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4 CMMS Packages for Small Businesses editorial staff editorial staff

Learn how to automatically track your equipment and other assets to extend lifespan, reduce maintenance costs, and improve utilization.

  • Computerized maintenance management system software organizes maintenance tasks and tracks maintenance activity.
  • By using CMMS software, teams can lower operating costs and improve productivity.
  • Top benefits include work-order tracking, task scheduling, and inventory management.

What is CMMS software?

CMMS (computerized maintenance management systems) software, also known by a variety of other names, such as preventative maintenance software or work order software, is a software system that helps with organizing maintenance tasks and to track maintenance activity. The system replaces the need for pen and paper or spreadsheets to track all elements of maintenance, including service requests, schedules, tools, parts inventory, suppliers, and procedures. Using CMMS software means that all tasks are in one location, which ensures that uptime is maximized, costs are minimized and productivity is maximized. CMMS products are easy to use and available for maintenance teams with a range of budgets.

CMMS functionalities include:

  • Work order scheduling: Assignment of personnel, inspection of equipment, machine repairs, and preventative maintenance

  • Asset management: Tracks when equipment is purchased, serviced, warranty coverage, repair history

  • Inventory control: Management of equipment location, spare parts, tools, and other materials

  • Safety requirements: Keeps records of permits, inspections, and other documentation required for regulatory and insurance purposes

Most CMMS programs are modular, and can easily expand functionalities and capacity along with your business and equipment needs. Moreover, the trend toward scalable, cloud-based architecture is particularly attractive for small businesses because it eliminates costly on-premises installation and complicated IT infrastructure.

Who uses CMMS software?

CMMS software programs are used by maintenance professionals for maintaining detailed records on their equipment, assets and inventories. It can be used in a vast array of industries; basically, any industry that utilized a maintenance division, regardless of how large or small the maintenance team is. The software is designed to help maintenance teams do a more efficient job.

Benefits of CMMS software

Whether the maintenance team provides work requests in-house or primarily does work requests outside of the job location, there are several benefits that come with using CMMS software, including:

  • Work order tracking. When CMMS software is used, managers can track work orders from start to finish. For instance, the maintenance manager reviews the requested task, provides a brief narrative outlining the problem, then assigns the order to a maintenance technician to do the work. When the task is completed, the technician marks the job as completed and the maintenance manager can log in to the software and review the notification that the work has been completed.

  • Task scheduling. The system organizes task scheduling and sends reminders to those that the task has been assigned to, which eliminates the risk of tasks being overlooked.

  • Inventory management. There is usually a lot of inventoried items used for maintenance work and with CMMS software, the information about your entire inventory is stored in one location. Maintenance management and technicians will have access to all items that are in stock and when items need to be ordered. This will save time and money on doing physical inventories as well as reduce the risk of running out of frequently used items.

In the past, CMMS was thought of as a big-business solution, but even small companies with relatively small equipment inventories can reap its benefits. Here are some applications that are web-based, easy to use, and don't require technical knowledge or a technical staff to operate -- in fact, they can be accessed by any device, using any operating system.

eMaint X3

This program is budget friendly and easily customizable to the scope of the business and needs of the industry segment.


  • User-defined work "hubs" for real-time access to lengthy lists of items without having to refresh pages

  • Flexible maintenance work-order scheduling, asset management, preventive maintenance, and inventory management functions

  • Real-time reporting, automatic updating

  • Customizable dashboards and key performance indicators

  • 95 preloaded reports

  • Supports multiple locations and integrates with other enterprise resource planning systems

  • Unlimited, on-demand access to training

Pricing: Four tiers with increasing levels of support and function. Standard: $40 per user, per month. Self-Starter: $65 per user, per month. Get Onboard: $85 per user, per month. All In: $120 per user, per month.


While the name would seem to imply a focus on work orders, these work orders control preventive maintenance, assets, inventory, employees, documentation, scheduling and service.


  • No hardware or software to install

  • Customizable customer service request forms

  • Mobile and tablet versions

  • Free trial

Pricing: Starts at $35 monthly.

Maintenance Connection

Target markets for this application are general facilities management, health care, manufacturing, government, utilities, warehouses, energy, and travel.


  • Multisite inventory tracking and work order creation

  • Procedure and document library

  • Open architecture, and no plugins, applets, or other proprietary code required

  • SaaS, hosted online or onsite (installed on a premises server and accessed via intranet) options

  • Customizable work screens and reports

  • Scalable from 10 users to 10,000

  • Free trial

Pricing: Three purchase options, depending on whether it's SaaS, hosted online, or installed onsite. Maintenance Connection does not publish its pricing but will provide a customized price quote.

Que Centre

Que Centre is aimed primarily at small- and medium-sized businesses in the aviation, education, health care, industrial, banking, and IT maintenance markets. Emphasizes simplicity and ease of use.


  • Modular, integrated work order, maintenance, inventory management, asset management, and event scheduling packages

  • Quick and easy setup

  • Simple interface

  • Free upgrades

  • Unlimited users, unlimited support, and training

Pricing: Two tiers: Small Business (one to five users): $90 monthly. Midsize Business (six users or more): $150 per month.

Image Credit: Pinkypills / Getty Images editorial staff editorial staff Member
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