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Computerized maintenance management software (CMMS) is a valuable investment that can set your organization up for long-term success. It offers many features and benefits that make your life less stressful by allowing you to automate key maintenance-related processes.

If you want to streamline maintenance workflows and make your workday more efficient, a CMMS could be the key to meeting that objective. However, deploying a CMMS is no small task. It is a significant decision that will have a major impact on your organization for years to come.

With that in mind, it’s important to plan and budget appropriately for a CMMS.

Get the ultimate guide to buying CMMS software.

What does the average CMMS software cost?

The exact cost of CMMS software will vary depending on numerous factors, such as your industry, your company’s size, and the number of users. Most entry-level plans are priced at less than $50 per user.

If your organization needs a comprehensive CMMS solution, the per-user cost will be closer to $100. However, the per-user cost does not tell all, as some CMMS providers tack on extra fees for tech support, data storage, and other features.

When calculating your CMMS software costs, you must consider these add-ons before deciding on a provider. Like most organizations, you will probably need data backups and software updates to be included with your CMMS.

You may also require training resources so you can seamlessly deploy your new CMMS software. Make sure to ask what additional costs will be factored into your pricing.

What factors should you consider in your CMMS budget? 

While CMMS software can be a great asset for your organization, you must budget appropriately. Otherwise, your new software can become a burden until it begins to provide a measurable ROI. The factors that will impact your CMMS budget include:

Pricing model

There are three main pricing models that CMMS providers use to charge for their services. The most common approach is known as a per-user, per-month subscription.

As the name suggests, clients are charged a monthly fee for every user that needs access to the CMMS solution. This SaaS or software-as-a-service pricing model is preferred among CMMS vendors because it provides optimal flexibility for their clients.

Providers often offer several different tiers, which grant varying access to certain features and capabilities. Per-user, per-month subscriptions are an excellent option for small companies.

Another pricing model is a flat monthly subscription plan. This plan offers a different type of SaaS CMMS solution. Generally, the CMMS provider will cap the number of worksites and users that can access the program. Others may offer an unlimited plan, which can be extremely cost-effective for large businesses with lots of users.

The final type of pricing model is known as a perpetual licensing fee. This option is good for massive organizations that want to customize their CMMS solution. The CMMS software is installed on-premises and usually gives the purchaser access to unlimited worksites and users.

SaaS or on-prem

In addition to the pricing model, the deployment method will also drastically impact the cost of your CMMS. Typically, CMMS providers only offer SaaS solutions via a monthly subscription pricing model. However, some providers allow companies to pay annually in exchange for discounted rates.

On-premises solutions are almost always billed using a perpetual license fee. While an on-premise CMMS offers the benefit of full ownership and control, which may be critical for government agencies and other heavily regulated industries, there are additional costs to consider. For instance, the cost of maintenance and upgrades is typically not included.

Most SaaS solutions include these costs in their subscription fee and offer several different subscription tiers so you can find the perfect combination of value and performance for your organization’s needs.

Training

Many CMMS vendors offer some basic web-based training as part of their SaaS. These training resources are usually free and will cover the basics of using the CMMS software. However, more extensive training and educational resources may require your company to pay an additional fee.

If you are looking for optimal support during the rollout of your CMMS solution, then you should inquire about the cost of training before selecting a vendor. Find out whether they offer in-person training and how much these services cost. Additional training is a great way to ensure that you get a maximum return on your CMMS software.

Support

Virtually every CMMS vendor that offers a subscription plan will provide some level of support, but some of these vendors will only offer priority support services to clients that have purchased more costly packages.

If you want to budget for your CMMS software accurately, ask about the cost of prioritized customer support.

Deployment

Deploying an on-premises solution is much more costly than a cloud-based CMMS. A few of the costs associated with CMMS implementation include software customization, hardware installation, data migration, systems integration, and consulting services.

Some SaaS vendors may only charge a small deployment fee, whereas on-premises service providers will bill much more for CMMS implementation.

Maintenance

Maintenance is another major concern that you must account for when budgeting for a CMMS. Organizations that opt for a perpetual license will have to pay additional fees for system upgrades and maintenance. On the other hand, maintenance is often included as part of subscription-based CMMS solutions.

Maintenance of the CMMS includes upgrades, patches, and updates. Some vendors also offer regular data backups as part of their “maintenance” package.

Data backups are invaluable in the event of a total system failure or data breach. With cyberattacks on the rise, you should definitely consider partnering with a vendor that offers data backups.

How can you reduce CMMS software costs?

There are several easy ways to save money on your CMMS without compromising quality. First, consider going with a per-user, per-month subscription plan. This plan is usually the most economical option, especially if only a few people within your organization will be using the CMMS.

When speaking with vendors, ask about the functions included with each tier. Choose the service level that best aligns with your needs and goals. While the highest subscription tier will offer the most dynamic features, your users may not need access to those specific tools.

Besides, you can always upgrade your subscription plan in the future as the needs of your company change.

When will my CMMS investment pay off?

Once your CMMS is up and running, keep your eye on key maintenance KPIs. These data points will help you ensure that you are getting the best outcome for your investments of time and resources.

Deploying a CMMS solution is not a set-and-forget process. To maximize your ROI, you should continually integrate the software’s features into your core processes. For instance, you can set up an automated workflow that generates notifications when ordering new inventory or performing maintenance.

To learn more about budgeting for your CMMS, download our Definitive CMMS Software Buyer’s Guide.

 

About The Author

Jonathan Davis

Jonathan has been covering asset management, maintenance software, and SaaS solutions since joining Hippo CMMS. Prior to that, he wrote for textbooks and video games.
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