6 Equipment Maintenance Tracking Tools for Landscapers 2027

Start with the category, not the brand

For a small landscaping business, the first decision is which category of software to buy, and only then which brand. Equipment maintenance tracking software keeps a service record for each mower, trailer, or truck and schedules the next service by engine hours, miles, or calendar date. Three categories compete for the same budget: maintenance-first CMMS tools built around assets and work orders, fleet-maintenance tools built around vehicles and inspections, and field-service suites where equipment is one module beside scheduling and invoicing.

TL;DR: if most of your costly units are mowers and trailers that run on hours rather than miles, start with a maintenance-first tool that supports meter-based triggers, and test two of the six tools profiled below. If you need GPS as the main reason to buy, you are shopping for telematics, which is a different category and outside this comparison.

Key Takeaways

• Choose by trigger type first. Hour and mile triggers matter more than calendar-only reminders for mowers that barely travel.

• Fleetio, MaintainX, UpKeep, and EZO CMMS publish at least some per-vehicle or per-user rates. Limble and Aspire are quote-based, so their totals cannot be checked on a pricing page.

• Aspire's own feature page describes hour- and mile-triggered maintenance alerts and a service record that includes the mechanic and cost. That makes it the closest match on usage-based maintenance by its own description, but it publishes no rate.

• Jobber's published plans do not list equipment tracking or preventive maintenance, so do not buy it for this job without confirming both modules in a demo.

• Reminders only work if someone enters meter readings every week, and that habit matters more than any feature list.

• A custom workflow can add review steps on top of any of these tools, but it needs API access or a scheduled export first.

How we evaluated these tools

This is an informed buyer's guide built from public vendor pages and review directories. It is not a hands-on trial of any product. We opened each profiled vendor's official pricing or feature page, and we used the weights in the table below. Those weights are our judgment, not a vendor or industry standard. Independent review material was thin. The one review directory we could open is GitNux, and it discloses that several vendors co-funded its study, so we use it only for context.

GitNux states its own ranking weights, which is the only explicit methodology we found: GitNux weights features 40%, ease 30%, and value 30% according to GitNux (2026). In that review section, Aspire scores 8.7 and Fleetio scores 8.1, while the top spot goes to Verizon Connect, a GPS-first product we left out of the profiles. Whip Around ranks tenth on job-linked equipment logging, but the pricing page we opened did not show plan rates, so we did not profile it.

Side-by-side feature matrix

The table below states what each vendor's page says. Where we could not confirm a feature, the cell says so, so a blank is never read as a no.

Our read of the matrix: on their own pages, Aspire and EZO CMMS describe the most explicit meter-based maintenance triggers, and Fleetio describes the most vehicle-centric inspection workflow. Limble's pricing page is the least informative of the six, because it gives no rate, no trial, and no maintenance detail that we could confirm.

What the published prices add up to

Pricing checked October 29, 2026. Every rate below comes from the vendor's own pricing page, opened in this session. Where a vendor did not publish a rate, the cell says quote-based. The totals are our arithmetic for an illustrative account of five vehicles and two users, not a vendor minimum or quote. Fleetio is priced on the five vehicles, while MaintainX, UpKeep and EZO CMMS are priced on the two users, because per-user tools do not charge per asset.

Fleetio's Essential plan: $4 per vehicle monthly, billed annually according to Fleetio (2026). The same page shows $5 for Essential billed monthly, and Professional and Premium at $7 and $10 per vehicle, billed annually only, with its example using a five-vehicle band.

MaintainX's Premium plan: $65 per user annually, $75 monthly according to MaintainX (2026). The same page lists Essential at $20 annually or $25 monthly and a Basic plan with no charge, where preventive maintenance and asset tracking are limited. Its Enterprise plan is quote-based.

UpKeep's Essential plan is $24 per user per month and its Premium plan is $55, according to UpKeep (2026). The page does not say whether these per-user rates are billed monthly or annually, and Professional and Enterprise are quote-based.

EZO CMMS shows two unlabeled figures per tier: $12 and $14 for Essential, $22 and $26 for Plus, and $39 and $46 for Professional, according to EZO CMMS (2026). The labels are not shown, so ask which figure is annual before you budget. Enterprise is quote-based.

Jobber's Core plan is $49 per month for one user billed monthly, or $21 per month billed annually as a 12-month intro rate that then rises to $29 a month, according to Jobber (2026). That page lists job costing on its higher tiers but does not list equipment tracking or preventive maintenance on any tier, so we did not profile Jobber.

The totals leave out the Fleetio Tools add-on, which the page sells separately for equipment such as mowers, and any fee that is not on a pricing page.

The six tools, one at a time

Fleetio

Best fit: crews whose main assets are trucks and trailers and who want per-vehicle costs they can model. Vendor facts: Essential, Professional, and Premium are priced per vehicle. Professional and Premium are billed annually only. Tools is sold as an add-on to all three plans, and job tracking appears only on Premium. The trial is limited-time and requires no credit card, but the page does not state its length. Our read: the per-vehicle model fits trucks well and fits mowers poorly, because mowers fall under the Tools add-on, which has no rate we could confirm. Limitations: the page does not map maintenance reminders and automation limits clearly to each plan, so confirm the reminder logic you need before buying. Implementation: start with a unit list, the meter type for each unit, and a named reminder owner. Fleetio's developer reference documents a per-vehicle service history endpoint, which matters if you later connect other tools. Evidence: Fleetio's vehicle service entries API reference.

MaintainX

Best fit: crews that want one app for work orders, inspections, and asset tracking, with a no-charge tier for a first test. Vendor facts: the Basic plan has no charge. Essential and Premium are per user, and Enterprise is quote-based. Preventive maintenance is in every plan, with limits on the lower tiers, and asset tracking is unlimited on Premium. Our read: a no-charge tier is useful for testing a workflow with a few people, but its limits fall on the maintenance and asset features you would be testing. Limitations: the page contradicts itself on Basic work orders, calling them unlimited in one place and limited in its comparison table, so ask for written terms before relying on either. Implementation: because pricing is per user, decide who needs a seat, such as crew leads and the shop, before you count the bill. Evidence: MaintainX pricing.

UpKeep

Best fit: shops that already expect to buy a higher tier for preventive maintenance and asset lifecycle tracking. Vendor facts: Essential and Premium are per user, Professional and Enterprise are quote-based, and each plan includes a monthly credit allotment. The page shows preventive maintenance scheduling on Premium. Our read: UpKeep's pricing makes Premium the first tier we would price for maintenance scheduling, so budget for that tier rather than Essential. Limitations: the comparison table is unclear on whether Essential includes preventive maintenance, and the page does not state billing terms. Implementation: confirm in writing which tier includes preventive maintenance and asset tracking before you sign. Evidence: UpKeep pricing.

Limble

Best fit: teams that want a dedicated CMMS and will accept a sales-led buying process. Vendor facts: according to Limble (2026), the pricing page names Standard, Premium+, and Enterprise plans, shows no dollar figures, and sends buyers to a "Calculate my price" tool. It lists unlimited assets on each tier and does not describe a free plan or trial. Our read: Limble is hard to compare on price before a quote, which makes it a poor first test for a budget-conscious owner. Limitations: without a published rate or trial, the comparison depends on a quote, and we could not confirm preventive maintenance scheduling from the page we opened. Implementation: request a quote for your exact unit count and ask for preventive maintenance and meter-trigger details in writing.

EZO CMMS

Best fit: crews that want published per-user tiers and explicit meter-based triggers. Vendor facts: Essential, Plus, and Professional are per user, and Enterprise is quote-based. The page lists preventive maintenance and checklists in Essential and an audit trail on Professional. The stated trial length is inconsistent across the page. Our read: EZO CMMS is one of the most explicit of the user-priced tools about meter-based triggers, based on its product page. Limitations: the "unlimited assets" wording sits beside a fair-usage note in the FAQ, and the page does not name equipment history exactly. Implementation: before you budget, ask which of the two figures per tier is the annual rate. Evidence: EZO CMMS pricing.

Aspire

Best fit: crews whose main pain is hour- and mile-based service timing plus a request flow from the field, and who accept a quote. Vendor facts: according to Aspire (2026), logged hours and miles trigger maintenance alerts at intervals you set, and each service record keeps the date, type, mechanic, cost, and hours. According to Aspire (2026), pricing depends on company size, complexity, and fit, with one license fee billed monthly and no limit on users. GPS, electronic payments, and payroll are quoted in addition. Our read: on its own pages, Aspire is the closest match here for usage-based maintenance with a crew request flow, and GitNux places it second. Limitations: there is no published rate to compare, so your budget is a quote, and add-ons are priced separately. Implementation: ask for a quote that includes any GPS integration you need, and decide whether crews will log readings in the app or through a supervisor. Evidence: Aspire equipment feature page.

Who this is for

Who this is for: an owner or operations lead at a small landscaping business who is choosing between two or three tools this quarter and wants prices and maintenance triggers in writing before a sales call.

Red flags: you need GPS as the main reason to buy; you expect a published price on every tier before any conversation; or no one will enter meter readings each week, so reminders will go stale.

Before you sign: a decision checklist

• Write down each unit's trigger type: hours, miles, or calendar date.

• Check which plan includes the maintenance and equipment modules you need, because several pages split them across tiers.

• Ask whether the trial requires a card and how long it runs. Fleetio's page gives no length, and EZO CMMS gives inconsistent lengths.

• Ask the quote-based vendors, Limble and Aspire, to price the same unit count and user count you give everyone else.

• Ask for API or export access in writing before you buy, if you plan any automation later.

Worked example: eight units on Fleetio's rate card

Fleetio's published rates are $7 per vehicle per month for Professional and $10 for Premium according to Fleetio (2026), which is $56 and $80 a month across eight trucks and trailers, so by our calculation Premium costs $288 more a year than Professional for eight units. The $24 monthly gap is what you pay for the Premium tier, and job tracking is listed only on Premium. The page's rates use a five-vehicle example band, so confirm the rate at eight units before you rely on these numbers. A proposed workflow would read each truck's last service from Fleetio's service_entries endpoint, at /vehicles/:id/service_entries, before a reminder fires. That design needs an API token and confirmation that your plan includes API access, which the pricing page does not state. Mowers would sit under the Tools add-on, which the page sells separately, so the $56 and $80 totals leave mowers out entirely.

Where a proposed US Tech Automations workflow fits

The pain in this category sits in the gap between a meter reading and a decision, which is where a proposed design from US Tech Automations would sit. Everything below is a configurable design, not a live deployment or a measured result.

The first proposed workflow starts with a trigger: a new meter reading, such as hours on a mower or miles on a truck, is written to the maintenance tool or exported on a schedule. The action reads the unit's last service date through the tool's API or export, compares it with the interval the shop lead set, and when a unit is due, creates a reminder and a draft work order. The output is the reminder in the shop lead's inbox and a draft work order waiting for approval. The shop lead reviews the draft before anyone is assigned, and a mechanic signs off on completion. Prerequisites: API access or a scheduled export that carries unit ID, meter value, and service date, a token limited to the read and write permissions the workflow needs, and a check of the vendor's rate limits.

A second proposed workflow handles reminders that nobody acts on. If a draft work order is still unapproved past the deadline the shop lead sets, the workflow sends an escalation to the owner and writes an escalation record. The review point is the owner's decision whether to pull a unit from service, which the workflow never makes on its own. This step needs notification or webhook access from the maintenance tool, and the owner must agree in advance on who receives escalations.

The DIY alternative is real. Zapier, Make, or n8n can move a meter reading from a spreadsheet into a maintenance tool, and when configured, they keep run histories, retries, and error branches. What you still own is observability, idempotency so a reminder is not sent twice, escalation rules, access controls, and maintenance of every flow when an app changes its API. A proposed design could configure run logging, duplicate checks, and escalation steps, but the crew still needs someone to own the reminder rules.

When NOT to use US Tech Automations: skip a custom workflow if the vendor's built-in reminders already cover every unit, because a native reminder is simpler to run. Skip it if the tool has no API or export, since the workflow would have nothing to read. Skip it if your records are a short paper log you check each Monday, because a workflow adds review and upkeep that the paper log does not need.

Glossary

• Preventive maintenance (PM): service done on a set schedule before a failure, triggered by hours, miles, or calendar date.

• Meter reading: the engine hours or odometer miles logged for a unit.

• Work order: a record of one job on one unit, including who did it and when.

• Service history: the dated log of services, mechanics, costs, and readings for one asset.

• CMMS: computerized maintenance management system, software built around asset records and work orders.

• Telematics: GPS and sensor data from a vehicle or unit, often the reason to buy a fleet product.

• Idempotency: the property that stops a retried step from sending the same reminder twice.

Frequently asked questions

Which tool should a small crew test first?

Test the tool whose trigger type matches your units: Aspire or EZO CMMS if hour- and meter-based service is the main need, or Fleetio if your core assets are trucks and trailers.

Is there a free option?

MaintainX has a Basic plan with no charge, but its preventive maintenance and asset tracking are limited, so it works better as a short test than a long-term setup.

Do I need GPS to track equipment maintenance?

No. A maintenance log needs meter readings, not GPS, and Aspire quotes GPS in addition to its license, so price it separately if you want it.

Can Jobber track equipment and preventive maintenance?

Its published plan list does not show equipment tracking or preventive maintenance on any tier, so confirm both in a demo before assuming Jobber can do the job.

How do I compare quote-based tools?

Give each vendor the same unit count, the same meter types, and the same user count, then ask for the quote in writing so the totals can be compared line by line.

Bottom line

Pick the category first. Usage-based maintenance points to Aspire or EZO CMMS on their own pages, vehicle-heavy fleets point to Fleetio, and user-based crews can start on MaintainX's no-charge tier. Put the same unit count into every quote before you talk to sales. If you want a reminder workflow on top of whichever tool you choose, see how US Tech Automations configures this, and name the API access and review steps before you buy.