CMMS Software Pricing Guide 2026: What to Actually Expect

CMMS pricing looks straightforward until you actually start buying. The vendor’s website says “$49/user/month.” By the time you sign, somehow it’s $85/user/month with implementation fees, training packages, and premium support tiers.

This guide cuts through the marketing to show what CMMS actually costs in 2026—including the fees vendors bury in the fine print.

CMMS Pricing Landscape: 2026 Overview

According to Limble’s CMMS cost research and Tractian’s pricing comparison, here’s what the market looks like:

Per-User Pricing Summary

Price Tier	Monthly Cost	What You Get
Free	$0	1-3 users, basic work orders, limited features
Entry	$16-45/user	Work orders, basic PM, limited reporting
Mid-Tier	$45-75/user	Full PM, mobile, inventory, standard reporting
Professional	$75-110/user	Advanced analytics, integrations, custom workflows
Enterprise	Custom	Unlimited users, dedicated support, custom development

Major CMMS Vendor Pricing (2026)

Vendor	Entry Tier	Mid Tier	Notes
MaintainX	Free basic; $16-21/user	$49-59/user (Premium)	Good mobile, team communication
Fiix	Free; $45/user (Basic)	$75/user (Professional)	Rockwell Automation owned
Limble	$20/user (Lite)	$45-75/user	User-friendly, good for SMB
eMaint	$33/user (3 users min)	$69-85/user	Strong analytics
UpKeep	$20/user (Lite)	$45-75/user	Mobile-first
Maintenance Connection	$110/user	+$58/user for mobile	Enterprise-focused

Prices based on publicly available information; verify current rates with vendors.

The Reality Check

According to Tractian’s analysis:

The final monthly cost per user can end up 2-3x higher than the advertised entry plan, especially when scaling across multiple users or facilities.

That $20/user plan? By the time you need actual functionality, you’re at $60-80/user.

Hidden Costs That Blow Up Your Budget

According to WorkTrek’s CMMS pricing guide, here’s what vendors don’t advertise prominently:

1. Implementation Fees

Scope	Typical Cost
Self-service setup	$0-500
Guided onboarding	$1,000-3,000
Full implementation	$5,000-20,000
Enterprise rollout	$20,000-100,000+

Even “free” implementations require your team’s time—which has real cost.

2. Data Migration

Moving from spreadsheets or another CMMS? Vendors charge for:

• Data extraction assistance
• Data cleaning and formatting
• Import and validation
• Historical data conversion

Expect: $500-5,000 depending on data volume and complexity.

3. Training Costs

Training Type	Cost Range
Online self-service	Usually included
Live webinar sessions	$0-500
On-site training	$1,000-5,000/day
Train-the-trainer	$2,000-10,000
Ongoing training subscription	$50-200/user/year

4. Premium Support

Basic support (email, knowledge base) is usually included. But according to LLumin’s pricing research:

More responsive or personalized support service often comes at a premium. 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.

Support Level	Typical Cost
Standard (email, docs)	Included
Priority (faster response)	$50-150/user/year
Dedicated CSM	$500-2,000/month
24/7 phone support	$100-300/user/year

5. Integration Fees

Connecting CMMS to your other systems costs money:

Integration	Typical Cost
Standard integrations (included)	$0
API access	$0-100/month
ERP integration (Yardi, SAP)	$5,000-50,000
Building automation integration	$3,000-20,000
Custom integrations	$150-300/hour development

6. Additional User Types

Watch for tiered user pricing:

• Full users: Full access, full price
• Technician users: Work orders only, sometimes discounted
• Requester users: Submit requests only, often free/cheap
• Read-only users: View only, often free

Make sure you understand which license type your team actually needs.

7. Feature Upsells

Core features that vendors charge extra for:

• Advanced reporting/analytics
• Custom dashboards
• Workflow automation
• Inventory management
• Asset lifecycle tracking
• IoT sensor integration
• Multi-site management
• API access

Calculating Total Cost of Ownership (TCO)

According to Facilio’s CMMS pricing research:

Calculate the TCO by adding up all expected costs over the software’s lifecycle (typically 3-5 years). Include subscription fees, implementation costs, training, integration, customization, support, data storage, and other anticipated expenses.

TCO Calculation Example

For a 10-person maintenance team, mid-tier CMMS:

Cost Component	Year 1	Year 2-5 (each)
Subscription (10 users × $50/mo × 12)	$6,000	$6,000
Implementation	$3,000	$0
Data migration	$1,500	$0
Training (initial)	$2,000	$0
Ongoing training	$0	$500
Premium support	$1,000	$1,000
Year Total	$13,500	$7,500

3-Year TCO: $28,500 5-Year TCO: $43,500

TCO Per User Per Month

Using the 5-year example:

• Total 5-year cost: $43,500
• Total user-months: 10 users × 60 months = 600
• True cost per user per month: $72.50

That’s 45% higher than the advertised $50/user/month.

Free CMMS: When It Works (and When It Doesn’t)

Several vendors offer free tiers. According to Tractian’s free CMMS analysis:

Free Tier Limitations

Vendor	Free User Limit	Key Limitations
MaintainX	Limited features	Basic work orders only
Fiix	Limited	Restricted reporting, assets
Maintenance Care	Unlimited users	Work orders only, ads
MVP One	Trial period	Not perpetual free

When Free Works

• Solo operators managing simple assets
• Evaluation before purchasing
• Very small teams (1-2 people)
• Basic work order tracking only

When Free Fails

According to the research:

As soon as you need multi-tech visibility, audit trails, or structured PM planning, you’ll hit a paywall, typically starting at $35-70/user/month.

You’ll outgrow free if you need:

• Preventive maintenance scheduling
• Multiple technicians with assignments
• Reporting beyond basic lists
• Mobile app access
• Inventory tracking
• Compliance documentation

Negotiation Strategies

According to BrainSell’s maintenance fee research:

If you have not yet purchased the system, understand that your negotiating power will never be greater than before you sign on the dotted line. Everything is negotiable.

What to Negotiate

Pricing:

• Ask for maintenance fees based on discounted price, not list price
• Request fee lock-ins preventing year-over-year increases
• Bundle implementation with subscription discount
• Ask for free training with annual commitment

Terms:

• Start with monthly during pilot (even at higher rate)
• Negotiate exit clauses for performance issues
• Include SLA guarantees for uptime and support response
• Get price protection for user additions

Extras:

• Free data migration assistance
• Extended trial periods
• Free premium support for first year
• Included integrations

Annual vs. Monthly Billing

Billing Cycle	Pros	Cons
Monthly	Flexibility, easy to cancel	15-20% higher cost
Annual	15-20% savings	Locked in for year
Multi-year	Maximum discount	High lock-in risk

Recommendation: Start monthly, convert to annual after proving value, avoid multi-year.

Pricing by Organization Size

Different organization sizes have different needs and pricing expectations:

Small Business (1-10 users)

Category	Recommendation
Target price	$20-45/user/month
Total monthly budget	$200-450
Key needs	Work orders, basic PM, mobile
Watch for	Hidden implementation fees

Best fit: Self-service onboarding, simple pricing, no minimums

Mid-Size (11-50 users)

Category	Recommendation
Target price	$35-60/user/month
Total monthly budget	$500-3,000
Key needs	Full PM, inventory, reporting
Watch for	Integration costs, tiered pricing

Best fit: Guided onboarding, responsive support, scalable pricing

Enterprise (50+ users)

Category	Recommendation
Target price	$40-80/user/month
Total monthly budget	$2,000-10,000+
Key needs	Custom integrations, SSO, multi-site
Watch for	Professional services scope creep

Best fit: Dedicated CSM, custom implementation, enterprise SLA

Questions to Ask Vendors

Before signing, get clear answers:

Pricing Questions

1. What’s included in the base price?
2. What features require upgrades?
3. How is per-user pricing calculated? (Named vs. concurrent?)
4. What happens when we add users mid-contract?
5. Are there annual price increase caps?

Implementation Questions

1. What’s included in standard onboarding?
2. What are data migration fees?
3. Is training included or extra?
4. Who configures the system?
5. What’s the typical implementation timeline?

Support Questions

1. What’s included in standard support?
2. What are response time guarantees?
3. Is phone support included or extra?
4. What hours is support available?
5. Do we get a dedicated contact?

Contract Questions

1. What’s the minimum commitment?
2. What are cancellation terms?
3. Can we add users at same rate?
4. What happens at renewal?
5. Are there exit fees?

Making Your Decision

Price Isn’t Everything

The cheapest CMMS isn’t the best value. Consider:

• User adoption - Will your team actually use it?
• Feature fit - Does it solve your specific problems?
• Support quality - Will you get help when needed?
• Long-term viability - Is the vendor stable?
• Integration capability - Does it work with your other systems?

The Real Value Calculation

According to our CMMS ROI guide:

• Quality CMMS delivers 300-500% ROI
• Even at $75/user/month, positive ROI within 6-12 months is typical
• Cheap CMMS with poor adoption delivers negative ROI

Decision Framework

Factor	Weight	Evaluate
Total Cost of Ownership	25%	3-year TCO calculation
Feature fit	30%	Solves your top 3 problems
Usability	20%	Team will actually use it
Support	15%	Responsive, knowledgeable
Vendor stability	10%	Will exist in 5 years

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