Best Maintenance Management Software of 2025

Here's what we'll cover:

What is CMMS software?

Features of CMMS software

Benefits of CMMS software

How to choose the right CMMS software

Understanding CMMS market trend

CMMS software essentials

Whether your business is in retail, hospitality, manufacturing, or transportation, proper asset maintenance is important to ensure quality product and service delivery. Your maintenance team spends hours every week on scheduled maintenance of heavy equipment, machinery, spare parts, and more. A computerized maintenance management system (CMMS) helps your team perform tasks efficiently by providing data on what to do and when to do it.

CMMS software—also known as maintenance software—helps create a virtual repository of data on the entire maintenance operations of a business. It automates manual processes such as scheduling work orders and tracking inventories to help save time.

CMMS software is typically priced on a per month basis, starting at $21 for basic systems. [1] More advanced platforms can cost upwards of $649 and often include premium support services and in-house or outsourced IT consultants. Be aware, however, that businesses often overestimate the number of users they will need, which can drive up estimated costs.

First-time buyers should consider their budget, the number of users needed, specific use cases, and necessary integrations. Consulting stakeholders to determine key questions for vendors can help find the best system. Questions for vendors may include:

• Does the tool have a free trial or demo version I can try out first?

• Is there an open source version of the software?

• Are there any add-on functionalities?

• Does your solution use AI to enhance predictive maintenance and if so, how?

Because there are 318 different CMMS vendors on Software Advice, choosing the right option can be a long process. In this guide, you’ll learn the essential components of CMMS tools and get step-by-step guidance on how to choose the right tool for your company.  If you’d prefer to chat with one of our experienced maintenance management software advisors, such as Jakub Vaughn and Cameron Pugh—who have led buyers to the right software over a combined four years—schedule a call or start a chat with us.

What is CMMS software?

CMMS software is a software platform that helps organizations track the upkeep of their assets and the related maintenance cost, with the goal of prolonging an asset’s lifespan at minimal expense.

The software is used for asset management, facility management, fleet maintenance management, equipment management, and maintenance of other types of machinery. CMMS software can generate maintenance reports and process scheduled maintenance requests for inspection.

CMMS and enterprise asset management (EAM) systems are closely related and the terms are often used interchangeably. However, CMMS is a departmental application used by maintenance departments, while an EAM system is used across an entire enterprise. CMMS is implemented to prolong the lifespan of physical assets. An EAM tool, on the other hand, oversees all of an organization’s assets, including fixed assets, IT assets, and digital assets.

Asset tracking in CMMS platform Asset Panda Software

If you’re shopping for a CMMS solution, you likely fall into one of these two categories:

Small and midsize businesses (up to 500 employees): Buyers in this category have limited resources and a set budget to complete equipment maintenance. They need software that can help them reduce their operating costs and improve productivity. A CMMS platform can help them achieve these goals by organizing and tracking maintenance tasks for different equipment, such as machinery, spare parts, and facilities.

SMB buyers should opt for a tool that offers work order scheduling, asset management, inventory control, and barcoding/RFID capabilities. These capabilities will provide the maintenance manager access to real-time inventory data and help track what needs to be ordered. This will save time and money from manually tracking inventories and reduce the risk of running out of tools and machinery.

Large businesses (over 500 employees): These organizations have a large number of assets—sometimes running into thousands. Since they often have offices in multiple locations, they need to track inventories for servicing their machinery, vehicles, and other assets. Opting for CMMS software will help these businesses ease their maintenance work by recording procedures and inspections accurately in one central location.

A fully featured CMMS software with predictive and preventive maintenance, service history, asset management, work order management, and inventory management capabilities would be beneficial for such buyers. It will help them identify trends in breakdowns and reduce unplanned downtime to save on costs.

Whether you’re coming from a small, midsize, or large business, it’s important to note that not everyone in your organization needs access to your system. “What many buyers don’t understand is that users in CMMS systems are very specific,” Vaughn explains. “So we're having to go through and kind of educate them on different user profiles and what counts as a user in a CMMS system.”

“People think that a user is going to be anyone putting in a request rather than just the people that are filling out work orders and assigning the work orders,” adds Pugh. “So when they do initially see that, they think the price of these systems is going to be through the roof.”

Features of CMMS software

All CMMS software includes asset tracking, preventive maintenance, and work order management features. Most share a variety of common features such as asset lifecycle management, inventory management, scheduling, and service history.

Core CMMS software features

Each year we speak to hundreds of CMMS users. We have analyzed those conversations to give you a better understanding of which features are most critical to managers and maintenance professionals. [2]

Common CMMS software features

Benefits of CMMS software

Implementing a CMMS software platform has various benefits, including:

• Low maintenance cost: CMMS software provides a centralized location to store all information related to equipment, service repairs, inventories, and other assets within the organization. It eliminates the need for pen and paper or spreadsheets to track and record asset maintenance data. By tracking data accurately, a CMMS platform allows you to plan maintenance to avoid expensive last-minute repairs or downtime. This reporting and tracking capability helps lower the overall cost of maintenance operations.

• Streamlined compliance management: CMMS software generates reports on asset performance and maintenance operations; these reports can be used during audits. The software can record maintenance procedures and inspections so you can provide detailed documentation to compliance agencies when required.

• Improved asset visibility: Using the software, your maintenance team can view the status of all work orders and highlight those that need special attention. You can instantly view or track when an asset was purchased, when maintenance was performed, the frequency of breakdowns, the parts used, and more. Visibility into assets and their maintenance schedules can help avoid last-minute equipment downtime and improve the efficiency of maintenance operations.

How to choose the right CMMS software

When you start the process of checking out potential CMMS solutions, you should detail all your requirements and categorize them based on their importance. Nice-to-have features, such as barcoding, can come at the very end. Therefore, the solutions you’re considering should address all your crucial needs first.

Step 1: Define your requirements

Before you talk to a single CMMS software vendor, you first have to decide on your priorities. These might include:

• Your preferred deployment method: CMMS software can be deployed on-premise or in the cloud. If you have pre-installed IT infrastructure and want to create custom company-specific solutions, then opt for on-premise software. That way, you can have total control over the software and processes. But if your organization has more work on site or in remote locations, then go for a cloud-based or web-based CMMS solution. This setup can help lower your maintenance and manpower costs, as the vendor will manage the software security, configurations, and updates on your behalf. A cloud-based solution will also let you access your data from anywhere.

• The ability to customize: Your business will change as operations grow. The way you manage maintenance today will be different next year. But you can’t keep changing your CMMS software every year to meet the maintenance needs of your organization. Therefore, invest in a CMMS platform that can be customized to fit the way your team works now and will work in the future. The platform should be able to support third-party systems so your data integrates seamlessly with all other software tools that you plan to implement in the future.

• Your desired level of technical support: Before purchasing software, evaluate if the vendor's support services will fit your team’s needs. CMMS vendors often provide phone and email support with self-service resources. While some vendors offer live chat, user community forums, and other help desk support free of cost, others might need you to purchase a paid support plan to receive any assistance.

You’ll also want to get an idea of your price range before you speak with a vendor.

How to find the right CMMS price range

• Assess your maintenance needs. Begin by understanding your business’s maintenance requirements. Identify the number of assets, equipment, and facilities you need to manage. Determine the complexity of your maintenance tasks, such as preventive maintenance, work order management, inventory control, and asset tracking.

• Consider scalability. Think about your business’s growth potential. Ensure the CMMS software can scale with your needs as your assets and maintenance operations expand. Consider how the software accommodates additional users, assets, or locations.

• Identify essential CMMS features. Create a list of must-have features and functionalities your business needs in a CMMS tool. Prioritize these based on your maintenance goals and operational requirements. Essential features may include asset management, work order tracking, reporting, and mobile access.

Step 2: Make a shortlist of CMMS software

With so many CMMS software options to choose from, it can be a challenge to narrow down the options that are right for your practice—but with the right resources and support, it doesn’t have to be.

Get qualified help from an advisor

At Software Advice, our advisors like Vaughn and Pugh have experience helping hundreds of managers and maintenance professionals identify solutions that match their needs and budgets.

If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your organization’s requirements.

Explore our list of CMMS FrontRunners

If you’re not ready to speak to an advisor just yet, you can also start compiling your shortlist of CMMS software with our FrontRunners report. Only products that earn top user ratings make this list. To be eligible for consideration, a product must:

• Have at least 20 unique user reviews in the last 24 months

• Be a stand-alone CMMS software product

• Offer these features: work order management, preventive maintenance, and asset tracking.

Check out our full methodology description for more detail on how the report is compiled.

Step 3: Schedule vendor demos to help select your best option

Now that you’ve compiled a list of top choices, you should start scheduling vendor demos. These sessions help you explore features, understand pricing, and ultimately make the right investment. Preparation is key to getting the most out of these sessions.

How to prepare for vendor demos

Once you’ve compiled your shortlist of CMMS software systems, schedule demo sessions with each vendor in order to learn more about their product. This is your chance to ask questions about CMMS-specific features they offer, pricing, technical support, training tools, and anything else that might be an important factor in choosing the right system.

Some questions you should consider asking vendors in each demo include:

• Does the tool have a free trial or demo version?

A free trial or a demo version of CMMS software allows you to assess the software's suitability for your specific needs without commitment. It offers hands-on experience, showcasing features, ease of use, and compatibility. You can evaluate if the software aligns with your maintenance requirements and workflows, ensuring you make an informed decision, mitigate risks, and avoid investing in a solution that may not meet your expectations or deliver the desired ROI.

• Is there an open source version of the software?

Open source versions of CMMS software offer greater flexibility and control. It allows you to access, modify, and customize the code to fit your unique requirements. This fosters independence from vendor restrictions, reduces long-term costs, and ensures adaptability to evolving needs. Additionally, the open source community provides ongoing support and enhancements. Exploring this option allows you to harness the benefits of transparency, collaboration, and cost-efficiency in your CMMS solution.

• Are there any add-on functionalities?

Add-on functionalities in CMMS software ensure that the software can evolve with the business's changing needs. These add-ons provide the flexibility to expand and enhance the system's capabilities, whether through advanced reporting, predictive maintenance, or specific industry-related features. By considering add-ons during the purchase, you can plan for future growth, prevent the need for costly software replacements, and maintain a competitive edge with a CMMS solution that adapts to evolving maintenance requirements.

Understanding CMMS market trend

• Artificial intelligence (AI) powered CMMS software will enhance predictive maintenance: AI-integrated web-based CMMS software leads to continuous monitoring and self-maintenance. This helps in avoiding unwanted breakdowns in machineries and equipment. Vendors offering AI-powered CMMS solutions help businesses gather real-time data on the performance of their assets and predict the future downtime and breakdowns of their equipment.

Note: The screenshots of applications included in this article are examples to show a feature in context and are not intended as endorsements or recommendations. 

Note: Questions and responses have been edited for brevity and clarity.

About our contributors

Author

Lauren Spiller is a senior content writer at Software Advice, covering sales and CRM with a focus on retail and customer experience. After receiving an MA in rhetoric and composition from Texas State University, Lauren has pursued a career that allows her to help others through writing.

Lauren’s research and writing for Software Advice is informed by nearly 300,000 authentic user reviews and more than 15,000 interactions between Software Advice software advisors and CRM or sales software buyers. Lauren also regularly speaks to leaders in the sales and CRM space so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services.

Lauren previously taught college writing and served as writing center assistant director at Texas State University. She has presented at the European Writing Centers Association, Canadian Writing Centres Association, and the International Writing Centers Association conferences. She currently lives in Wimberley, Texas, with her husband and their three cat sons.

Editor

Carolyn Santa Maria is a senior editor at Software Advice.

Carolyn has been working in content for more than five years as an editor. With her keen eye for detail, technical experience, and cross-team collaborative expertise, she has developed new content types, briefs, and processes for a variety of different projects and teams. She has edited a large variety of content, including research reports, white papers, eBooks, email marketing campaigns, and many other types of technical papers.

When she isn’t correcting grammar or changing the structural flow of an article, Carolyn is spending her time with her nose in a book, cuddling with her dog Mac, or traversing Austin looking for the best meal.

Advisors

Cameron Pugh is a senior advisor. He joined Software Advice in 2022, and he is based in Austin, TX.

Cameron works directly with small-business leaders to connect them with best fit software providers. He assesses the technology needs of small businesses seeking tools such as CMMS, inventory management, call center, and facilities software through one-to-one conversations and provides a short list of potential matches. 

His favorite part of being a software advisor is experiencing the buyer’s gratitude and relief when he finds the best software solution for their needs.

Jakub Vaughn is a senior advisor. He joined Software Advice in 2022 as a software advisor. He is based in Fort Myers, FL.

As part of the software advisor team, Jakub helps professionals from a wide range of industries who are seeking tools including CMMS, manufacturing, inventory management, and help desk software. He provides a short list of personalized technology recommendations based on budget, business goals, and other specific needs. 

Jakub’s favorite part of being a software advisor is educating buyers with different needs on software systems available to them and their business.

Sources

1. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of December 9, 2023, are included in the pricing analysis.

2. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with small-to-midsize businesses seeking CMMS tools. For this report, we analyzed phone interactions from August 31, 2023 to August 31, 2024.