How Much Does a CMMS Cost: A Pricing Guide

Key Takeaways:

• CMMS pricing models include per-user, flat-rate, role-based, and feature-tiered structures.
• Additional costs like implementation, onboarding, and support can significantly impact total spend.
• Feature access depends on tier, as essential tools may be locked behind higher plans.

---

A CMMS can help you streamline work orders, reduce equipment downtime, improve preventive maintenance, and organize your team’s day-to-day activities.

But how much does this efficiency cost?

Read on to discover the most common CMMS pricing models and how leading platforms compare in terms of cost.

CMMS Pricing Models

Pricing is often the first and most confusing question when evaluating CMMS tools.

Different vendors use different models, each with pros and cons depending on your team size, operations, and flexibility needs.

Here’s a breakdown of the most common pricing structures.

Subscription Plan with Unlimited Users

One of the more straightforward pricing models is a flat subscription plan.

In the unlimited users case, you pay a fixed monthly or yearly fee, and that price doesn’t change regardless of how many users you add.

Costs depend on the selected feature tier—usually basic, standard, or advanced—rather than user count.

Some vendors, like Fabrico, offer this approach, making it easier to predict monthly expenses without counting heads.

This model is ideal for growing teams or facilities needing broad access without increasing costs as more users join.

Subscription Plan Per-User Per-Month

Per-user, per-month subscriptions are the most common plan type.

It’s exactly what it sounds like: You pay a set price for every individual using the CMMS monthly.

This model is popular for a reason.

It’s simple, predictable, and scales with your team.

For maintenance managers, this means fewer surprises when budgeting and a clearer understanding of what is being paid.

If your team size is relatively stable, this approach offers great transparency and control over costs.

Our CMMS, WorkTrek, follows this model because it aligns with how most maintenance teams operate: pay only for what you use—nothing more.

However, it’s worth noting that not every CMMS handles this model the same way.

Some providers restrict user access in lower-tier plans.

Take eMaint, for example.

Their cheapest plan, Teams, only allows up to three users.

That might sound fine at first, but it quickly becomes limiting.

Most maintenance operations rely on more than three people, and once you need to add a fourth user, you’re forced to switch to a higher-tier plan with a much bigger price tag.

Pricing Based on User’s Role

Next, there’s role-based pricing.

This model assigns pricing based on each user’s access level rather than charging a flat rate across the board.

For instance, a plan for a field technician who only logs work orders costs less than one for a maintenance supervisor who manages reports and asset histories.

MicroMain is one example of a CMMS with such a pricing model.

They charge $99 per month for administrators and $45 for technicians.

This pricing model can offer better value if your team has a variety of roles with different system needs.

It also lets you scale access without overpaying for features some users may never use.

Feature-Specific Pricing

In some CMMS tools, your price is tied directly to the features you use.

This gives buyers the flexibility to choose only the capabilities they need.

It typically follows one of two formats:

• Tiered plans that bundle features together
• Modular add-ons that you can purchase separately

For example, tiered pricing is how MaintainX structures its plans.

Their Essential plan includes only three repeating work orders with attached procedures.

If your team relies heavily on recurring tasks that require standardized procedures (for example, step-by-step PM checklists), that limit quickly becomes a constraint.

And the only way to remove it is by upgrading to a higher-tier plan with expanded capabilities.

So, while entry-level pricing may look attractive, running the system efficiently often requires significant upgrades.

You also see this kind of structure in platforms like Maintenance Connection.

While they offer core CMMS features as part of the base plan, certain important tools, like mobile access, are treated as separate purchases.

If you want to enable your technicians to manage work orders from the field, you’ll need to pay an additional $700 per user per year just for the mobile add-on ($58 per user per month, but the minimum contract is one year).

That can add up quickly, especially for larger teams.

This model can work well for companies with specific requirements or a smaller team with limited needs.

However, for many maintenance departments, these pricing structures can feel restrictive.

You may find yourself upgrading just to unlock a feature that’s essential to your daily operations, which makes budgeting less predictable than it might appear at first.

One-Time Purchase

Finally, there’s the more traditional one-time purchase model, a perpetual license.

With this model, you pay only once for lifetime software access, without recurring subscription fees.

However, this doesn’t mean zero ongoing costs.

Vendors typically charge optional annual fees for maintenance, technical support, and software updates.

So while you own the software, keeping it up to date and secure still requires a yearly investment.

Perpetual licensing is most commonly tied to on-premise deployments, where the software is hosted and run on your own servers, although it can also be used with cloud-hosted setups in some cases.

For example, FTMaintenance offers perpetual licensing, which can be used on-premise or with their Select cloud-hosted option.

Just note that cloud hosting still comes with annual fees for hosting and support.

If you’re curious about the kind of infrastructure needed to run it on-site, FTMaintenance provides a breakdown of the system requirements below:

Another CMMS vendor that supports perpetual licensing is Maintenance Connection, which allows buyers to run the software without a subscription.

This pricing may seem attractive to organizations with strict IT security policies or teams that don’t want to rely on cloud access.

An on-premise CMMS can be the right fit in several situations:

• Remote or isolated locations where internet connectivity is unreliable or unavailable.
• Highly regulated industries that require full data ownership and tighter control over software environments.
• Organizations with in-house IT departments that are already equipped to manage servers, backups, and security infrastructure.
• Companies concerned about data sovereignty, where sensitive data must be stored within national borders or on local servers to meet compliance standards.
• Facilities with custom security protocols that can’t easily be replicated in a cloud environment.

If this sounds like your environment, it’s worth noting that WorkTrek is one of the few modern CMMS solutions that still offer an on-premise deployment option.

This gives you the flexibility to choose the setup that aligns best with your IT policies, data governance needs, and operational structure.

That said, cloud-based and web-based CMMS systems come with a different kind of value—simplicity, scalability, and accessibility.

For starters, you don’t need to worry about hosting servers, maintaining hardware, or manually updating software because the provider handles all of that.

Furthermore, your team can access the platform from anywhere, which is especially useful for maintenance teams that are spread across different locations.

It’s also worth noting that, with on-premise deployments, you’re responsible for the infrastructure.

You must ensure that you have the proper hardware, security protocols, and IT support to keep things running.

Over time, this can cost more than a subscription, especially if you need to pay separately for updates, support, or feature upgrades.

Look at the table below for the summary of differences:

	On-Premise CMMS	Web-Based CMMS
Ownership	One-time license (perpetual)	Subscription-based (monthly/yearly)
Access	Only on the local network and company devices	Anywhere via the internet
Updates	Manual updates by IT	Automatic updates handled by vendor
IT requirements	Requires internal servers, backups, and support	Minimal internal IT required
Data control	Full control over data and security	Data hosted by vendor (usually secure/cloud)
Upfront costs	High upfront investment	Lower upfront, ongoing costs
Best for	Sites with strict IT rules or no internet	Teams needing remote access and easy scaling

So, while the upfront investment gives you full ownership, weighing the long-term costs and responsibilities before committing is important.

Additional Costs

When budgeting for a CMMS, it’s important to look beyond the base subscription or license fee.

Additional costs can often surprise you if you’re not prepared, especially during setup or when it comes to ongoing support.

Setup Costs

One often-overlooked expense is the cost of getting the system up and running.

This can include data migration, onboarding, system configuration, and integrations with existing tools.

While many vendors offer some self-serve resources or light support at no charge, more involved implementation help usually isn’t free.

For example, UpKeep offers different levels of implementation services.

Their basic training plan starts at $500, but if you want more advanced onboarding—such as tailored consultation or hands-on sessions—you could pay as much as $5,000.

ClickMaint, on the other hand, charges an additional fee if you’re migrating from another CMMS or need help importing a large amount of existing data.

Because these expenses can escalate quickly, including them in your budget planning is crucial.

Support Costs

Support is another area where pricing can vary quite a bit.

Most CMMS providers include basic support (usually email or live chat) as part of the standard plan.

However, more responsive or personalized service often comes at a premium.

For instance, UpKeep charges extra for priority support features like a dedicated success manager, ongoing custom training and consulting, and full 24/7 chat, text, email, and phone access.

These services can be beneficial, especially for larger teams or complex maintenance operations.

However, they add to your total cost of ownership, so it’s important to evaluate the level of support your team truly needs.

Top CMMS Pricing Compared

Now that we’ve covered the main pricing models, let’s look at how some of the top CMMS tools stack up in terms of cost and features.

WorkTrek

We’re starting with our own CMMS.

WorkTrek is designed for ease of use while delivering the features maintenance teams truly need, whether for small operations or large-scale facilities.

It comes in three monthly subscription tiers, priced per user, to fit different business sizes, goals, and budgets.

The Starter plan costs $29 per user per month and covers the essentials: work orders, asset management, basic inventory features, and reporting dashboards.

For growing teams that need more structure and automation, the Professional plan at $49 per user per month adds preventive maintenance, contract management, advanced inventory tracking, and subcontractor support.

And for those with more complex needs, the Enterprise tier includes everything from API access and custom workflows to full-feature customization.

The pricing for that tier is available upon request.

Every plan comes with unlimited guest requests and access to the mobile app, and you can choose between monthly or annual billing.

A 30-day free trial is available, too, with full access to the Enterprise plan.

Prefer to trial a different tier? Let us know—we’ll gladly switch it for you!

Limble CMMS

Limble CMMS follows a similar monthly per-user pricing model.

It also offers a free version, but it’s limited.

It includes just four recurring work orders, which might be fine for testing but is not workable for even a small team.

Their paid plans technically start at $28 per user per month, but only if you pay annually.

Go month-to-month, and it jumps to $33.

Even then, the entry-level Standard plan feels restrictive.

You only get three work orders with attached procedures, and while advanced analytics are included at first, they expire after three months.

To keep them, you’ll need to upgrade to the top-tier plan.

Moreover, several important features, like inventory and parts management or multi-location support, are only available in the Premium and Enterprise plans.

When you compare that to WorkTrek, which includes simple inventory functionality even in the Starter plan, the limitations in Limble’s early tiers stand out even more.

There are some upsides, though, such as all pricing plans include access to the mobile app.

However, according to user feedback, it’s essentially a web app, which can make it buggy and sluggish.

On the bright side, Limble includes implementation, online training, and support at no extra cost.

You can try it out for free.

MaintainX

MaintainX offers a free version, but it’s even more bare-bones than Limble’s.

For instance, it only supports two active repeating work orders, making it more of a demo than a usable solution for daily operations.

Paid plans start at $16 per user per month if you pay annually or $21 per user if you choose to pay monthly.

However, as we mentioned, the Essential plan’s feature set is limited, especially if you rely on preventive maintenance, work requests, or metered maintenance.

Key capabilities like meter-based scheduling and a public request portal are locked behind the Premium and Enterprise tiers.

MaintainX does offer some high-value features, like labor utilization insights and custom work schedules.

But those are also only available at the Enterprise level.

It’s a bit of a pattern: useful features are there, but only if you’re willing to pay for the most expensive plan.

Implementation services are available, but their website doesn’t list pricing details.

They also offer optional add-ons for historical work order data digitization on Expert-Led and Custom plans.

And like the others, you can take it for a spin with a free trial.

eMaint

On the surface, eMaint’s pricing model looks straightforward: three plans based on user tiers.

The Team plan starts at $33 per user per month and is designed for small teams of three.

From there, it jumps to the Professional plan, which is $85 per user per month for teams of three or more, and then the Enterprise plan, which supports five or more users and provides full access to the platform.

But beyond these base prices, eMaint operates with a hybrid pricing model.

Some features—including workflow automation, purchasing and requisitioning, condition monitoring, and interactive image mapping—are unavailable unless you’re on the Professional or Enterprise plans.

Even the work request portal, which many CMMS tools offer in their most affordable plan, is only included in the Enterprise plan unless you’re willing to pay extra to add it to the Professional tier.

Storage is another thing to keep an eye on.

The Team plan comes with 500 MB of document and image storage. If you need more, you’ll pay $100 a year for every additional 50 GB.

Similarly, access to their Experience Center, a learning and support hub, is only included with Professional and Enterprise plans.

If you’re on the Team plan, you can still get in, but must pay extra.

In eMaint, you can also select and pay for individual user account options, such as the Vendor Portal, Fluke Mobile Offline App, or Tech Select User Licenses.

These can help tailor the platform to your operations, but they also make cost estimation more complicated.

Onboarding and setup follow the same à la carte pattern.

There’s a self-service option for small teams, and more hands-on implementation services are available at the higher tiers, though pricing for these is only available upon request.

There is a free trial if you want to try before you buy, but make sure you know what features you’re getting during the trial period.

Maintenance Connection

Maintenance Connection takes a slightly different route when it comes to pricing.

You can either subscribe annually or purchase a perpetual license.

In both models, pricing is tied to the number of named users.

That gives you room to scale, but it also means your costs grow in predictable chunks.

Their Professional plan is the starting point, but it isn’t one-size-fits-all.

Instead, it’s modular: you select which feature sets you need, from basic work order management to enterprise-level asset tracking, and scale your setup accordingly.

Because of this flexibility, pricing can vary significantly.

The average figure cited on their website is $1,325 per user/year, but that’s just a starting reference, not a final number.

There’s also a mobile add-on, priced at $700 per user per year, which can only be purchased alongside a Professional or Enterprise license.

If you need help getting started, implementation, consulting, and technical services are available.

Again, there is no published price list, so you’ll have to contact them for a quote tailored to your setup.

With that being said, Maintenance Connection gives you access to a fully functional free trial.

That means you can test out everything from preventive maintenance to scheduling and service requests before committing.

Fiix

Fiix offers a free plan for up to three users—something not many competitors do.

Even better, this free version allows you to schedule up to 25 preventive maintenance tasks using time, meter, or event-based triggers.

That’s more generous than what you’ll find in some paid plans from other platforms.

MaintainX limits recurring work orders to two for comparison, and Limble allows four, even at their entry levels.

If you outgrow the free plan, paid options start at $45 per user per month, while the Professional plan, which includes more advanced features and AI-powered insights, costs $75 per user per month.

It’s worth noting that e-signatures for work orders are only available in the Enterprise plan.

That starkly contrasts to platforms like MaintainX and Limble, which include signature capture in every plan, even the free ones.

However, Fiix has no additional setup or hardware fees, and unlimited phone and email support is available on all plans.

You can get a feel for the product via a guided tour or join one of their live demos.

UpKeep

UpKeep’s starting price of $20 per user per month for the Lite plan comes with tight constraints.

For example, this level does not include checklists, meter-based triggers, and many preventive maintenance features.

You’ll need to upgrade to higher-tier plans like Starter ($45) or Professional to unlock them.

As you move up the pricing ladder, you’ll gain access to advanced features like reporting, time and labor tracking, and signature capture.

If you’re working in the field, offline mobile access isn’t available unless you’re on the Professional or Business+ plan, which is a bit ironic for a platform known for being mobile-first.

While the monthly pricing is clear, implementation services come at an additional cost, starting at $1,500.

This includes data mapping, cleaning, and migration for assets, inventory, and work orders, which is useful if you’re transitioning from another system but definitely something to budget for in advance.

As we mentioned earlier, UpKeep also charges for additional support plans.

A 7-day free trial is available to test UpKeep.

Conclusion

CMMS pricing can be straightforward or surprisingly complex.

The best choice between per-user fees, role-based plans, feature-based tiers, and one-time licenses depends on how your team works and which features you need.

Don’t forget to factor in setup and support costs, too.

The smartest move is to start with a free trial to test usability, prioritize mobile access if your team is offsite, and choose a plan that fits your workflows, not just your budget.

The right CMMS should support your goals today and scale with you tomorrow.