, verification method and actual duration. Corrective work adds a controlled failure code and a specific root cause. A transparent score shows which evidence is present. This is deterministic assistance: the product never invents a cause or pretends a short note is reliable.
The native roadmap adds speech-to-structured-draft so a technician can describe the repair naturally, review the extracted fields and approve them. Audio remains evidence only when the organization chooses to retain it. The technician stays the author of the record.
Defensible advantage 3
Answer “what should we focus on?” every shift
Many dashboards tell a manager what happened last month. The PreventiveHQ control center starts with actionable exceptions: critical work with no owner, overdue tasks, new requests, operational assets with high risk and parts below reorder point. The list is deliberately short and linked to the exact queue that can change the outcome.
The ordering uses visible rules and real counts. It does not fabricate a predictive probability from sparse data. As the history matures, condition signals and repeat failures can enrich the ranking, but every factor remains explainable. That matters when a supervisor must defend why one asset received the crew’s limited time.
Reports follow the same rule. Preventive compliance uses due preventive tasks and on-time completions. MTTR uses corrective work and actual minutes. Failure patterns require failure codes. When no meaningful denominator exists, the interface says there is not enough evidence.
Feature depth without feature tax
The complete preventive maintenance foundation
Parity matters. A distinctive mobile experience cannot compensate for missing work orders, asset context, inventory or reporting. The product foundation covers the operating system first, then differentiates where teams feel the most friction.
Asset register
Sites, hierarchy, codes, condition, criticality, warranties, meters, service dates and scan tokens.
Work management
Corrective, preventive, inspection and safety work with owner, due date, priority, status and timing.
PM scheduling
Calendar or meter triggers, lead time, first due date, automatic generation and duplicate protection.
Procedures
Versioned steps with required checks, readings, pass/fail, notes and future photo evidence.
Teams & roles
Organization membership and owner, admin, planner, technician and requester permission boundaries.
Inventory
Parts, storerooms, on-hand and reserved quantities, reorder points and work-linked movements.
Request intake
Protected public issue reporting, asset scan context, urgency and team-controlled triage.
Reliability
PM compliance, MTTR, high-risk assets, close-out quality, failure codes and explainable priority.
Practical inventory
A repair is not ready if the part is not ready
Maintenance inventory has a different job from a general warehouse system. The team needs to know whether a critical spare exists, where it sits, what is already reserved and which work consumed it. PreventiveHQ keeps the unit and cost beside reorder policy, vendor context and location-specific balances.
Consumption is transactional. The stock row is locked, insufficient quantity is rejected, the balance is updated and an immutable movement connects the part, location, work order and technician. That design prevents two concurrent completions from spending the same bearing and gives cost analysis a traceable source.
Planned extensions include purchase requests, approval thresholds, purchase orders, receiving, returns, repairable spares, cycle counts and supplier lead-time risk. Those are documented as roadmap items until their user interfaces and edge cases pass the same release gates.
For many maintenance environments
One operating model, configured to the asset
The work loop is consistent across manufacturing, facilities, utilities, fleet, property, food production and field service: identify a maintainable item, understand risk, define standard work, schedule or request the task, record evidence and verify the result.
What changes is the vocabulary, hierarchy, evidence and compliance burden. A pump may use operating hours and vibration readings. A facility inspection may need photos and a pass/fail answer. A vehicle may use kilometres and an odometer check. A safety task may require isolation confirmation and a signature. Procedures and meter types handle those differences without turning every industry into a separate product.
ManufacturingFacilitiesWater & wastewaterFleetFood & beveragePropertyEnergyField service
Transparent launch pricing
Choose scope, not a maze of add-ons
Every plan includes assets, work orders, preventive schedules, procedures and request intake. Higher plans expand sites, members, inventory, reporting, API and governance. Dodo Payments handles checkout, tax and receipts as merchant of record.
Starter
$29/month
A focused team replacing spreadsheets at one site.
- 1 site
- 5 full members
- Unlimited requesters
- Assets, PMs and work orders
- Procedures and scan requests
Operations
$79/month
A multi-discipline team coordinating parts and performance.
- 3 sites
- 25 full members
- Everything in Starter
- Parts and storerooms
- Reliability reports and exports
Reliability
$149/month
A growing operation that needs controls and integration.
- 10 sites
- 75 full members
- Everything in Operations
- API and mobile sync access
- Audit history and advanced controls
Prices are USD per month before any checkout taxes. Annual billing and localized display prices will appear after the live Dodo catalogue audit.
Buyer’s guide
How to choose preventive maintenance software
Start with technician completion, not the feature matrix
A procurement spreadsheet often rewards the product with the most nouns. That can hide the decisive question: can a technician understand and complete the work accurately during a real shift? Test the mobile path with gloves, poor signal, an unfamiliar asset and an interrupted task. Count the taps required to start, record a reading, add a part, take evidence and close. Then disconnect the network and repeat. If the vendor says “offline” but only caches a small bookmarked subset, ask exactly what can be created, scanned, edited and synchronized.
Demand a trustworthy asset and work model
An asset register should support stable codes, sites, locations and parent-child relationships without making hierarchy mandatory on day one. Work must distinguish preventive, corrective, inspection and safety tasks; connect the procedure version used at execution; and retain history even if an asset is retired. Ask what happens when two users update a record, when scheduled generation retries, when a meter rolls back and when a user tries to access another organization’s ID.
Treat data quality as a workflow design problem
Managers often blame technicians for sparse data, but the form usually taught the wrong behavior. A giant free-text box produces “done,” “fixed” and “checked.” Better software requests evidence at the moment it is known: a reading on the step, the part at consumption, the verification at close-out and the root cause only for a failure. Required fields should be conditional and explain why they matter. Artificial intelligence can help structure a draft, but it must not invent a diagnosis.
Check how reporting handles missing evidence
A polished chart can be mathematically correct and operationally deceptive. If no preventive work was due, compliance is not zero; it is unavailable. If actual repair time is absent, MTTR is not trustworthy. Ask vendors for the exact numerator and denominator behind every KPI, how reopened orders are handled, which timezone defines “on time,” and whether exports reproduce the displayed number. Favor systems that make data limitations visible.
Price the real adoption model
Per-user pricing can be reasonable for full-time planners, but it often discourages operators, requesters and occasional technicians from participating. Calculate the price with everyone who must touch the workflow, not only the maintenance office. Review implementation, training, integration, support and data-migration fees. Check which features are confined to enterprise plans, especially offline access, API, audit trail, custom roles, reporting and multi-site controls.
Plan a narrow rollout that creates pull
Do not begin by importing every historical row. Select one site or production area, its critical assets, active parts and the next four to eight weeks of preventive work. Agree on status definitions and failure codes. Run daily feedback with technicians, correct confusing procedures and track completion quality. Expand only when the pilot crew would object to returning to the old method. Adoption is an operating change, not a software installation event.
Questions maintenance buyers ask
PreventiveHQ FAQ
What is preventive maintenance software?+
Preventive maintenance software helps a maintenance team plan recurring work before equipment fails. It connects assets, schedules, procedures, work orders, meter readings, parts, labor and completion history so the team can see what is due, carry out the correct steps and learn from the result. A CMMS usually includes preventive maintenance plus corrective work, requests, inventory and reporting.
Is PreventiveHQ a CMMS?+
Yes. PreventiveHQ is being built as a modern computerized maintenance management system, or CMMS, with preventive scheduling at its center. It includes asset records, recurring and corrective work, technician checklists, request intake, inventory, structured close-out records, reliability reporting, audit history and an offline-ready mobile API.
Who is PreventiveHQ for?+
The product is designed for small and mid-sized maintenance teams that have outgrown spreadsheets but do not want an enterprise implementation project. Typical users include maintenance managers, planners, technicians, reliability engineers, facilities teams, storeroom coordinators and operations requesters in manufacturing, facilities, utilities, fleets and service environments.
Can technicians use it on a phone?+
The responsive web application works on modern phones and tablets. The planned native iOS and Android app is designed around full offline execution, barcode and QR scanning, photos, readings, parts consumption and a visible sync queue. We describe offline capability as early access until the native release has completed field testing.
Does it work without an internet connection?+
The mobile data contract already supports idempotent offline mutations, server ID reconciliation, incremental pulls and explicit version conflicts. The native client is the remaining delivery layer. We will not call offline generally available until technicians can create, scan, execute and close work in real field tests without losing data.
How does preventive work become a work order?+
A maintenance plan connects an asset, interval, priority, first due date and optional versioned procedure. A scheduled generator creates the work order ahead of the due date and advances the plan. Generation is idempotent, so a retry cannot create a second order for the same plan and due date.
What makes the maintenance history useful?+
Closing work requires an actual duration, action performed and verification result. Corrective work also requires a failure code and a specific root cause. Required procedure steps must be complete first. The record receives a transparent quality score, helping managers correct missing evidence before weak notes damage future decisions.
Can requesters submit issues without a paid account?+
Yes. Each organization has a public request surface, and an asset scan tag can preselect the relevant equipment. A requester supplies the site, problem, urgency and contact details. Turnstile, throttling and a honeypot protect the form, while the maintenance team retains control of triage and priority.
How is pricing structured?+
Pricing is transparent and primarily based on organizational scope rather than charging every occasional requester. The launch catalogue uses three monthly plans for one-site, multi-site and reliability-focused teams. Exact taxes and supported payment methods appear in Dodo Payments checkout because Dodo acts as merchant of record.
Can we import data from spreadsheets?+
A guided import and validation workflow is in the launch roadmap. The goal is not merely to accept a CSV, but to identify duplicate asset codes, missing sites, invalid statuses and relationship problems before data enters the live register. API and export boundaries are being designed so customers are not trapped.
How do you protect maintenance data?+
Tenant-owned records are scoped to the active organization, state-changing requests use CSRF or authenticated API tokens, public intake is rate limited, sensitive audit values are redacted, uploads are designed for MIME inspection and private signed delivery, and billing webhooks are signature checked and restricted to this product’s Dodo IDs. Security details and remaining launch checks are published on the security page.
How quickly can a team get started?+
A small team can begin with one site, its critical assets and the next month of preventive work. That creates value faster than attempting a perfect asset register first. Import, role setup and procedure review still deserve care; the right rollout sequence is a focused pilot, feedback from technicians, then expansion by area.
Build the maintenance habit
Make the next shift more predictable than the last.
Start with one site, critical assets and the work already due. No card is required to explore the product.