Best CMMS Software
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PRODUCTS
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PRICE GUIDE
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BUYER'S GUIDE
Buyer's Guide
By Riya Jamble, Technical Content Writer at SelectHub
Downtime, inefficiencies and unexpected breakdowns can wreak havoc on productivity and profitability. CMMS software can address these issues and more.
But how do you choose the right CMMS system for your needs? What features should you look for? How do you implement and use a CMMS solution effectively? This buyer’s guide answers all of these questions.
Executive Summary
- CMMS systems help you automate day-to-day maintenance tasks, schedule work orders, manage inventories, track assets and more.
- Some core features to look for are work order management, asset tracking, preventive maintenance scheduling and reporting.
- Stay updated about key trends such as preventive maintenance, asset performance management, artificial intelligence, Industry 4.0 and the IoT, and 3D printing.
- Develop a software selection strategy to make informed decisions.
- Ask questions to your team/vendors before committing to a purchase.
- What Is CMMS Software?
- Benefits
- Basic Features & Functionality
- Advanced Features To Consider
- Current & Upcoming Trends
- How To Choose CMMS Software
- The Best CMMS Software
- Questions To Ask Yourself
- Questions To Ask Vendors
- Implementation Process
- Implementation Challenges
- FAQs
- Next Steps
- Product Comparisons
- Additional Resources
What Is CMMS Software?
CMMS software, also known as computerized maintenance management system, is a digital tool that helps organizations optimize facility, asset, workplace and maintenance management.
It also assists you in reducing downtime, expanding assets’ life spans and reducing maintenance costs.
The core of a CMMS is its database, central for storing, organizing and managing maintenance and asset data. It helps you track assets’ life cycles, assess equipment reliability and plan for future maintenance needs.
It offers a centralized digital platform, often accessible through a mobile device, to help you access information quickly.
Some common types of CMMS software include:
- CMMS solutions for small businesses
- Cloud CMMS tools
- On-premise CMMS systems
- Mobile CMMS applications
- CMMS systems for hotels
- CMMS health care platforms
- Open source CMMS
- Preventive maintenance software
Other applications that overlap with CMMS include:
- Business continuity management software
- Enterprise resource planning (ERP) tools
- Fleet management platforms
- Inventory management systems
- Supply chain management software
- Warehouse management software
Some CMMS programs may have modules that perform similar functions to these solutions, or vice versa.
History
Here's a timeline summarizing CMMS's evolution from its inception to its expected future advancements:
- 1960s: Began with punch cards and mainframe computers — limited and costly.
- 1970s and 1980s: Evolved with paper forms and minicomputers — accessible but challenging to use and adapt.
- 1990s: Improved with personal computers and applications like Microsoft — accessible, usable and functional but limited in maintenance management.
- Late 1990s and Early 2000s: Became more common with web-based solutions and local servers — available and scalable but complicated to install and maintain.
- 2010s: Gained prominence with cloud-based CMMS solutions and mobile applications — practical and affordable with user-friendly interfaces. Integration capabilities also improved, enabling CMMS systems to work seamlessly with other enterprise systems like ERP and EAM software.
- Present and Future: It will integrate with smart devices, IoT technology and artificial intelligence, enabling connected, data-driven, predictive and optimized maintenance operations.
CMMS vs. EAM vs. Facility Management Solutions
CMMS, EAM and facility management solutions are digital tools used to manage various aspects of your organization's assets and facilities, but they serve different primary purposes and have distinct features.
Here's a breakdown of the key differences between them:
CMMS Systems | EAM Systems | Facility Management Systems | |
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Focus | Maintenance management | Asset management | Physical spaces and facilities management |
Scope | Single/multi-site support | Multi-site and enterprise-wide support | Single/multi-site support |
Users | Maintenance teams, technicians and facility managers | Maintenance, finance and procurement departments | Facility managers, space planners and real estate professionals |
Core Functions | Work order tools, preventive maintenance scheduling, asset tracking apps and inventory management | Asset procurement and asset life cycle management | Space management tools, occupancy management, building maintenance systems, room reservations, and property maintenance solutions |
Expert recommendations and analysis on the top CMMS programs
Benefits
CMMS programs provide many benefits to organizations’ maintenance departments. From improving safety to increasing productivity to reducing downtime, the right software can automate tasks to keep your facilities in top shape.
Let’s dive into these benefits in detail.
Improved Efficiency and Productivity
CMMS programs help improve efficiency and productivity in three ways:
- Streamlined Scheduling: Schedule and plan maintenance tasks, track work orders, and monitor inventory and equipment information to help teams work more efficiently, reduce downtime and improve assets’ life spans.
- Route Optimization: View task locations, technicians' current positions and traffic conditions to create the most efficient routes to minimize travel time and reduce fuel costs.
- Workflow Visibility: Monitor your entire maintenance workflow, from task creation and assignment to completion and reporting.
- Automation: Automate routine tasks like work order generation, preventive maintenance scheduling, inventory replenishment, and reporting and analysis to save time and focus on value-added activities rather than administrative tasks.
Reduced Costs
CMMS solutions enable you to track maintenance expenses and equipment usage to help you gain better control over your budgets.
They allow you to schedule preventive maintenance tasks based on factors like time, usage or condition, helping you identify potential issues before they escalate into costly problems.
Furthermore, they assist you in preventing unexpected breakdowns and allocating resources more effectively, resulting in cost savings.
Enhanced Asset Management
With a maintenance management system, you can view detailed information about equipment and assets, including maintenance history, service records and performance metrics. This helps you identify underperforming assets, schedule maintenance activities and make data-driven decisions about asset management.
Such solutions also serve as a knowledge repository about assets and maintenance practices. This knowledge base is valuable for current and future personnel to help them get up to speed on maintenance procedures specific to your organization.
Improved Compliance and Safety
CMMS programs provide accurate records of maintenance activities and equipment performance to help you comply with regulations and safety standards such as:
- Occupational Safety and Health Administration’s (OSHA) Maintenance Standards
- ISO 9001
- 21 CFR Part 11
- Current Good Manufacturing Practice (CGMP) Regulations
They assist you in ensuring that your equipment is well-maintained and functioning correctly, reducing the risk of accidents and minimizing potential legal liability.
Discover these benefits in detail in our article — Benefits of CMMS: Understanding the Advantages and Disadvantages.
Expert recommendations and analysis on the top CMMS programs
Basic Features & Functionality
Work Order Management | Generate, assign, process and finalize requests for maintenance activities like apartment upkeep, machinery servicing or oil changes. Set up automated reminders to address maintenance tasks promptly, preventing delays and reducing equipment breakdowns or service disruptions. Assign different priority levels (high, medium or low) based on urgency and importance of maintenance tasks. Attach relevant documents such as equipment manuals, schematics, photos or safety procedures to work orders. |
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Preventive Maintenance | Schedule Preventive maintenanc tasks like device calibration, filter replacement and inspections. Auto-generate work orders based on equipment usage, time or triggered events (e.g. fault code or sensor reading outside acceptable limits). Create task checklists including reference materials, safety guidelines and equipment-specific instructions. Customize and save maintenance templates to save time and ensure consistency. Send automated notifications to teams when tasks are overdue to help them stay on schedule. |
Predictive Maintenance | Predictive maintenance tools help you monitor asset state and function and replace parts when data shows they’re worn out. Condition monitoring modules enable you to track real-time data on performance and machine health such as electrical currents, vibrations, temperature, pressure, oil, noise and corrosion levels, improving equipment reliability and extending assets’ life spans. Based on analytics, you can restock, distribute and reclaim maintenance, repair and operation (MRO) equipment and materials across storage areas, distribution centers and facilities. |
Asset Management | CMMS helps with enterprise asset management tasks like scheduling maintenance, monitoring asset conditions, automating supply chain processes and budgeting for asset replacement. Track asset downtime, warranties, asset depreciation rates and current values. Use barcodes, QR codes, interactive maps and plans to track the exact location of assets, equipment, parts and sub-components. Set an asset hierarchy and store and view assets by name, ID, model, warranty, manuals, location and more. |
Inventory Management | Conduct procurement processes, manage vendors and suppliers, track multiple sites, implement lockout-tagout systems, and maintain spare parts logs. Monitor inventory performance like stock levels, reorder points and lead times via dashboards. |
Reporting and Analysis | Use BI tools to generate reports, track maintenance KPIs, monitor condition metrics, create asset-specific forecasts and more. Calculate the mean time between failures (MTBF), mean time to repair (MTTR) and overall equipment effectiveness (OEE) to make well-informed decisions. Data visualization tools enable you to produce charts and graphs and view heatmaps to help you interpret complex maintenance data and identify trends at a glance. |
Audits and Compliance Tracking | Maintain detailed audit trails for historical analysis to identify patterns, trends or anomalies in maintenance and compliance activities, helping you improve processes and prevent recurring issues. Approve and authorize actions with electronic signatures to eliminate the need for physical paperwork. Integrate with regulatory databases to monitor regulatory changes and updates in real time. Schedule compliance audits and inspections at regular intervals, such as monthly, quarterly or annually. |
Integrations | Integrate with third-party apps like BI tools, accounting software, CRM platforms to avoid data entry mistakes. Some CMMS programs offer API integration capabilities for custom integrations, while others integrate with biomedical devices, data importing and exporting solutions, and wireless sensing devices. |
Expert recommendations and analysis on the top CMMS programs
Advanced Features To Consider
Security | Record and track employee activities, conduct security audits, configure passwords, encrypt data, ensure compliance, manage access to specific locations, and set sign-in and sign-out times. |
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Mobile CMMS | CSome CMMS vendors offer mobile apps to help you streamline maintenance and data collection. Mobile CMMS enables you to easily scan barcodes, update maintenance data, access work orders, track labor hours and upload documents and photos. It’s important to check if vendors support mobile web browsers, Android and iOS through responsive design. |
Project and People Tracking | Project management tools enable you to schedule activities, manage task dependencies, track progress in real time and allocate resources. People tracking functionalities help you in assigning tasks to technicians based on their skills, evaluating their performance, maintaining certification records and keeping track of training history. |
Purchase Order Management | Create purchase orders by inputting necessary details such as item descriptions, quantities, unit costs and supplier information. Track purchase orders throughout their life cycles, providing visibility into their statuses, from creation to approval to receipt. Some CMMS systems allow you to create blanket purchase orders, which are long-term agreements with suppliers for the purchase of goods or services over a specified period. Create an item catalog to maintain a comprehensive list of items, materials and parts commonly used for maintenance. Requisition management modules allow authorized personnel to request items or services needed for maintenance activities. |
Vendor and Customer Management | Generate contracts and store important information such as contract type, purchase order number, contact details, customer records and other relevant data. Initiate the request for quote (RFQ) process to compare and secure competitive pricing before making purchasing decisions. Vendor management tools enable you to connect contracts with specific vendors and filter them based on vendor details, customer information, contract number, contract type or expiration date. Track labor hours, materials and associated costs for accurate billing and chargeback purposes. |
Learn more about these features in our article — Ultimate List of CMMS Features and Functionality.
Expert recommendations and analysis on the top CMMS programs
Current & Upcoming Trends
As organizations strive to optimize maintenance operations, reduce downtime and enhance asset performance, they’re embracing a host of emerging trends in CMMS.
Let’s take a look at a few of them below.
Preventive Maintenance
Preventive maintenance is a proactive approach that aims to prevent equipment failures, reduce downtime, extend assets’ life spans and lower costs.
The preventive maintenance landscape is increasingly integrating condition-monitoring technology to help you detect early signs of deterioration and malfunctions.
The machine condition monitoring market is projected to grow at a CAGR of 9.65%, indicating its increasing importance.
Some CMMS programs integrate with predictive maintenance tools to help you optimize maintenance schedules and reduce costs by conducting maintenance only when it’s truly needed, based on data-driven insights.
One of the benefits of preventive maintenance is that it can reduce the environmental impact. Let’s see how below.
Sustainability
Sustainability is becoming a key focus in preventive maintenance strategies. CMMS can help organizations achieve sustainability goals in several ways:
- Reduce Energy Consumption: Ensure that equipment is well-maintained and operating at peak efficiency, leading to cost savings and a smaller environmental footprint.
- Extend Assets’ Life Cycles: Avoid premature replacements and conserve resources to align with your sustainability objectives.
- Ensure Environmental Compliance: Track maintenance tasks associated with environmental regulations such as inspections, emissions controls or waste management.
Asset Performance Management
Asset performance management is a strategic approach that enables you to monitor, diagnose and improve the health, availability and efficiency of your assets.
It emphasizes proactive maintenance practices by enabling you to address issues early and perform maintenance at optimal intervals, extending assets’ life spans.
Moreover, it allows you to transition from reactive maintenance to proactive and predictive approaches, minimizing emergency repairs and reducing the need for costly replacement parts and equipment.
Another critical aspect of asset performance management is its contribution to safety. It helps you reduce unexpected equipment failures that can pose safety hazards to personnel and the environment.
Artificial Intelligence (AI), Industry 4.0 and IoT Integration
Let’s look at the trio, artificial intelligence, industry 4.0 and IoT integration, below.
Artificial Intelligence (AI)
AI plays a pivotal role in maintenance by analyzing vast datasets generated by equipment and systems. It processes this data to provide you with valuable insights and recommendations for maintenance decisions.
Machine learning algorithms can predict equipment failures, suggesting when you should perform maintenance, helping you reduce downtime and minimize maintenance costs.
AI-driven analytics not only enhance maintenance operations’ efficiency but also contribute to optimizing asset performance and extending equipment life cycles.
Industry 4.0
Industry 4.0 integrates advanced technologies, including IoT-connected devices, cloud computing, big data analytics tools, robotics and AI, into manufacturing processes to create smart factories.
Smart factories encourage you to analyze real-time data from IoT sensors to help you optimize maintenance schedules and predict equipment failures, leading to increased operational efficiency and reduced downtime.
IoT analytics not only enables you to monitor asset performance in real time but also assists you in developing predictive maintenance strategies and improving equipment reliability.
Automation and robotics can perform routine maintenance tasks, while AI-driven analytics support decision-making, helping you make maintenance operations more connected, automated and optimized.
Maintenance 5.0
Maintenance 5.0 represents the next evolution in maintenance practices. It introduces concepts such as zero-defect manufacturing, which aims to achieve near-zero defects in manufacturing processes.
According to a recent research paper published in the Journal of Manufacturing Systems, key components of the maintenance 5.0 framework include:
- Human-Machine Collaboration: Integrate human expertise with AI and automation for more effective maintenance outcomes.
- Adaptive Learning: Allow systems to learn from their own actions and feedback, as well as from other sources of information, such as external databases, sensors or human inputs.
- Proactive Decision-Making and Self-Healing Capabilities: Anticipate potential problems, diagnose root causes and execute corrective measures before they escalate into failures.
- Circular Economy Principles: Reduce waste, reuse materials and regenerate resources in a closed-loop cycle to minimize environmental impact, conserve natural resources and create value from waste.
You can integrate AI, IoT and Industry 4.0 technologies into your maintenance practices to revolutionize the way you manage your assets.
3D Printing
3D printing and CMMS can work together to improve the efficiency, quality and sustainability of maintenance operations.
It enables the Equipment-as-a-Service (EaaS) model, which is a form of outsourcing where the equipment vendor provides and maintains the equipment for a fee.
Furthermore, it helps you produce customized and optimized parts for the equipment, as well as monitor and service it remotely using CMMS solutions.
It also supports the adoption of Industry 4.0 and zero-defect manufacturing (ZDM) systems to assist you in minimizing defects and errors in your production processes.
Expert recommendations and analysis on the top CMMS programs
How To Choose CMMS Software
To find the right system, you need to identify a solution that offers the key functions that align with your needs while also meeting the highest standards. And you’ll need to develop a software selection strategy for the same.
We’ve outlined crucial steps in the process below.
Determine Requirements
It's important to understand your requirements in the CMMS program selection process. You can use our free interactive CMMS requirements template to ensure you clearly understand your CMMS needs.
As each vendor provides a different feature set, it's essential to know what modules are necessary for your organization and which ones you can do without.
Consider Deployment
Next, you need to consider a deployment method that can handle complex functionalities. Base decisions on factors like your reach, number of employees and plants, budget, and IT department strength.
The two most common deployment methods are:
- On-premise
- Cloud-based (SaaS)
Let’s take a look at the advantages and disadvantages of both below.
On-Premise
On-premise deployment involves installing and running software on your organization's in-house servers and infrastructure.
Some advantages include:
- Data Protection: You have full control over your data and can implement your own security measures. This is especially critical if you handle sensitive or confidential information.
- Easy Integration: You can integrate with existing systems and databases to ensure consistency and reduce data entry errors.
- Customization: You can customize the software to match your exact requirements.
Some disadvantages include:
- High Cost of IT Infrastructure: You need to make upfront investments in hardware, servers and IT infrastructure. This can be a substantial financial burden, especially for smaller organizations.
- High Burden of Maintenance Responsibility: You’re responsible for maintaining both the hardware and software components of your IT environment, including updates, security patches, backups, and hardware repairs or replacements, which can be resource-intensive and time-consuming.
Cloud-Based
You can access cloud CMMS via the internet.
Some advantages include:
- Remote Access: Access the CMMS from any location, facilitating remote work and on-the-go maintenance management.
- Low IT and Maintenance Costs: Reduce upfront capital expenses and ongoing costs associated with hardware maintenance and upgrades.
Some disadvantages include:
- Cyberattack Vulnerability: You must trust the security measures implemented by your CMMS provider, which may raise concerns about data privacy and the potential consequences of security breaches.
- Internet Dependence: Any disruptions or loss of connectivity can hinder your maintenance operations and access to vital data.
- Customization Limitations: While cloud-based CMMS solutions offer flexibility, they may offer limited customization options compared to on-premise systems. Customization may be possible, but it may come at an additional cost, as vendors often charge extra for tailored features or integrations.
Compare CMMS Solutions
After determining your deployment needs, you should create a list of solutions that align with your requirements.
Software Considerations
- Core Features: Look for CMMS solutions that provide features like work order management for task tracking, asset tracking to monitor equipment, preventive maintenance scheduling to avoid breakdowns and reporting for data analysis.
- Mobile CMMS: Prioritize solutions with mobile capabilities if your maintenance teams are frequently on the go. This ensures that your teams can access and update information while in the field, improving efficiency.
- Integrations: Evaluate whether the CMMS can seamlessly integrate with other systems such as your ERP, IoT devices and accounting tools.
- Data Security: Check for features like role-based control to restrict access only to authorized personnel. Additionally, inquire about vendors’ data retention policies and archiving options to safeguard historical records.
- Configurability: Choose a CMMS that doesn't require extensive coding or development efforts to tailor it to your specific needs.
Pricing Considerations
- Software Costs: Understand cost differences between subscription-based models and perpetual licenses. Consider which pricing model aligns with your budget and long-term financial plans.
- Hardware Costs: Factor in data center costs to host and maintain servers for cloud-based CMMS. Consider expenses related to purchasing and maintaining your own servers and storage devices, in the case of on-premise solutions.
- Integration Fees: Some vendors charge for middleware or API services to facilitate integrations with other systems.
- Scaling Expenses: Anticipate potential scalability costs as your usage expands. Understand how pricing may change as your organization grows and requires more licenses or additional resources.
- Training Expenses: Assess the availability and cost of training resources. Consider whether on-site training is necessary and factor in travel expenses, if applicable.
- Support Fess: Evaluate the level of support offered by the provider. Determine whether standard support is sufficient or if you require 24/7 premium support based on your operational needs.
- Budget-Friendly Options: Explore free CMMS alternatives if you're operating on a tight budget. While these solutions may have limitations, they can be a viable option for small organizations or those looking to minimize upfront costs.
Don’t forget to check out our CMMS pricing guide to uncover hidden costs.
You can also read our free whitepaper on the CMMS ROI Calculator to evaluate the potential return on investment you can achieve through CMMS implementation.
Negotiate With Vendors
To effectively negotiate with CMMS vendors, initiate contact and request comprehensive proposals tailored to your organization's specific needs and expectations.
Clarify terms, pricing structures and any potential customizations or additional services required for your CMMS implementation.
During these discussions, ensure you establish a clear understanding of the contract's terms and conditions, including service level agreements, support commitments and maintenance agreements.
Moreover, consider requesting a demo or trial period to gain firsthand experience with the CMMS software in a real-world setting. This practical evaluation allows you to assess its usability, functionality and compatibility with your existing systems.
Encourage your team to actively participate in the evaluation process, gathering valuable feedback to make a well-informed decision.
Make the Final Decision
Gather feedback from your team and stakeholders, considering factors like usability, scalability, vendor reputation and cost-effectiveness.
Based on this input, choose a solution aligned with your long-term maintenance strategy.
Then, proceed with contract negotiations, implementation planning and user training to ensure a seamless transition and effective management of your maintenance operations.
Need more help? Check out our Lean Selection methodology to choose your perfect match.
Expert recommendations and analysis on the top CMMS programs
Best CMMS Software
It's impossible to determine a single solution as "the best " — there isn't a universal solution that fits every scenario. However, our analysts have identified these five platforms as the top CMMS software in the industry.
Maintenance Care — Best Overall
What It Does
Maintenance Care is a cloud-based solution that enables organizations to manage facilities and assets to help improve operational efficiency and extend assets’ life spans.
It enables you to schedule preventive maintenance tasks, ensuring the optimal condition of your equipment.
Generate reports and monitor asset performance in real time to gain valuable insights into your operations.
Product Overview
Pricing | Starting from $150/month for unlimited users |
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Company Size | S, M, L |
Free Trial? | Yes |
User Sentiment Score | 91% |
Analyst Rating | 82 |
What It's Best For
Capability | SelectHub Analyst Score |
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Maintenance Request Management | 100 |
Dashboards and Reports | 100 |
Vendors and Customers Management | 100 |
Work Order Management | 99 |
Mobile CMMS | 90 |
Pros and Cons From User Reviews
Pros of Maintenance Care | Cons of Maintenance Care |
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Easy navigation | Weak inventory/parts module |
Document and photo attachment | Poor asset management capabilities |
Work order and request management | Complex reporting functionalities |
Fiix — Purchase Orders Management
What It Does
Fiix allows you to track progress, decrease downtime, manage assets, work orders and maintenance schedules, optimize performance, and improve workflows.
It also helps you streamline your communication, gain insight into your business and make data-driven decisions.
Furthermore, you can access and update information from the field or on the go via internet-enabled mobile devices.
Product Overview
Pricing | Starting from $45/user/month |
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Company Size | S, M, L |
Free Trial? | Yes |
User Sentiment Score | 91% |
Analyst Rating | 71 |
What It's Best For
Capability | SelectHub Analyst Score |
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Purchase Orders Management | 100 |
Mobile CMMS | 91 |
Preventive and Predictive Maintenance | 87 |
Inventory Management | 86 |
Maintenance Request Management | 85 |
Pros and Cons From User Reviews
Pros of Fiix | Cons of Fiix |
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Excellent customer support | Custom report writer isn’t intuitive |
User-friendly interface | Navigation is difficult in the initial stages |
Robust work order modules | Search function in RFQs isn’t effective |
UpKeep — Best for Asset Tracking and Work Order Management
What It Does
UpKeep is a mobile-based computerized maintenance management system suitable for companies of all sizes and types.
It helps you monitor assets, track stockrooms, schedule preventive maintenance, reduce downtime, manage work orders and automate workflows.
It offers an interactive dashboard, procurement management, cost analysis and forecasting, and more.
Product Overview
Pricing | Starting from $45/user/month |
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Company Size | M, L |
Free Trial? | Yes |
User Sentiment Score | 93% |
Analyst Rating | 71 |
What It's Best For
Capability | SelectHub Analyst Score |
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Purchase Order Management | 100 |
Work Order Management | 100 |
Maintenance Request Management | 96 |
Mobile CMMS | 93 |
Asset Tracking | 91 |
Pros and Cons From User Reviews
Pros of UpKeep | Cons of UpKeep |
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User-friendliness | Steep learning curve |
Responsive customer support | System instability |
Easy asset maintenance tracking | Limited report editing options |
ServiceChannel — Best for Platform Capabilities and User Support
What It Does
ServiceChannel is a CMMS program that operates on both web and mobile platforms, helping businesses manage processes and payments, discover contractors, monitor work orders, decrease expenses, ensure compliance, receive timely alerts, and access real-time information.
Its features include service automation, reporting, preventive maintenance, energy management tools and site management.
Product Overview
Pricing | Starts from $1000/user/month |
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Company Size | S, M, L |
Free Trial? | Yes |
User Sentiment Score | 85% |
Analyst Rating | 50 |
What It's Best For
Capability | SelectHub Analyst Score |
---|---|
Dashboards and Reports | 100 |
Mobile CMMS | 96 |
Platform Capabilities | 93 |
Vendors and Customer Management | 90 |
Inventory Management | 86 |
Pros and Cons From User Reviews
Pros of ServiceChannel | Cons of ServiceChannel |
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Real-time data | Lengthy and confusing implementation process |
Customizable features | Unreliable or inconsistent notifications |
Electronic payment option | Inaccurate search function |
Maintenance Connection — Best for Inventory Management and Project and People Tracking
What It Does
Maintenance Connection is a versatile software suitable for organizations of any size, and it's available in both cloud and self-hosted versions.
It assists you in prolonging assets’ life spans, managing maintenance tasks, assigning asset hierarchies, minimizing asset downtime, enhancing productivity and increasing ROI.
Product Overview
Pricing | Starting from $199/user/month |
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Company Size | S, M, L |
Free Trial? | Yes |
User Sentiment Score | 90% |
Analyst Rating | 70 |
What It's Best For
Capability | SelectHub Analyst Score |
---|---|
Purchase Orders Management | 100 |
Inventory Management | 98 |
Vendors and Customers Management | 87 |
Dashboards and Reports | 83 |
Project and People Tracking | 81 |
Pros and Cons From User Reviews
Pros of Maintenance Connection | Cons of Maintenance Connection |
---|---|
Easy to use | High initial costs |
Excellent customer support | Extensive training |
Robust work order, inventory management and reporting functionalities | Poor performance |
Expert recommendations and analysis on the top CMMS programs
Questions To Ask Yourself
Choosing the right CMMS system can be a significant decision. To ensure you make the best choice, here are some questions you should ask while selecting a CMMS system:
- What’re our specific maintenance needs?
- What level of customization do we need?
- What remote management capabilities do we need?
- Do we have the technical resources we need to support implementing and maintaining new software, or will we need to rely on the vendor?
- Do we need the CMMS to integrate with other business software like ERP?
Questions To Ask Vendors
The vendor’s caliber, experience, viability and vision for their product should play a role in the software decision. Before you settle on one of the many CMMS companies, ask:
About the Software
- Does the software use IoT and connect with control systems (PLC/DCS/SCADA), sensors and PdM devices?
- Is there a mobile offline mode for field technicians in areas with limited connectivity?
- Are GIS/GPS/geolocation, route optimization, and/or real-time data updates and alerts supported for field personnel and mobile assets?
- Can the CMMS software handle multi-site management?
- Does the CMMS support barcode or RFID scanning for asset tracking?
About the Vendor
- Does the vendor provide site tours and have a proven track record of success with customers and strategic partners willing to sing their praises as references?
- Does the vendor’s project team understand the unique nature and needs of your specific business and industry?
- Is the vendor actively investing in continuous software improvements, or is this a lower-priority solution or module?
- What does post-implementation training look like from this vendor?
- Is there a community or user forum for sharing best practices and getting support?
Expert recommendations and analysis on the top CMMS programs
Implementation Process
A successful CMMS implementation requires careful planning and consideration of various factors. Here are some key steps and factors to consider when implementing maintenance management software:
Define Your Goals and Objectives
Determine the specific areas of your maintenance operations that you want to improve, such as reducing downtime, increasing assets’ life spans or streamlining work orders.
You'll also assess the limitations of legacy systems and spreadsheets and recognize the need to transition to a more advanced solution like a CMMS.
Identify skills and resources required to effectively manage assets using the CMMS. This includes determining the necessary staffing levels and training needs.
Choose the Right CMMS
Research and select a CMMS vendor that aligns with your organization's needs and budget.
Evaluate the software's features, scalability, ease of use and support options.
Consider cloud-based vs. on-premises solutions based on your IT infrastructure and security requirements.
Establish a Team and Assign Roles
Form a cross-functional team responsible for overseeing your CMMS implementation process. Include representatives from maintenance, IT, finance and management.
Assign roles and responsibilities within the team, such as project manager, technical lead and end-user testers.
Develop a Plan
Develop a detailed implementation plan, including timelines, budgets and milestones. Be sure to communicate the plan to all stakeholders.
Set Up Data
Gather all relevant maintenance data, including equipment lists, maintenance procedures, spare parts inventory and historical maintenance records
Clean and organize the data to ensure accuracy and consistency.
You’ll also need to work with your vendor to migrate data into the system.
Configure the CMMS
Tailor the CMMS to reflect your maintenance terminology and procedures. For example, you can create custom fields for work orders to capture specific data relevant to your operations.
Define steps in your maintenance processes, such as work request submission, work order creation and approval workflows.
Implement role-based access to restrict unauthorized users from viewing sensitive information or making system-wide changes.
Create user accounts for individuals who’ll interact with the CMMS. Each user should have a unique login and password for security purposes.
Establish notification triggers to automate communication within the CMMS. For instance, configure notifications to alert maintenance personnel when you assign a new work order or when preventive maintenance tasks are due.
Train Users
Train all end-users on using the CMMS, including creating work orders, managing inventory and performing preventive maintenance. Provide ongoing training and support as needed.
Monitor and Evaluate
Continuously monitor and evaluate the effectiveness of the CMMS. Use performance metrics, such as equipment uptime, maintenance costs and work order completion rates, to measure the success of the CMMS implementation and identify areas for improvement.
Expert recommendations and analysis on the top CMMS programs
Implementation Challenges
Some implementation challenges you might encounter include:
Lack of Executive Leadership Support
Executive leadership plays a crucial role in allocating resources, providing budget approval and setting strategic direction for your organization. Lack of support from top-level executives may result in insufficient funding, inadequate staff commitment and a lack of prioritization.
Solution: Present a clear business case, ROI analysis and potential competitive advantages.
Misalignment of Management Vision
If management views CMMS solely as a solution without considering it as part of a broader maintenance and asset management strategy, they may not fully use its potential.
This narrow perspective may lead to the underuse of the system's features and a failure to integrate it into your organization's existing workflows and practices.
Solution: Develop a maintenance strategy that incorporates CMMS as a central component. Showcase how it can optimize your maintenance processes and improve overall operational efficiency.
Organizational Unpreparedness
Unprepared companies may face data migration challenges, workflow disruptions and resistance from employees, resulting in project delays and increased costs.
Solution: Conduct a thorough assessment of current maintenance practices, data quality and staff readiness. Develop a detailed plan for data migration, process integration and employee training.
Workers Complexity Perception
Resistance from workers can lead to poor data entry, inaccurate asset records and decreased system use, diminishing the overall effectiveness of the CMMS.
Solution: Select a user-friendly CMMS by requesting demos and trials.
Don’t forget to check out CMMS Best Practices to overcome these challenges.
FAQs
Who uses CMMS software?
The primary users of CMMS are maintenance managers, technicians, engineers and other staff who’re involved in planning, executing and monitoring maintenance tasks.
Facility managers, property managers and other professionals in industries such as manufacturing, health care, transportation and hospitality may also use it.
Will a CMMS tool work for my business?
To determine whether or not a CMMS will work for your business, consider the following factors:
- Industry Type: Consider whether your industry has specific maintenance needs that a CMMS can address.
- Equipment Usage: Does your business rely on a significant amount of equipment, machinery or assets? If yes, a CMMS can help you manage them.
- Production Volume: If your organization produces a lot of goods and relies heavily on machinery or equipment to maintain production schedules, a CMMS can help minimize downtime and production disruptions.
- Reliability Level: If you aim to maintain the reliability of your equipment and assets, a CMMS can be a valuable tool.
- Budget and ROI: Consider your budget for implementing and maintaining a CMMS. Calculate the potential return on investment (ROI) by estimating the cost savings, reduced downtime and improved assets’ life spans that a CMMS can bring.
- Team Adoption Rate: Evaluate whether your team is willing and able to adopt and use a CMMS effectively. Training and user adoption are critical factors in the success of CMMS implementation.
Is CMMS necessary for SMBs?
CMMS can be a valuable tool for SMBs to improve their maintenance management and achieve their business goals. However, not all CMMS systems are the same, and SMBs should consider their specific needs and budget before choosing a CMMS solution.
Why is uptime important?
A high uptime means that equipment is available and operational most of the time, which means that maintenance activities are effective and timely.
A low uptime means that equipment is frequently unavailable or non-functional, which means that maintenance activities are inadequate or delayed.
Some benefits of high uptime include:
- Reduces the need for reactive or corrective maintenance, which can be costly, time-consuming and disruptive.
- Increases equipment and workers' efficiency and productivity as there are fewer interruptions or delays in the production process.
- Extends equipment life spans and performance as it prevents excessive wear and tear, degradation, or damage.
- Improves equipment and workers' safety and compliance as it avoids accidents, injuries or regulation violations.
Expert recommendations and analysis on the top CMMS programs
Next Steps
Using computerized maintenance management systems can substantially benefit your business. However, before deciding to buy a CMMS, it's important to weigh the advantages and disadvantages of CMMS.
Still feeling overwhelmed in your product search? Check out our free comparison report to evaluate multiple products simultaneously. View their product scores, functional and technical requirements, user sentiments, and benefits.
To receive guided selection support, please reach out to us for a variety of free resources via email and contact information mentioned on our website. Good luck!
Product Comparison
- ServiceChannel vs. Fiix
- Maintenance Connection vs. Fiix
- UpKeep vs. Fiix
- UpKeep vs. Maintenance Connection
- UpKeep vs. ServiceChannel
Additional Resources
Top 10 CMMS Software Leaders by Analyst Rating (of 393 products)
(of 393 products) GET THE IN-DEPTH REPORT- Asset Tracking
- Dashboards and Reports
- Inventory Management
- Maintenance Request Management
- Mobile CMMS
- Platform Capabilities
- Preventive and Predictive Maintenance
- Project and People Tracking
- Purchase Orders Management
- Vendors and Customers Management
- Work Order Management
- Availability and Scalability
- Integration and Extensibility
- License Type
- Platform Security
- Professional Services and Maintenance
- Training
- User Support
- Vendor Information
Products found for CMMS Software
UpKeep
UpKeep Maintenance is a mobile-based asset and maintenance solution. This integrated system is suitable for companies of all sizes and types. Maintenance and facility managers can use it to manage work orders, schedule preventive maintenance and monitor their assets. It helps prevent unplanned downtime and extends the lifespan of your assets.
Zuper
Zuper is a reputable software product that ranks 27 among all Field Service Software according to our research analysts and 10 crowd-sourced reviews from 1 source. Starting from $40, Zuper is priced lower than average, has offered a free trial in the past and is most advisable for any company. Zuper can be deployed in the cloud.
Hippo CMMS
Hippo CMMS is a user-friendly cloud solution to help facility managers streamline and centralize their organization’s maintenance management activities. It comes equipped to optimize work orders, perform preventive repairs, monitor assets and equipment, control spare parts and material inventory, as well as manage vendor or client contacts. It is scalable for SMBs or enterprises alike.
Maintenance Connection
Founded by Accruent, Maintenance Connection is one of the largest names in maintenance software providers. It is both powerful and user-friendly, providing an intuitive interface. It offers the whole gamut of asset and maintenance management features that help users manage the lifecycles of their physical assets. It comes in on-premise, cloud or hybrid deployments and is highly scalable to fit a diverse clientele.
FMX
FMX offers a user-friendly, cloud-based solution that simplifies the management process for asset, facilities, maintenance, fleet and scheduling activities at a range of campus types. It lets users effectively generate work orders, schedule maintenance and plan resource use, streamlining processes. Users can access it from mobile devices and configure settings as well. A simple calendar-based interface aids scheduling, and it supports unlimited requesting users with no extra cost. It provides actionable insights into business data, organizes staff from a central portal, speeds up work order resolution and improves asset effectiveness. It offers quick customer support and training and has reported a 98% customer satisfaction rating.
Limble
Limble CMMS is a user-centric platform offering maintenance management, inventory management, vendor management, IoT integrations, work order management, asset management and other valuable maintenance features. It serves a variety of asset-intensive industries and provides a 30-day free trial, multiple language versions via native translation, and cloud-hosted deployment. It is ideal for small to mid-sized businesses.
Maxpanda
Maxpanda offers a web-based solution for preventive maintenance planning and repair scheduling. It helps facility managers coordinate technician teams, effectively allocate resources, track asset health and improve their operations at a foundational level.
Asset Essentials by Brightly
Asset Essentials by Brightly (formerly known as Dude Solutions) is a cloud-based and mobile-enabled enterprise work and asset management platform designed to help users maintain and monitor their physical assets. It helps asset-centric operations enhance visibility, streamline workflows, improve processes and extend the lifespans of their assets.
MPulse
MPulse aims to provide customers with maintenance success. It offers reliable scheduling, reporting tools and tracking features to organizations with a heavy focus on equipment and facility management. It comes in four subscription levels: Bronze, Silver, Gold and Platinum with a varying breadth of features based on the package.
IFS EAM
IFS EAM delivers reliability-centered maintenance to keep assets running at peak performance for as long as possible. Users can create and manage work orders, schedule and record preventive maintenance, perform KPI reports, and a range of other advanced capabilities through the program’s simple, colorful user interface.
Asset Panda
Asset Panda offers equipment tracking and management in a flexible, customizable package for SMBs that want to automate their maintenance management activities. It optimizes a range of processes, from work orders to compliance to facility management to procurement. Users can access the full suite of features from any device and make adjustments to available modules to perfectly suit their needs.
Axxerion
Axxerion is a property, storage and maintenance management platform that provides flexible asset, facility and inventory management features. It simplifies maintenance operations, centralizes communication, and collects data to promote better business decisions and accurate forecasting. Its scalability and flexibility make it ideal for organizations of all sizes in diverse industries. It’s available for cloud deployment.
EZOfficeInventory
EZOfficeInventory helps facility managers make the most of their assets by streamlining asset maintenance, tracking equipment and tools, optimizing workflows, and creating a centralized interface for all these tasks. It gives greater control over assets while promoting security and accountability with custom roles. It also offers technicians more involvement and visibility via asset schedules and a detailed calendar interface.
ManagerPlus
ManagerPlus is an asset and maintenance management solution that organizes, schedules, tracks and manages the maintenance of an organization’s physical assets including vehicles, buildings, equipment, machinery and parts. It provides user-friendly, cloud-hosted maintenance scheduling, inventory management, work order management and more for organizations of any size. It can be accessed anywhere from any mobile device.
NEXGEN Asset Management
NexGen enables asset-intensive industries such as public works, manufacturing, energy and facilities to provide timely service delivery to customers. It assists enterprises in scheduling preventive maintenance activities, identifying high and low-performing assets based on accurate analysis and predicting equipment reliability. It helps assets maintain peak performance and reduces operating costs. It mobilizes the workforce by helping them stay on top of work orders and maintenance schedules anytime, anywhere.
iMaint
DPSI developed iMaint to help facility managers automate the work order process, streamline maintenance tasks, generate reports and manage assets. It comes in three purchase plan tiers: Small Business, Online Enterprise and On-Premise, all of which offer scaling features and pricing to fit unique organizational needs. It centralizes asset data and automates many maintenance tasks to give access to all areas of operation from a single interface. It aims to lower operating costs, save users money and improve overall organizational efficiency.
FTMaintenance
FTMaintenance is a user-friendly and feature-rich solution that enables organizations to take full control of their maintenance program. Executives, maintenance managers and technicians can document, manage and track all maintenance activities from a unified interface. It serves organizations from diverse industries like construction, education, food and beverage, health care, hospitality, manufacturing, mining, oil and gas, pharmaceuticals, energy, government, public works, and wastewater treatment.
Infor EAM
Infor EAM suits organizations of all sizes and helps track, organize and streamline maintenance tasks. It monitors KPIs and generates reports to help make data-driven decisions. It’s available for deployment on-premise, in the cloud or via hybrid deployment and can function on any operating system. It can integrate with a range of other business solutions and comes in industry-specific editions to meet users’ unique needs.
MicroMain
MicroMain offers powerful, flexible, intuitive solutions for maintenance management that organize the asset maintenance process from end to end. It aims to reduce maintenance costs, improve asset uptime, improve safety and generally optimize an organization’s interaction with its physical assets.
Maintenance Care
Maintenance Care is a SaaS solution built on a foundation of work order management, preventive maintenance and asset tracking. It’s designed to manage tasks in three steps and includes various integration capabilities to expand workflow options.It supports unlimited user profiles, providing the flexibility to rope in departments outside of maintenance, such as accounting, for company-wide visibility into asset and maintenance costs and data.
Mobility Work
Mobility Work is a community-based maintenance ecosystem that brings managers, technicians, service providers and suppliers together in a single, cohesive hub. It was designed to facilitate agile communication in a light, easy-to-use format and simplify all aspects of the maintenance process, providing 20,000 users all over the world with digitized maintenance and a one-of-a-kind network of shared expertise.
CHAMPS
CHAMPS Software is a flexible, configurable, comprehensive solution that caters to mid-sized and enterprise-level organizations. It optimizes asset management and maintenance processes to maximize asset life cycles. With quick implementation and ease of use, organizations can expect to be up and running in record time. It is deployable both on-premises and in the cloud. In addition to its key features, it offers advanced capabilities for more technologically-minded businesses, including advanced analytics, reporting, predictive maintenance, geolocation and IoT integrations.
Interal
Interal offers maintenance planning, tracking and a comprehensive overview of an organization’s corrective or preventive work orders. It was created to solve specific problems with maintenance and procurement processes and streamline workflows among technicians and facility managers. It combines the separate offerings of PlanPro, InventPro and IPMS into one comprehensive hub.
TheWorxHub
The WorxHub by Brightly (formerly Dude Solutions) is a cloud-deployed maintenance and operations management solution specially designed for healthcare organizations managing senior living facilities. It offers work order management, surveys and inspections, asset management, capital planning, preventive maintenance and reporting. It also helps achieve compliance, monitor energy consumption, regulate workflows and manage security. It manages transportation, room bookings and assets. It helps maximize revenue, encourage communication and create a better experience for residents. It integrates with popular tools like Cubigo, Viibrant, TouchTown and more. It provides insights and configurable reports to manage and maintain senior living facilities.
Assetworks
AssetWorks helps users manage assets like vehicles, buildings, infrastructure, facilities and more. Its offerings include management of fleets and fuel, enterprise risks and assets, surplus assets and more. It streamlines processes and improves operations through better facility staffing, machinery management and workflows. It helps users handle consumables, equipment and properties efficiently and cost-effectively. Leveraging multiple modules enable companies to improve ROI, promote data transparency and reduce operating costs.
ServiceChannel
ServiceChannel takes the burden out of service management by automating service tasks and organizing work processes. It helps implement and monitor a successful, dependable and continuous service strategy.It provides a flexible, robust and reliable service management platform to quickly and easily manage service tasks and staff. It helps maintain compliance, provides accurate information and increases profitable operations.
OfficeTrax
Officetrax is a cloud-based solution that enables facility managers to handle multiple locations, vendors and customers through a unified interface. It connects each team member in real time. It automates tasks, generates insightful reports and analyzes data to lower costs and improve efficiency at multiple facilities.
MAPCON
MAPCON provides cloud and on-premise maintenance management to organizations of all sizes in a wide variety of industries. It comes in two versions (lite and professional) that centralize and streamline maintenance activities including facility management and asset management. It also provides mobile access and a range of add-ons to ensure users get the most out of their version.
eMaint
As a featured offering from Fluke Reliability, a division of the Fluke Corporation, eMaint is a well-known and widely-used maintenance management software. It delivers a robust, configurable, easy-to-use interface that helps organizations save time and money by coordinating team-based efforts for asset maintenance and management.
MaintiMizer
MaintiMizer by Ashcom Technologies helps manage work orders and track inventory, time cards, vendors, purchase orders and compliance. Made for companies of all sizes, it offers features like asset management, preventive maintenance, reporting and equipment reading. It also offers customization according to company needs and integration with SAP, PeopleSoft and Primax.
Planon
Planon provides facility and integrated workspace management to organizations of all sizes. It helps building owners and managers create workplaces that encourage learning, productivity and innovation.Users can choose from specialized versions that include IWMS, asset management, real estate management, sustainability management and more. With over 35 years of experience and thousands of customers worldwide, it provides highly integrated space and facility management.
Field Eagle
Field Eagle offers preventive, asset and maintenance management on a configurable scale for organizations of all sizes. A backbone of inspection and asset tracking combines with powerful integration options that help users maximize their operational productivity goals.It digitizes various maintenance tasks to achieve real-time updates and granular control of operations. This solution also centralizes communications for quicker, more efficient coordination and better risk management without switching to a different platform.
Fiix
Fiix enables facility managers to process work orders, manage assets and optimize performance. Users can gain visibility into their maintenance schedules, improve workflows, track progress and streamline communications. Customizable dashboards and detailed reporting give key decision-makers insight into the business so they can make data-informed decisions about their assets.
Ventyx
Acquired by ABB in 2010, Ventyx is an enterprise-grade ecosystem of maintenance, management and organization features. It ensures asset reliability for a range of companies, municipalities and operations worldwide. Some of its offerings include resource utilization, equipment monitoring, safety compliance, materials management and standardization.
Prometheus Group
Prometheus offers enterprise maintenance for plant and facility maintenance, operations and safety. It supports cloud-based, on-premise and hybrid deployments. Facility and plant managers can handle maintenance activities, field workers and inventory from a single interface. It provides end-to-end support throughout the entire asset management lifecycle.
TrackAbout
TrackAbout is an easy-to-use, cloud-based software that offers tracking of assets that have a circular lifecycle. It optimizes a range of processes including preparation, order and delivery, maintenance, compliance, and traceability. Users can integrate with other products already deployed and import all their relevant data to a single location.
Call SelectHub for a free 15-minute selection analysis: 1-855-850-3850
Best of Awards
COMPARE THESE LEADERSSelectHub analysts have spent over 2,000 hours evaluating over 300 CMMS software solutions, ensuring we understand each software’s capabilities, strengths, and limitations. From this, we recognize which solutions really lead the pack, and deliver the features and capabilities companies actually need, based on crowdsourced requirements from the SelectHub platform.
Awarded to top products picked by Analysts as Overall Best Products in the Category.
Fiix | UpKeep | ServiceChannel | Maintenance Connection | Fracttal |
Limble | eMaint | ManagerPlus | FTMaintenance | FMX |
Awarded to products receiving a User Sentiment Score of Excellent.
Awarded to the Top products scoring 80 or more in this feature.
UpKeep | FTMaintenance | Hippo CMMS | EZOfficeInventory |
ManagerPlus | Fracttal | eMaint |
Awarded to the Top products scoring 80 or more in this feature.
eMaint | ServiceChannel | FMX | EZOfficeInventory |
Limble | ManagerPlus |
Awarded to the Top products scoring 80 or more in this feature.
eMaint | Maintenance Connection | ServiceChannel | Fiix |
Limble | FTMaintenance | ManagerPlus |
Awarded to the Top products scoring 80 or more in this feature.
ServiceChannel | Fiix |
Awarded to the Top products scoring 80 or more in this feature.
eMaint | Fiix | ManagerPlus |
Awarded to the Top products scoring 80 or more in this feature.
Maintenance Connection |
Awarded to the Top products scoring 80 or more in this feature.
Fiix | Limble | UpKeep | Maintenance Connection | FTMaintenance |
MaxPanda | Asset Essentials by Brightly | CHAMPS | Hippo CMMS | Fracctal |
Awarded to the Top products scoring 80 or more in this feature.
ServiceChannel | Maintenance Connection |
Awarded to the Top products scoring 80 or more in this feature.
UpKeep | FMX |
Limble | FTMaintenance |
Awarded to the Top products scoring 80 or more in this feature.
Fracttal | Fiix | FTMaintenance | Asset Panda | Limble |
EZOfficeIInventory | UpKeep | FMX | MaxPanda | ManWinWin |
Awarded to the Top products scoring 80 or more in this feature.
EZOfficeIInventory |
Awarded to the Top products scoring 80 or more in this feature.
ManWinWin | eMaint | Maintenance Connection |
Awarded to the Top products scoring 80 or more in this feature.
Fracttal | Asset Essentials by Brightly | Fiix | ServiceChannel | MicroMain |
ManagerPlus | Hippo CMMS |
Awarded to the Top products scoring 80 or more in this feature.
ServiceChannel | Fracttal | Asset Essentials by Brightly |
Awarded to the Top products scoring 80 or more in this feature.
Fracttal | Fiix | FTMaintenance | AssetPanda | Limble |
EZOfficeInventory | UpKeep | FMX | eMaint | ServiceChannel |
Pricing & Cost Guide
See the Price/User for the top CMMS software… plus the most important considerations and questions to ask when shopping.
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