How Much Does CMMS Software Cost? Your Complete Buying Guide

Facility maintenance costs are between 15% and 40% of the cost of production. Think about the impact lowering maintenance costs can have on your profits.

Maintenance costs are lowered, the costs to produce items decrease, and you have higher profitability. How can you lower maintenance costs?

You can’t stop facility maintenance because it will result in expensive equipment replacements and unplanned downtime.

You can turn to technology to lower your maintenance costs. CMMS software is geared towards helping you and your maintenance team manage maintenance in one centralized program.

Are you ready to discover how to add CMMS to your business and how much it costs?

Let’s get started!

What Is CMMS Software?

Most people start off by asking, “What does CMMS mean?”

CMMS stands for Computerized Maintenance Management System. Enterprise-level companies have a broad range of assets, from manufacturing equipment, office buildings, and inventory.

All of these assets need time and attention to ensure they are in working order. If these assets aren’t functioning properly, the end result is increased downtime and lost productivity. Assets will need to be replaced sooner rather than later, adding to the business costs.

Many maintenance teams turned to spreadsheets to track asset maintenance. Businesses have become too complex, which requires the use of CMMS solutions.

CMMS software is considered a SaaS solution because the software is in the cloud. The web-based solution offers a number of advantages.

For example, you don’t have to invest in infrastructure to host the software locally. Since it’s internet-based, your maintenance team can access the software from anywhere. They can make updates in real-time while they’re on the job.

How Much Does CMMS Cost?

You’re thinking about investing in CMMS to save costs on maintenance. The CMMS solution can’t cost too much, otherwise, your business is saving money in one area while increasing costs in another.

CMMS software vendors use a few pricing models. They make the software more affordable for all businesses.

One of the most common pricing models charges a monthly fee based on the number of users that access the software.

Let’s say that your company has 10 users, and you choose a CMMS that charges $60 a month per user. The CMMS costs $600 a month. Some companies offer a small discount if you pay a year in advance.

Some vendors skip the pricing per user structure and go for a flat monthly fee.

You’ll see an annual licensing fee as well. This can range from $1,000 to $30,000 or more. That depends on the number of users and the features of the software.

The other pricing structure is a one-time fee. This is a lifetime license that allows a certain number of users and features.

How to Buy the Best CMMS Software

There really isn’t one CMMS solution that’s the best one. Each solution has its pros and cons. Your focus should be on finding the right fit for your business.

These steps will guide you toward finding the best solution. Keep in mind that some of these things will add to your cost.


CMMS is supposed to save time and lower your maintenance costs. However, if the maintenance team has to enter data into several systems, it takes more time and increases your costs.

You want your team to enter information once and have the other systems update automatically. Some systems will integrate into your full enterprise resource planning (ERP) software, accounting, and payroll programs.

Features and Maintenance

The features of the program will be a dealbreaker for you. The most important features include work order management, maintenance history, maintenance scheduling, and inventory management.

Predictive maintenance is an emerging feature that uses artificial intelligence. It has a focus on preventative maintenance.

You’ll also need to know what kind of maintenance is required to run the software. Do you get frequent updates? Are upgrades included in the plan? Ask these questions to understand the full cost of the software.

Training and Support

Deploying a CMMS solution may not be easy. You want to know from the vendor what kind of support you’ll get during deployment.

You also need to know what kind of training is available to your maintenance team. Even if the software seems intuitive to use, your team needs to know about the various features.

It’s not easy to change maintenance systems mid-stream. Proper training makes that process much easier.

CMMS Implementation

One of the potential drawbacks of switching to CMMS software is that it changes the workflow of the maintenance team.

The maintenance team has to adapt and change. They need to update the software while they’re on the job. It requires a few more steps and can take a bit of time to do so.

Your staff may not want to spend the time to update the software. Without these updates, the data and statistics in the software are worthless. You’ll end up making decisions based on incomplete data.

When you choose CMMS software, get feedback from your maintenance team before you make the investment. Find out where the middle ground is.

Lower Facility Maintenance Costs With CMMS

If you’re looking for a solution to lower your overall production costs, start by lowering your maintenance costs. CMMS software is part of that solution because it lowers maintenance costs, and extends the life of the equipment.

How much does CMMS cost? It depends on your business needs and the pricing model of the software. You should expect to pay a monthly or annual fee based on the number of users that use the software. The more users, the more the software costs.

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