12 Best Maintenance Management Software for Small Business in 2024

The quality of your work is heavily anchored on the operational efficiency of your workplace. With that said, it is crucial for you to ensure that your equipment and facilities are in tiptop condition through regular and thorough maintenance.

However, maintenance processes can be overwhelming, especially for small businesses. If you don’t have enough manpower or technical skills, you might find yourself experiencing a difficult time delegating tasks to your technicians and keeping track of which equipment has already been serviced. To simplify and accelerate these tasks, having maintenance management software solutions at your disposal will be of great help.

Now, you might be wondering “which is the best maintenance management software on the market?” To help you answer this question, we will be discussing the 12 best maintenance management software for small businesses, focusing on their key features and pricing options. This way, you will be able to pinpoint which ones can help you fulfill your operational priorities.

Maintenance management is one of the necessary evils of owning a business. It helps prevent unscheduled downtimes that might put a damper on productivity and keep you from providing your customers with good service. However, this is a tedious process—so much so that according to a study by Limble CMMS, 34% of companies spend more than 30 hours weekly on maintenance processes.

In the same study, the researchers pointed out that 87% of businesses opt to speed up the process through outsourcing. While this may be efficient, it is an option that small companies might not be able to afford. This is where maintenance management software or CMMS comes in.

CMMS are great help in augmenting your mobility, maintaining regulatory compliance, and keeping your facility operational at all times. It helps you streamline your maintenance efforts quickly without compromising accuracy. In addition to that, it will allow you to have full control over any routine maintenance tasks or repairs that are done to your equipment and other assets.

Aside from the abovementioned benefits, CMMS can also help you save an average of $3.39M annuallyas it can extend asset life, reduce downtime, improve labor efficiency, and reduce inventory expenses.

With these numbers, why wouldn’t you invest in a CMMS? To help you kickstart the browsing process, we’ve compiled the leading software providers for this platform and noted down their products’ different functionalities and price ranges. This way, you can make informed purchasing decisions and make sure that you are getting the right platform for your operations.

To learn more about what is maintenance management software and how you can make the most out of it for your operations, you can also take a look at our guide on CMMS software implementation. This should give you a more detailed explanation on what to expect from these platforms as well as how you can prepare as you roll them out for your company.

12 Best Maintenance Management Software for Small Business

1. eMaint

eMaint is a straightforward yet scalable CMMS and EAM solution. Being one of the most basic platforms on this list, eMaint is a great pick for small businesses as it takes little to no time to learn but it does not skimp on essential functionalities. This means it will allow you to carry out your day-to-day operations without hassle. With it, you can perform all the processes related to predictive maintenance, preventive maintenance, inventory management, and asset management as well as get access to enterprise-level reporting and interactive site visualization.

Aside from the abovementioned features, eMaint is also mobile-ready and fully equipped with security features. The vendor also has integration services that will allow you to import your data from ERP systems and other third-party solutions to your CMMS.

Lowest Price: Users can subscribe to eMaint for as low as $33/user/month. This Team plan can accommodate up to 3 users and is inclusive of standard CMMC features, helpdesk support, online training, as well as software updates and upgrades.

Key Features of eMaint

1. It has an intuitive asset management tool that has the capability to report on your critical assets and ensure that all necessary maintenance processes are being carried out to prolong their lifecycle.
2. It has a documentation system that captures each detail of your process–be it the inspection instructions, the type of work performed, the amount of time rendered on the process, and any other related notes and files.
3. It provides users with powerful reporting tools and KPI dashboards to help reinforce their data-driven maintenance management operations.
4. It comes with a multi-site toolkit that lets you consolidate all processes from different sites in one convenient dashboard.
5. It is equipped with mobile CMMS that lets technicians access work request information and other data while on-the-go.

2. Wrike

Wrike is at the head of our list as the best maintenance management software for small businesses. The software comes out on top for its flexibility and comprehensive features, which come in handy for keeping close track of multiple projects and tasks. The platform is also known for its user-friendly interface, which is useful for small businesses looking for a straightforward CMMS.

One important feature of Wrike is that it comes with a 3-pane project view. This layout provides an overview of all current projects and tasks and allows users to quickly move between different projects. The software also comes with an Activity Stream where you can mention individual team members to assign tasks and ask for updates. These features ensure that no task falls between the cracks and that your assets receive the maintenance they need. These capabilities are also why Wrike is considered one of the best project management software today.

Lowest Price: Wrike has a Free plan that small businesses can take advantage of. Available for unlimited users, the plan includes features for task management, spreadsheet views, advanced email integrations, and file sharing as well as access to iPhone and Android apps.

Key Features of Wrike

1. It lets you use tags and folders to organize data by task or project. Users can also put one task in multiple folders without duplication.
2. Users can create subtasks and activities for each task for closer progress monitoring and improved accountability.
3. It provides access to reports and charts that visualize task progress and project completion. Each folder also has Folder Statistics that indicate important task metrics.
4. It comes with an Activity Stream that lets project managers mention team members and draws attention to specific issues and potential bottlenecks in task progress.
5. It integrates with email so users can create and assign documents right from their email. Wrike also integrates with popular business software like Salesforce, Dropbox, and JIRA.

3. ManagerPlus

In second place is ManagerPlus, a CMMS with comprehensive features that can help small business owners manage their assets more efficiently. Designed to be flexible, the software comes with five main modules: inspection, work order management, preventive maintenance, asset management, and inventory management. All these modules ensure that important maintenance management processes are centralized on a single platform.

The platform comes with important functions for asset management, including purchase order creation, budgeting, and employee schedule planning. In addition to these capabilities, ManagerPlus also offers the benefits of inventory management software. This means the software can help streamline the workflow of tracking and ordering parts. All these features come in a user-friendly interface that teams will get the hang of in no time.

Lowest Price: ManagerPlus’ most affordable plan—Lightning Plus—is available at $85 per user, per month. The Lightning Plus plan comes with features for asset management and inspection management, along with inventory management capabilities and business intelligence features.

Key Features of ManagerPlus

1. It combines different asset management modules into a single platform to reduce overhead and increase ROI.
2. It helps users manage work orders, track inventory, and carry out real-time equipment inspections.
3. It provides real-time information on work order data, including maintenance costs, materials, and parts used.
4. It allows users to quickly schedule maintenance tasks to minimize downtime and prolong asset lifespan.
5. It comes with an intuitive interface and customizable at-a-glance dashboards for easier monitoring of task progress.

4. Fiix

Fiix comes in as our top third maintenance management platform closely because of its value for money. This online maintenance system allows you to manage your assets, schedule preventive maintenance, perform inspections, and accommodate maintenance requests. It is also equipped with simple drag-and-drop calendars to help you organize your maintenance tasks and technician schedules. In addition, it comes with custom reporting tools that process your operational performance and productivity data in real-time.

Another nifty thing about Fiix is that it has a fast setup process that will allow you to install and implement it within a few hours, making it great for small businesses that don’t have their own IT teams. It even has a mobile-ready interface that can be accessed through their native iOS or Android applications. This means it is easier for you to track the productivity of your remote technicians. Moreover, it simplifies communication and information sharing between managers and their employees who are working in the field.

For more information about the functionalities that this platform has to offer, you can sign up for a Fiix free demo.

Lowest Price: Fixx has a basic plan available at $35/user/month, Created specifically for small businesses, this plan comes with tools for preventive maintenance, asset management, asset tagging, and work order tracking. This also covers their mobile application.

Key Features of Fiix

1. It has a fully configurable dashboard and workflow automation features to give you complete control of your maintenance processes.
2. It has customized reporting tools that let you generate insights based on your priorities.
3. It has a unique drag-and-drop calendar that lets you get a clear view of the whos, whats, whens, and whys of your maintenance tasks. It also lets you see the status of each task for better tracking.
4. It provides users with custom API integrations, machine integration adapters.
5. It centralizes maintenance management data from multiple locations, facilities, or even businesses.

5. Hippo CMMS

Fourth on our list is Hippo CMMS because of its user-friendly interface and comprehensive features that can cater to the needs of different business sizes. From interactive floor plans and routine maintenance scheduling to cost tracking and maintenance reporting, this platform is equipped to handle various operational processes related to maintaining your equipment and other assets. What’s more, it provides you with a centralized calendar dashboard that lets you stay on top of these processes according to your timeline.

Aside from the features already mentioned, Hippo CMS also comes with a work order management and fleet management module. With these functionalities, you can efficiently delegate responsibilities to your technical team and make sure that all equipment maintenance requests are being accommodated on time. This even comes with interactive site maps and built-in document management so that your technical team can have access to the information they need even while on the field.

If you’d like to check out the app’s features before investing your money, you can easily sign up for a Hippo CMMS free trial.

Lowest Price: Considered one of the best CMMS software for business facilities, Hippo CMMS has a Hippo Lite plan that costs $40/month. It can support 1 user and is inclusive of basic maintenance management tools for work order management, preventive maintenance, document management, and asset management.

Key Features of Hippo CMMS

1. It offers a full-featured preventive maintenance module that will help you maximize your assets.
2. It lets you streamline work order management with its document optimization, workload delegation, and productivity tracking tools.
3. It simplifies equipment maintenance by giving you real-time insights into your operational assets.
4. it comes with native mobile applications to help you perform CMMS procedures while on the go.
5. It has open API functionalities that allow it to integrate with a wide variety of third-party applications. This way, you can extend its functionalities or combine it with your existing software ecosystem.

6. FRACTTAL

FRACTTAL is a cloud-hosted computerized maintenance management system created for companies who are looking to bridge the gap between their physical and digital assets. This platform is composed of three modules to help you streamline the different aspects of maintenance processes. It is equipped with the FRACTTAL Asset Cloud for enterprise asset management, FRACTTAL Box which allows you to leverage IoT to track asset conditions, and FRACTTAL On Board which allows you to perform fleet management.

An innovative CMMS, this platform allows you to utilize big data to predict and respond to possible equipment failures. With this, you can proactively ensure your company’s operational efficiency, prevent downtimes, and maximize the lifecycles of your assets. Lastly, it comes with deep integrations with SAP, Microsoft Dynamics, and Oracle products, making it simpler to further streamline your processes.

Should you want to see this platform in action, the vendor provides demos at no cost. You can sign up for a FRACTTAL free demo.

Lowest Price: FRACTTAL’s basic plan costs $85/month, which makes it one of the more expensive options on this list. This comes with essential maintenance management features, email support, and unlimited work order support. It can also accommodate up to 3 users.

Key Features of FRACTTAL

1. It aggregates all data on both physical and digital assets for better organization and easy information access.
2. It is equipped with business intelligence tools that generate reports, KPIs, and trend analysis to help you make smarter decisions
3. It has a comprehensive fleet management software that lets you maximize the productivity of remote employees, avoid speeding accidents, and log mileage data for simpler cost tracking.
4. It integrates the Industrial Internet of Things (IoT) and Big Data
5. It has a plug-and-play interface, allowing users to install and implement it without the need for a dedicated IT team or in-house tech experts.

7. Upkeep

Upkeep is a mobile-first CMMS designed to increase the agility of technicians and enhance the productivity of maintenance teams. Like other maintenance management systems, this allows you to simplify the management of work orders, optimize PM scheduling, and even automate your workflows. What sets it apart is that it is geared towards improving collaboration and accelerating work processes. It comes with built-in QR code scanning, real-time notifications, in-app messaging, and unified databases so that remote employees and managers can stay connected at all times.

Aside from its comprehensive set of features, Upkeep also offers a user-friendly interface that does not compromise flexibility. This means it is simple enough for tech-averse users but powerful enough for professionals with IT expertise. In fact, it comes with custom integrations and APIs for easier configurability. All these features also make Upkeep one of the best fixed asset management software today.

Lowest Price: Upkeep offers a free plan so small businesses can easily start their maintenance processes. This can support unlimited users and multiple locations but offers limited process history storage. If you’d like to upgrade as your company expands, they have paid plans that start at $30/user/month.

Key Features of Upkeep

1. It offers an innovative mobile-first interface which makes it good for teams with remote employees.
2. It comes with built-in barcode scanning, signature capture, photo/video uploading, and messaging capabilities to improve the productivity of mobile teams.
3. It has a comprehensive feature set that covers everything from team scheduling to workflow automation to process reporting.
4. It has advanced notification systems that improve team communication and enhances work process transparency.
5. It has great in-app reporting tools that will allow you to get real-time data on your productivity and performance.

8. Maintenance Care

Maintenance Care is a CMMS created for IT managers, maintenance managers, and executive directors. Fully featured and integrated, this is equipped with tools ranging from preventive maintenance and inventory management to work scheduling and reporting. Moreover, it has highly configurable settings that will let you modify task frequency and priority to eliminate downtime and boost overall employee productivity.

Another great thing about Maintenance Care is that it has a unified data storage where your team can easily access the information they need to fulfill their tasks. With this, they can easily receive requests for maintenance on the go, view the details of their tasks in real-time, and even pull information on operational processes with ease.

Lowest Price: Maintenance Care has a free plan that gives you instant access to your data, user guide support, online work order customization, basic reporting, basic task management as well as support for a single facility. For more advanced features, they have paid plans starting at $75/month.

Key Features of Maintenance Care

1. It has a centralized database for your maintenance tasks and processes from multiple locations.
2. It gives users customized web forms to simplify work order request collection.
3. It comes with an advanced preventive maintenance scheduling tool to boost the efficiency of your workflow.
4. Asset lifecycle management that comes with real-time data on life expectancy, location, equipment make, product model, and serial number for better tracking.
5. It has beautiful and intuitive reporting dashboards that let you monitor staff performance and operational productivity.

9. Limble CMMS

Limble CMMS is a feature-rich maintenance management tool purpose-built for small to medium-sized businesses in different industries. It offers a streamlined, mobile-ready system that lets you organize work requests as well as document the different aspects of your maintenance process. This way, you know in real-time who is assigned to which tasks, how much time is being spent per task, as well as how much each task costs. What’s more, it has built-in document uploading and note-taking tools to help simplify the collection of data for your technicians.

Aside from these robust functionalities, Limble CMMS is also known for its clutter-free interface. It is optimized to work on all platforms and provides you with a customized display of information so that you will see only the data that is important to your process.

Lowest Price: Limble CMMS has a Starter plan that is priced at $25/user/month. It comes with all the basic maintenance management features as well as support unlimited users and multiple locations. If you are looking for a more affordable option, they also have a $1/asset/month plan.

Key Features of Limble CMMS

1. It comes with tools that let you monitor maintenance processes in line with your finances.
2. It generates granular reports on specific KPIs.
3. It comes with a mobile maintenance system for better remote team management.
4. It has a multi-location management system for businesses with different warehouses or branches.
5. It has a Live Test Drive function that will help you simulate various maintenance scenarios.

10. TakeAIM

TakeAIM is an all-in-one auditing, equipment inspection, and asset maintenance application. Offering a user-friendly interface and a straightforward set of functionalities, this simplifies maintenance processes for novice users without limiting flexibility. It comes equipped with strong inspection task organization tools, maintenance documentation functionalities, as well as internal messaging options to optimize your entire workflow. In addition to that, it has the capacity to provide you with complete visibility on equipment performance from multiple locations so that you can reduce downtimes and improve overall efficiency in the workplace.

Another thing that makes TakeAIM such a good option for small businesses and growing companies is that it supports unlimited assets and users at affordable rates. Meaning, it can easily scale up to your needs as your operations expand and you won’t have to waste time in implementing and learning a completely new CMMS.

Lowest Price: TakeAIM’s pricing plans work on a credit basis. These credits can be used by all registered users across all checklist variants. The lowest bundle you can buy is for 25 inspections and it costs £6.25 excluding VAT.

Key Features of TakeAIM

1. It stores inspection histories and analyzes them for future reference so you can observe trends in the performance of your equipment.
2. It has a built-in QR code scanning and assignment tool to help you track your equipment more efficiently.
3. It is equipped with robust documentation tools so that inspectors can easily collect digital signatures, take pictures and notes related to the inspection, as well as sync reports to your database in real-time.
4. It comes with its own messaging tool to help managers communicate with inspectors while they’re out on the field.
5. It allows managers and inspectors to set auto-reminders for scheduled tasks, maintenance follow-ups, and other assignments to make sure nothing is overlooked.

11. iMaint

iMaint is a one-stop maintenance management tool that caters to both big and small businesses. It offers a comprehensive selection of functionalities spanning work order management and asset monitoring to preventive maintenance and inventory tracking. Moreover, it comes with cost tracking functionalities as well as reporting tools to help you get a better understanding of your ROI on equipment and other assets. Lastly, one of the things that makes this platform unique is that it has built-in project management functionalities which are great for centralizing the different processes involved in your maintenance operations

iMaint also has other features worth noting such as its multi-language support, reports and graphs, cost tracking, and maintenance budgeting. In case these are still too basic for you, iMaint also supports integrations for your convenience.

Lowest Price: iMaint has an online small business plan that costs $79/user/month and can hold up to 5 users. In case you prefer the on-premise version, it is available at a one-time fee of $9995.

Key Features of iMaint

1. It is a fully integrated CMMS that comes with tools for work order management, preventive maintenance, and inventory tracking.
2. It comes with its own project management module for large.
3. It has a customizable navigation pane which makes it more flexible to use.
4. It is equipped with a knowledge base that collects information from accomplished maintenance tasks for easier data sharing.
5. It has multiple deployment options that can be scaled up or down depending on your needs.

12. Bigfoot CMMS

Bigfoot CMMS is a maintenance management solution created for companies utilizing data-driven processes. While it is similar to the other solutions on this list in terms of asset management, maintenance scheduling, and work order monitoring, this platform shines in terms of predictive maintenance. This is because it leverages strong analytics to help you maximize your assets and ensure operational efficiency at all times. What’s more, it has configurable reporting tools that let you see the data you need for your processes at a glance.

Aside from this, Bigfoot CMMS also comes with an interface that is accessible via Android and iOS devices which is great for mobilizing technicians and providing them with the information they need while on the go.

Lowest Price: Bigfoot CMMS is available on a by-quote basis. However, it has quite an expensive initial fee that may cost around $7500.

Key Features of Bigfoot CMMS

1. It has a preventive maintenance dashboard that can be configured according to your operational priorities.
2. It supports both calendar-based, meter reading-based, and hybrid approaches for maintenance workflows.
3. It gives you access to critical reporting metrics in real time.
4. It comes with a highly configurable meter reading management tool that can easily adapt to your operational processes.
5. It has robust predictive and preventive maintenance capabilities because of its IoT integration.

How to Choose a Maintenance Management System

As a small business, it is important for you to lay a good foundation for your maintenance software ecosystem. This is why you need to invest in the right tools that will help you get your job done as efficiently as possible. To help you out, we have listed down a few factors that might be of help as you browse for a platform:

1. It should be flexible yet easy to use.
Flexibility is important but that should not come at the expense of usability, especially for small businesses. Having access to API capabilities may be great, however, if you don’t have the know-how to use it or have a team of IT professionals to assist you, it can be challenging to configure the platform on your own.

With that said, it is crucial that you find a maintenance management system that will give you the option to perform code-free customization or at the very least, have simplified customization settings. This way, you don’t have to spend too much time on setting up your new software or learning how to configure it according to your preferences.

2. It should be comprehensive but free of bloatware.
There are many processes involved in maintenance management and you will be needing quite a number of tools to perform them properly. However, as you browse for a platform, it is important to keep in mind that sometimes, the best maintenance software isn’t always the one with the most features. A software that has only the essential maintenance tools will be of much more help to you than a system that’s filled with bloatware. In fact, these additional functionalities will slow you down and hinder your growth later on.

Try to find a maintenance management platform that has a streamlined set of tools that will be able to fulfill your operational needs. Some features you might want to look out for are predictive/preventive maintenance, work order management, reporting, and fleet management.

3. It should be predictive, preventive, and reactive.
It is not enough for your maintenance system to simply help you respond to maintenance issues. It should also help you prevent problems by giving you the option to schedule routine maintenance and allowing you to set up a database that lets you track the lifecycle of your equipment.

Moreover, you should find a platform that also provides predictive functionalities. These often come in the form of AI, machine learning, or business intelligence. These will help you anticipate what kinds of problems you might encounter so you can be proactive in ensuring the efficiency of your equipment.

Hopefully, with this short guide and our list of top 12 maintenance management software, you were able to narrow down which CMMS is most suitable for your operations. If you haven’t chosen a platform yet, we highly recommend trying eMaint for your maintenance management processes as it offers a comprehensive set of features. You can test it out for yourself if you sign up for an eMaint free trial.

Key Insights

• Importance of Maintenance Management: Regular and thorough maintenance is crucial for operational efficiency, preventing unscheduled downtimes, and maintaining equipment and facilities in top condition.
• Challenges for Small Businesses: Small businesses often struggle with maintenance due to limited manpower and technical skills, making it hard to delegate tasks and track serviced equipment.
• Benefits of CMMS: Maintenance management software (CMMS) can streamline maintenance tasks, reduce downtime, improve labor efficiency, and extend asset life, potentially saving businesses an average of $3.39 million annually.
• Top CMMS Solutions: There are several CMMS options available, each with unique features tailored to different business needs. Top solutions include eMaint, Wrike, ManagerPlus, Fiix, and Hippo CMMS, among others.
• Key Features to Look For: Essential features of a good CMMS include asset management, work order management, preventive maintenance, inventory management, mobile access, reporting tools, and integration capabilities.
• Cost Considerations: CMMS solutions vary in pricing, with some offering free plans for small businesses and others charging per user or asset. It’s important to choose a solution that fits within the budget while meeting operational needs.
• Implementation and Usability: The chosen CMMS should be easy to implement and use, even for those with limited IT skills. Flexibility, customization options, and a user-friendly interface are critical for effective adoption.
• Predictive and Preventive Capabilities: A good CMMS should not only help react to maintenance issues but also provide predictive and preventive functionalities to anticipate and prevent potential problems.

FAQ

1. What is maintenance management software (CMMS)?

Maintenance management software (CMMS) is a system designed to simplify and streamline maintenance tasks, track equipment and facility maintenance, and improve operational efficiency. It helps businesses manage work orders, schedule preventive maintenance, and monitor asset performance.

2. Why is maintenance management important for businesses?

Maintenance management is crucial for preventing unscheduled downtimes, extending the life of equipment, ensuring operational efficiency, and maintaining regulatory compliance. Effective maintenance management can also result in significant cost savings.

3. How can CMMS benefit small businesses?

CMMS can benefit small businesses by streamlining maintenance processes, reducing downtime, improving labor efficiency, and extending asset life. It also helps small businesses manage maintenance tasks more effectively, even with limited manpower and technical skills.

4. What features should I look for in a CMMS?

When choosing a CMMS, look for features such as asset management, work order management, preventive maintenance, inventory management, mobile access, reporting tools, and integration capabilities. These features will help you manage maintenance tasks efficiently and effectively.

5. Are there affordable CMMS options for small businesses?

Yes, there are several affordable CMMS options for small businesses. Some platforms offer free plans with basic features, while others have cost-effective pricing plans starting at around $25 to $35 per user per month. It’s important to choose a solution that fits your budget and meets your needs.

6. How do I choose the right CMMS for my business?

To choose the right CMMS, consider factors such as ease of use, flexibility, essential features, cost, implementation process, and scalability. Evaluate different options based on your specific operational needs and budget, and consider taking advantage of free trials to test the software before making a decision.

7. Can CMMS help with predictive and preventive maintenance?

Yes, a good CMMS should offer predictive and preventive maintenance capabilities. Predictive maintenance uses data and analytics to anticipate potential issues, while preventive maintenance involves scheduling regular maintenance tasks to prevent equipment failures. These features help ensure operational efficiency and minimize downtime.

8. What are some of the top CMMS solutions for small businesses?

Some of the top CMMS solutions for small businesses include eMaint, Wrike, ManagerPlus, Fiix, Hippo CMMS, FRACTTAL, Upkeep, Maintenance Care, Limble CMMS, TakeAIM, iMaint, and Bigfoot CMMS. Each of these platforms offers unique features tailored to different maintenance management needs.

9. How can CMMS improve labor efficiency?

CMMS improves labor efficiency by streamlining work order management, automating routine tasks, providing real-time data on task progress, and enabling better communication between team members. This allows maintenance teams to work more effectively and focus on priority tasks.

10. Is CMMS suitable for businesses with multiple locations?

Yes, many CMMS solutions offer multi-site management capabilities, allowing businesses with multiple locations to consolidate maintenance processes and data into a single platform. This ensures consistent maintenance practices across all locations and simplifies management.

By Allan Jay

Allan Jay is FinancesOnline’s resident B2B expert with over a decade of experience in the SaaS space. He has worked with vendors primarily as a consultant in the UX analysis and design stages, lending to his reviews a strong user-centric angle. A management professional by training, he adds the business perspective to software development. He likes validating a product against workflows and business goals, two metrics, he believes, by which software is ultimately measured.