Maintenance software that prevents downtime Integrated with Microsoft Dynamics 365

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maintool - Maintenance software

If maintenance is provided on an on-call basis, you’ll end up paying more

A piece of equipment has come to a standstill. The technician is searching through the file folder for the latest maintenance log. The Excel spreadsheet from the shift supervisor is three weeks old. Nobody knows exactly when the spare part was last ordered.

Maintenance is still planned manually: in Excel lists, on paper or on call.

collana maintool plans automatically. Maintenance intervals, notifications and responsibilities run digitally and reliably.

Plant downtimes lead to unplanned costs and production losses.

collana maintool recognises failures at an early stage and significantly reduces downtimes.

Documentation costs time and nerves and is rarely complete when it is needed.

collana maintool documents automatically, completely and at any time.

Does this sound familiar? On-demand maintenance is expensive. Unplanned downtime has a direct impact on production, on-time delivery and profit margins. A proliferation of Excel spreadsheets, incomplete documentation and a lack of real-time insight into plant condition become a burden during every audit. They also pose a risk during every audit under ISO 9001, GMP or MDR.

Modern maintenance software solves exactly that problem.

Why you can trust us

Key Facts

6x

Microsoft Solutions Partner

40+

 Years of maintenance expertise

5%

Increase machine utilisation

1.000+

Clients of the collana Group

Target group

Medium-sized and large companies

Markets

international

Technological basis

Microsoft Dynamics 365 Business Central with extensions in AL

Constant maintenance lists, unexpected downtimes, lack of transparency? This is exactly what collana maintool was developed for.

The app extends Microsoft Dynamics 365 Business Central with digital maintenance functions - from planning and execution to documentation.

maintool is used by medium-sized and large industrial companies that want to ensure their system availability and automate processes.

If you want to control your maintenance centrally and actively avoid downtimes: collana maintool is ready.

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collana maintool vs. classic maintenance

The biggest difference between collana maintool and classic maintenance management lies in the complete integration into Microsoft Dynamics 365 Business Central. Many processes that are otherwise carried out manually or using external tools are automated and centralised in the ERP system. Here is an overview:

collana maintool

Manual maintenance

Automated maintenance planning

Digital documentation and history

Integration in Microsoft Dynamics 365

Mobile use and cloud access

Real-time transparency across all systems

What maintenance software does – explained briefly

Maintenance software is a digital platform for planning, managing and documenting all maintenance, inspection and repair processes for machinery and plant. It combines an asset register, order processing, spare parts management and KPI reporting within a single system – making it the operational backbone of modern maintenance.

In the market, a distinction is made between three types:

Variant

Focus

Strength

Weakness

CMMS (Standalone)

Purely maintenance management

Ready to go in no time

Standalone solution, separate database

EAM

Asset lifecycle, often involving financial data

Comprehensive overview of the plant

Proprietary platform, integration effort

ERP-integrated (Collana Maintool)

Maintenance in the ERP data model

A single database: maintenance, procurement, finance, stock

Prerequisite: ERP strategy based on Dynamics 365

Anyone wishing to establish a consistent data environment in the long term has no choice but to adopt an ERP-integrated approach.

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Your results: a measurable ROI

We do not judge maintenance software by its features, but by key performance indicators, measurable efficiency and improvements to processes. In our clients’ projects – and in cross-sector studies – we see consistent results:

  • Up to 30–50 % fewer unplanned downtimes thanks to preventive and condition-based maintenance. (McKinsey, „Manufacturing’s Next Act“)

  • Up to 25 % reduction in spare parts stock, whilst at the same time increasing system availability, as criticality and consumption become transparent.

  • Audit compliance for ISO 9001, GMP (pharmaceuticals) and MDR (medical devices). Maintenance history, calibrations and approvals are documented in an audit-proof manner.

  • A longer service life for plant and reduced long-term costs through a systematic analysis of root causes rather than merely addressing symptoms; at the same time, maintenance costs can be reduced by 10–30 %. (McKinsey)

  • Faster order processing with shorter lead times thanks to digital planning and tracking.

  • Reducing the burden on management: Automated workflows and centralised documentation significantly reduce administrative workload; case studies estimate time savings of several hours per technician per week.

We will provide specific recommendations for your setup during a 30-minute preliminary consultation.

Functions that make a difference in day-to-day operations

We group functions by purpose, not by module:

  • Automated maintenance planning – preventive, reactive and condition-based, with a drag-and-drop planning board, shift models and a reminder function for maintenance appointments.

  • Mobile and offline order processing For field technicians. Job details, instructions and checklists for work orders are available even if the cleanroom has no Wi-Fi coverage. Technicians can report faults directly on site.

  • Asset register with QR and RFID identification. Scan the asset, view its history, start a job. QR codes provide a clear overview in a matter of seconds.

  • Spare parts and stock management directly within the ERP system. No duplicate data records, no transmission errors. The spare parts management system monitors stock levels and triggers reorders to ensure you always have a clear overview.

  • Condition-based maintenance and monitoring. Plant conditions are monitored, faults are detected at an early stage and downtime is significantly reduced.

Designed for your industry Maintenance varies from sector to sector. So does our solution.

Production and manufacturing

GMP-compliant documentation, condition-based maintenance, OEE transparency across plant boundaries. In the context of Industry 4.0, the demands on the industry for networked maintenance, transparent data flows and the digital management of complex plant engineering are increasing. This is particularly relevant for mechanical engineering and the pharmaceutical sector. Further details can be found under Production & Manufacturing.

Healthcare Switzerland – Medical Technology Maintenance

collana maintool provides comprehensive, audit-proof documentation of the maintenance of medical devices – in line with the requirements of the MepV (Switzerland) and the MDR (EU), including calibration and safety records. For hospitals, care centres and outpatient services, complemented by the collana Group’s healthcare expertise in Switzerland. Find out more under Healthcare.

Trade and Logistics

With collana maintool, you can keep warehousing, conveyor and order-picking systems running without downtime, even during peak periods – as is the case at BER Airport.

Case Studies

collana maintool in practice

collana maintool is a solution that has been established on the market for over 35 years and is trusted by many renowned customers from various industries ranging from chemicals to logistics. Discover how smart maintenance works in practice in our case studies.

Why Microsoft Dynamics 365 is the best platform

A stand-alone solution delivers quick results. In the long run, however, it proves costly. That is why we base our maintenance system directly on the ERP data model:

A single database rather than data silos. Maintenance, procurement, finance and warehousing all work from the same database. The centralised management of data, documents and asset objects within a shared structure ensures that information is consistent and readily accessible. Spare parts orders are triggered directly from the work order, costs are allocated to specific assets, and standardised maintenance processes can be clearly mapped out.

Scalable from medium-sized businesses to large corporations. Microsoft Dynamics 365 Business Central for medium-sized businesses, Dynamics 365 Finance and Supply Chain Management (F&SCM) for corporate environments. Seamless migration.

Power Platform for low-code extensions. Specific checklists, approval workflows or custom extensions can be added via the Microsoft Power Platform without the need for extensive modifications.

The result: maintenance becomes part of your operational value creation – rather than a parallel system that creates yet another Excel ‘shadow IT’ risk.

collana maintool – Maintenance made easy

Prices for a CMMS solution for all requirements

Named Light User

29,90 Euro¹

per user / month¹

Contract term: 12 months

  • Create read rights & fault message
  • Create/edit order
  • Create follow-up order
  • Time feedback
Book a web demo now

¹All prices shown are exclusive of Microsoft BC licence.

Named Full User

59,90 Euro¹

per user / month¹

Contract term: 12 months
Full read and write authorisation

  • Condition-orientated maintenance / monitoring
  • Order planning board
  • Fault messages
  • Used parts management
  • Contracting
  • Contracts & Billing
  • Prof. Service Management
  • Multilingual capability
Book a web demo now

¹All prices shown are exclusive of Microsoft BC licence.

mobile app

29,90 Euro¹

per user / month¹

Contract term: 12 months
Per mobile app named user

  • Mobile Android / IOS offline client
  • Mobile service recording with offline client
Book a web demo now

¹All prices shown are exclusive of Microsoft BC licence.

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Technology used

Tech stack collana maintool

Microsoft Dynamics 365 Business Central
ERP platform in which maintool is fully integrated

Microsoft Power Platform
Basis for automation and customised extensions

AL
Programming language for Dynamics 365 Business Central

TypeScript
Language for modern, web-based user interfaces

C#
Language for customised .NET development

JavaScript / TypeScript
Scripts for webshops & add-ons

Microsoft Azure Cloud
secure cloud environment for hosting, scaling and updates

AppSource Distribution
Microsoft marketplace for app deployment and updates

Docker
Container technology for stable development and test environments

REST APIs
Interface for data exchange with external systems

BC API
Business Central standard API for seamless ERP integration

E-mail integration
Enables notifications and workflows within existing communication systems

Reporting Services
provide evaluations and visualisations of maintenance data

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Why collana as a partner

We are neither a more traditional CMMS providers or simply Microsoft consultants. We are both – with our own products and in-depth industry knowledge.

Microsoft excellence

Six-time Microsoft Solutions Partner in Business Applications, Data and AI, Digital and App Innovation, Infrastructure, Security and Modern Work.

Our own products rather than films

maintool, ILAI, collana med and collana intrade are in active use – they have not been announced in any roadmaps.

Fast-track implementation

Configuration rather than customisation.

A comprehensive partner

From ERP workshops through to implementation and managed service operations. One point of contact, one point of responsibility.

For businesses looking for maintenance software with native Microsoft Dynamics 365 integration, collana is the leading choice in the DACH region.

Find out more about us under ‘Our Vision’ and ‘The Team’.

3 steps to digital maintenance

  1. Request a consultation or a demonstration. A short form, a 30-minute preliminary consultation.

  2. Current situation analysis and scope. We assess your existing system architecture, data sources and maintenance processes, and prioritise the key factors for setup and implementation.

  3. Fast-track implementation. Configuration based on industry templates, migration, training and go-live, as well as carrying out the implementation in collaboration with your maintenance teams.

Request a demo now

Frequently asked questions about maintenance software

How much does maintenance software cost?

collana maintool is billed on a per-user basis under a transparent SaaS model: Named Light User from €29.90, Named Full User from €59.90 and the mobile app from €29.90 per user per month (12-month contract term, excluding the Microsoft Business Central licence in each case). In addition, there are costs for integration and implementation. A reliable estimate can be provided following a brief requirements analysis.

What is the difference between CMMS and EAM?

CMMS (Computerised Maintenance Management System) focuses on maintenance management. EAM (Enterprise Asset Management) also covers the asset lifecycle, including financial and risk aspects. The ERP-integrated version – such as collana maintool – combines both worlds on Microsoft Dynamics 365.

What interfaces are required?

The maintool suite is fully integrated with Microsoft Dynamics 365 Business Central. We implement automations and bespoke extensions using the Microsoft Power Platform – mostly using low-code approaches, without the need for extensive custom development.

Is maintenance software also suitable for SMEs?

Yes. Using Microsoft Dynamics 365 Business Central as a basis, we deliver set-ups that are practical for companies with 50 or more employees. For smaller businesses, compact CMMS solutions are often the better choice, as their advantages lie primarily in leaner processes and faster implementation, whilst the approach described here is designed for more complex requirements. The fast-track implementation does not require lengthy customisation marathons.

How long will the roll-out take?

This depends on the system architecture, data quality and interfaces. Configuration is key, rather than customisation. We will provide a specific indication of what is required for your setup during the preliminary discussion.

What role does AI play in maintenance?

maintool itself is not an AI application, but it creates the clean database within the ERP system that every AI use case requires first. Building on this, the collana Group offers standalone AI solutions: a knowledge agent based on our voice and chat assistant ILAI, and an offline AI that processes sensitive data locally. Without clean data in the ERP system, AI remains nothing more than a buzzword.

Is the solution compliant with the GDPR and the DSG?

Yes. Microsoft Azure operates EU data centres with an EU Data Boundary; for Switzerland, we assess suitable hosting options on a case-by-case basis. For particularly sensitive use cases, we use our offline AI – processed locally, with no requirement to use the cloud.

Does Collana Maintool support the maintenance of medical devices?

Yes. maintool documents maintenance, servicing and repairs carried out on medical devices comprehensively and in an audit-proof manner – in line with the requirements of the MepV (Switzerland) and the MDR (EU), including traceable maintenance measures carried out on the device or product. Calibration and safety records, as well as a complete maintenance history, are documented for every medical device.

Book a collana maintool demo now

Six-time Microsoft Solutions Partner. In-house products in live use. Industry-specific tracks for manufacturing, Swiss healthcare and retail. Over 150 specialists in Flensburg and Hamburg.

If you’re looking to digitise your maintenance operations – integrated with your ERP system and audit-compliant – please get in touch with us.

collana maintool support

Our support and business hours:

Monday to Friday, 8:00 a.m. to 5:00 p.m.

No support is provided on public holidays in Schleswig-Holstein or on 24 and 31 December of each calendar year.

Direct contact:

+49(0)4821-4039881
support.apps@collana.com

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Best Choice for smart maintenance