A Trusted Guide on How to Purchase the Best CMMS Software for Your Business


Computerized Maintenance Management Systems offer assistance to businesses in maintenance management by keeping effective scheduling and records of all the maintenance tasks with cost control. Choosing the best CMMS is a crucial task that will affect your business for many years to come. Settling for a system that is not a good fit will result in lost profits, low employee morale, and downtime. In order to choose the right maintenance and facilities management program package, consider the following tips.

Define your requirements

Every business is unique and has different needs. Therefore, you need to come up with the requirements and specifications that you want for your new CMMS solution. There are different types of maintenance management, for example, risk-based maintenance, preventive maintenance, reliability centered maintenance, and much more. You need to choose the type of CMMS software that suits your needs depending on the type of organization you are running and the industry that you are in. Having an industry-specific CMMS program is crucial because this software varies from one industry to the other.

Company size

The size of your organization is one of the most important factors that you should consider when buying CMMS programs. You do not want a program that is too big or complicated for your company. This is because you will have difficulties trying to figure out all the details in it. In addition, you will end up paying for features that you may not need or never use. However, if you expect your business to grow exponentially, then you need software that is scalable and will grow with your business.

Types of CMMS software

Technology is rapidly evolving and you need CMMS software that is adaptable and flexible enough to change with the trends. To ensure that you get a program that will grow with your business, look at the following:

  1. Cloud-based

It is difficult to overstate the benefits of having a cloud-based program. Cloud-based CMMS programs will eliminate the challenges of on-premise software implementation and you will have a solution that is instantly accessible through the web and has lower upfront costs. In addition, it can be automatically updated and will be available anywhere and anytime.

  1. Mobile

With over 70% of the population in developed countries owning mobile devices, it means that there are lots of hardware that companies can leverage. The best way you can take advantage of mobile devices is by using an app. With regards to maintenance, mobile apps allow technicians to submit work orders while on the move and enable tools such as QR code readers to quickly scan assets and even access the whole maintenance history.

  1. API

An application programming interface (API) broadens the power of your CMMS and allows it to communicate with other computers, smart devices, applications, equipment, and sensors. For example, you can use an API to synchronize information from your CMMS to an EPR system instantaneously. You can also collect meter readings from devices and transfer them to your preferred CMMS and trigger actions such as service requests, emails, or alarms.


Even if you get a program that is the ideal size for your business, it will be a waste of money if nobody in your business can use it. It is crucial for business owners to consider how easy the Maxpanda CMMS software is to use, configure, and even implement before investing in it. You need a program that is simple and easy to use so that your employees do not spend hours or days trying to crack it up.

Training and support

When buying CMMS software, you should determine the training that is available for you both during and even after implementation. In-software guides, on-site training, and instructional videos can be quite helpful when you are trying to get your employees to use the new software. You should also get the necessary support from the manufacturer whenever you have challenges with the program. This is important because extended downtimes may have negative effects on your business.


When choosing CMMS software, you need one that integrates perfectly with other tools in your organization. This is important because it will ensure that you start using the system immediately and with ease and will save you from the hassle of having to manually get information from other existing tools or software. A good program will integrate with programs such as geographic information systems (GIS), computer-aided design (CAD), spreadsheets, digital signing, email, developer tools, app integrators, data storage, calendars, file-hosting services, and many more.

Consider costs

When it comes to CMMS software, the cost is a major factor to consider. You should understand the budget that is available for you and the savings that you expect to make after introducing the CMMS. A self-hosted software will be more costly than a software-as-a-service subscription. Most platforms will also charge you an initial, one-time starting cost and then a continuous ongoing subscription fee. You will also have to factor in the required training, hardware, or any other charges associated with your software.

Search for suitable vendors

Selection of the right vendor should be done after carrying out intense research on things such as market image, track record, customer reviews, experience, and much more. There are many comparison websites and CMMS reports that you can use to choose the right vendor. Furthermore, most vendors will offer demonstrations or even free trials of their software. Make sure that you ask lots of questions about the CMMS program you are interested in to get in-depth knowledge about the software and choose one that suits your functionality requirements and offers value for money.

With more than 200 CMMS programs in the market today and the constant updates and changes on these systems, you need to find the right one for your business. You do not want to just buy any program off the shelf and later on discover that it does not suit your business. You need to take your time to assess the different programs in the market and read customer reviews on different websites and forums. This will give you information on the best brands in the market and those that you should avoid. Armed with this information, you can easily make the right decision that you will not regret in the future.