How to choose CMMS software: 12 criteria and checklist
- Choose first by real use in the field (mobile and offline mode), not by the longest list of features.
- Ask to try it with your own data: 5 assets, 1 preventive plan and 3 work orders are enough.
- Check how you export your data in case you ever want to leave.
To choose CMMS software, first assess whether your technicians will really use it (mobile, speed, offline mode), whether it covers your current workflow and whether you can take your data out whenever you want. Feature lists look very similar between vendors; what changes is ease of use and fit with the way you work. This 12-criteria checklist helps you compare in an orderly way.
The 12 criteria
1. Usability for the technician
If opening a work order takes more than four taps, technicians will go back to paper. Ask for a demo on a phone, not only on a computer.
2. Offline operation
In basements, factory halls or rural areas there is no coverage. Ask what can be done offline (view work orders, record time, attach photos) and how conflicts are resolved when syncing.
3. Asset management
It must support hierarchies (installation → machine → component), attached documentation, locations and custom fields for your sector.
4. Flexible preventive maintenance
Check that you can schedule by calendar and by meter (operating hours, cycles), with task lists and configurable lead time.
5. Complete work orders
Clear statuses, priorities, assignment, time, material consumed, comments, photos and signature or closure with evidence.
6. Inventory and purchasing
Stock per warehouse, minimums, movements, supplier orders and a link to the work orders that consume each spare part.
7. Reports and indicators
MTBF, response times, cost per asset, preventive compliance. Check that the data can be exported.
8. Costs and profitability
If you serve clients, you need to compare the real cost of each job with what was budgeted and invoiced.
9. Quotes, invoicing and contracts
If you are a maintenance company, it saves a lot of time if the CMMS issues quotes and invoices recurring contracts with their SLA. Check which tax requirements it covers (for example, Verifactu) at the time you sign up.
10. Sensors and integrations
If you want to move to condition-based maintenance, check that it accepts sensor data and has an API.
11. Security and data protection
Isolation between companies, backups, server location (EU preferable) and the right to export and delete data under the GDPR.
12. Transparent pricing and an easy exit
Understand what is charged (users, assets, modules), what support includes and how you export everything if you change vendor.
How to run a pilot in one week
- Load 5 critical assets with their location.
- Create one real preventive plan and check that it generates the work order.
- Have a technician close 3 work orders from the phone, one of them without coverage.
- Review the asset history and the resulting indicators.
- Try to export your data.
Warning signs
- You cannot try it without talking to a salesperson.
- Offline mode is “coming soon”.
- There is no documented way to export your data.
- They promise specific results (“cut breakdowns by 40%”) without knowing your plant.
Compare with your own data
Mantenplan is an installable web app with offline mode. Try it with your assets and your preventive plans.
Get startedFrequently asked questions
How much does CMMS software cost?
It depends on the vendor and the model: per user, per asset, per module or flat rate. Compare the total cost (licences, implementation, training and support) and not just the monthly fee.
Cloud CMMS or installed on my own servers?
The cloud avoids installations, updates itself and lets you work from anywhere. Your own server is only justified with strict isolation requirements or without connectivity.
How long does an implementation take?
A basic start-up (critical assets, one preventive plan and work orders) can be done in days. Loading the full history and training the team usually takes weeks.