CMMS Pricing Guide 2025
CMMS Pricing Guide 2025
How much does CMMS software actually cost in 2025? And more importantly; what are you paying for? It’s about understanding how different vendors price their systems, what you get at each tier, what hidden costs to expect, and how to make sure the software pays for itself.
If you’re responsible for evaluating vendors, making the numbers work for leadership, or making sure a system fits your plant’s actual needs, you’re in the right place. This guide breaks down everything.
What Determines CMMS Pricing?
The cost of CMMS software isn’t just about the sticker price. It’s the sum of your user needs, technical environment, support requirements, and growth plans. Most vendors will ask for a demo before quoting because of how many variables affect pricing.
Here’s what commonly drives CMMS pricing in 2025:
1. Number of Users
Most vendors charge on a per-user, per-month basis. This pricing model works well for small or mid-sized teams but can add up quickly when deployed across multiple departments or facilities. Hypothetically speaking, a team of 10 users on a $75/month plan would pay around $9,000 per year. Also, some vendors ease the cost by offering volume discounts once you exceed 20 users.
2. Number of Assets or Worksites
Some tools price based on asset count or number of locations. For example, if your operation tracks 500+ critical assets across four sites, you may need an enterprise-grade plan that supports custom grouping, asset hierarchies, and advanced permissions.
3. Feature Access
You’ll often see pricing tiers based on feature availability. A basic plan might cover essentials like work order management and preventive scheduling, while higher-tier packages typically unlock more advanced capabilities such as inventory management, IoT integrations, custom workflows, real-time analytics, audit and compliance modules, and API access.
4. Implementation & Support
CMMS software isn’t plug-and-play. Most implementations require data migration, custom configuration, staff training, and IT onboarding. These setup processes are typically billed as one-time fees, which can range from $2,500 to over $30,000 depending on how complex the organization’s needs are.
CMMS Pricing Models in 2025
Not every CMMS is priced the same way. How a vendor charges you can completely change the lifetime cost, so it’s critical to understand the structure behind the numbers. Here are the most common pricing models you’ll encounter in 2025, along with how they typically affect costs and usability:
1. Subscription-Based (SaaS)
This is the model used by most modern CMMS vendors. You pay a recurring fee, usually monthly or annually, based on usage.
Typical SaaS pricing is based on:
- Per user, per month (e.g., $45–$120/user/month)
- Tiered feature access (Basic, Pro, Enterprise)
- Usage caps on work orders or assets
Example: A team of 15 on a mid-tier SaaS plan priced at $85/user/month would pay $1,275/month or $15,300/year, not including onboarding or add-ons.
Pros and Cons
| Pros | Cons |
| Lower upfront costs | Long-term subscription costs can add up |
| Fast deployment (usually cloud-based) | May include charges for storage, integrations, or mobile access |
| Easily scalable | If priced per user, costs can spike as your team grows |
| Updates and security patches included |
2. On-Premise Licensing
This older model is still offered by a few vendors catering to large-scale industrial or government facilities with strict data regulations. You pay a large one-time fee for a perpetual license, install the software on your own servers, and maintain it internally.
Typical costs:
- $25,000–$150,000 upfront
- Ongoing maintenance: 10–20% of license per year
- Internal IT costs not included
Example: A defense contractor managing classified asset records might choose on-premise to comply with internal and government policies.
Pros and Cons
| Pros | Cons |
| Data remains fully in-house | Higher upfront investment |
| More customizable | Slower implementation |
| No monthly payments | Requires internal IT resources |
| Limited vendor support unless under maintenance contract |
3. Hybrid or Modular Pricing
Some modern CMMS vendors use a blended model: base fees + optional add-ons or asset-based pricing + user-based fees.
This often includes:
- Flat base fee + usage tiers (e.g., up to 1,000 assets)
- Add-ons like inventory, analytics, or mobile access
- Separate billing for integrations (API, ERP, etc.)
Pros and Cons
| Pros | Cons |
| Modular approach helps you pay only for what you need | Harder to estimate long-term cost |
| Scales well across multi-site organizations | Can be difficult to compare apples to apples across vendors |
| Flexibility to build your own “stack” | Pricing transparency varies widely |
Typical Cost Tiers by Business Size
Now let’s break down what you can expect to pay based on company size and operational complexity. This data is compiled from real-world pricing disclosed by vendors like Fiix, UpKeep, eMaint, LLumin, and MaintainX in 2025, alongside buyer quotes from platforms like Capterra and Software Advice.
| Business Size | Number of Users | Typical Monthly Cost Range | Example Use Case |
| Small (1–10 employees) | 1–5 users | $50–$500 | Small manufacturers, local service providers |
| Midsize (10–100 employees) | 5–20 users | $500–$3,000 | Single-site factories, equipment rental companies |
| Enterprise (100–500 employees) | 20–100 users | $3,000–$15,000+ | Multi-site operations, utilities, mining, pharmaceuticals |
| Large Enterprise (500+ employees) | 100+ users | $15,000–$50,000+ | Oil & gas, automotive, government infrastructure |
Hypothetically speaking, if you’re a food processing company with five sites, 2,000+ assets, and 45 users, you’re likely looking at a $60,000–$120,000 annual investment, depending on the features and implementation model.
What’s Included at Each Tier?
Small Business Plans typically range from $50 to $500 per month and are designed for smaller teams with basic needs. These plans usually include core features like work order management and a preventive maintenance scheduler. User limits are common, often covering one admin and one or two technicians. Some level of mobile access is generally included, along with email-based customer support.
Midsize Plans fall in the $500 to $3,000 per month range and offer a broader feature set for growing operations. These plans usually include a mobile work order app, inventory control capabilities, a maintenance calendar, and options for generating custom reports and KPIs. They also support larger teams, typically accommodating 10 to 25 users.
Enterprise Plans, priced between $3,000 and $15,000 or more per month, are geared toward larger, more complex organizations. These often come with multi-location support, robust API and ERP integrations, predictive maintenance capabilities, and audit-ready documentation. Role-based access and layered permission structures are also standard, making it easier to manage diverse teams and departments securely.
Large Enterprise or Custom Plans go beyond standard tiers, often tailored to highly specific needs. These may include a dedicated account manager, guaranteed uptime via service-level agreements (SLAs), and advanced integrations with systems like SCADA or MES. Support is typically 24/7 and global, and customers may also gain access to advanced reliability analytics for high-level performance monitoring.
Add-On Fees and Hidden Costs
Even if a vendor advertises a base price, say, $89 per user per month, that number rarely tells the full story. CMMS buyers in 2025 are increasingly looking beyond the surface to see what’s baked into that fee, and what’s left out.
Here’s where many teams encounter surprise costs:
1. Onboarding and Implementation
This is one of the most commonly overlooked line items. Some vendors include basic onboarding in the subscription. Others bill it separately.
For example:
- Self-setup with support: Free to $1,500
- Guided onboarding (3–6 weeks): $3,000–$8,000
- Enterprise rollout (multi-site, with integrations): $10,000–$50,000+
The scope of onboarding generally covers tasks such as importing data (like asset registers, spare parts lists, and maintenance history), configuring user roles and permissions, mapping out maintenance workflows, setting up custom reports, and delivering initial training for staff.
2. Training and Change Management
Training is sometimes bundled, but often billed separately, especially for on-site sessions or certifications.
- Remote training: $500–$2,000
- On-site: $2,500–$7,000 per engagement
- Train-the-trainer programs: $3,000+
Even with intuitive software, change management takes effort. Teams that skip this step often struggle with user adoption and see their CMMS underutilized.
3. API and Integration Access
API and Integration Access is a key consideration if you want your CMMS to communicate with other systems like your ERP, procurement platform, or SCADA setup. Seamless data flow can save time, reduce errors, and improve operational visibility.
In some cases, basic API access is bundled into enterprise-tier plans. But if you’re on a lower plan or need custom connectors, expect to pay extra, typically between $1,000 and $5,000 for development or middleware setup. Keep in mind that some vendors also charge per integration, so costs can increase quickly if you need to connect multiple systems.
4. Mobile Access
A few lower-cost platforms offer mobile tools as a premium add-on, especially for offline access or full editing capabilities.
Look closely at whether:
- The mobile app is fully featured or read-only
- Offline syncing is supported
- Each device needs a separate license
5. IoT / Sensor Integration
IoT and Sensor Integration is becoming a standard expectation for predictive maintenance, but it’s rarely included in base CMMS packages. The hardware itself, such as vibration, temperature, or pressure sensors, typically costs between $200 and $500 per unit. Integrating these sensors into your CMMS software often requires custom pricing or comes bundled only with higher-tier plans. If you want real-time analytics dashboards to interpret the sensor data, that’s often treated as a premium module and may involve additional costs.
LLumin’s Pricing Approach Explained
One of the biggest complaints procurement teams have about CMMS pricing is the lack of transparency. Many vendors gate features behind paywalls, tack on surprise onboarding costs, or offer pricing that’s only revealed after several demo calls.
LLumin takes a different route.
No Rigid Tiers
LLumin doesn’t force customers into pre-set pricing structures like “Starter,” “Pro,” or “Enterprise.” Instead, the platform is built around your organization’s actual needs. Their team works directly with you to create a custom-fit plan based on:
- Number of users
- Number of sites or assets
- Operational workflows and maintenance structure
- Required integrations (ERP, SCADA, PLCs, etc.)
- Regulatory compliance and audit needs
- Mobile and offline access requirements
There’s no pressure to “upgrade” later for access to necessary features. Everything is scoped with scalability in mind, so you’re not locked into a package that doesn’t fit.
Transparent Cost Philosophy
LLumin’s pricing model is built on clarity, not guesswork. You’ll always know what you’re paying for and why. Their pricing structure includes:
- Full disclosure of implementation and onboarding costs upfront
- No hidden fees for unlocking APIs or enabling key integrations
- Clearly defined support and training services
- Predictable renewal rates based on performance and usage and not arbitrary increases
This approach removes much of the back-and-forth and guesswork from procurement discussions, helping teams move forward with confidence.
Core Features
Every LLumin plan comes fully equipped from day one, with no hidden feature gating. You get access to all core modules, along with a mobile app that works even when offline. Integration support is included for the systems you already rely on, and each account is assigned a dedicated customer success manager.
LLumin also provides live onboarding and training, real-time analytics and reporting tools, and predictive maintenance capabilities if you choose to connect IoT devices. Whether you’re managing one site or several, you’ll have full functionality without being pushed into restrictive tiered plans.
Want to see your numbers? Test drive LLumin CMMS+ today!
Conclusion
A low monthly cost might look appealing on paper, but if it means your technicians avoid using it, or your managers can’t generate reports they need, then it’s not really saving you anything. On the flip side, a higher-end system that fits your workflows, supports your integrations, and adapts to your growth can pay for itself many times over within the first year.
LLumin offers transparent, tailored pricing built around real operational needs; no upsells, no surprises. Want to dig deeper into cost breakdowns? Visit our CMMS Pricing Page or see why teams switch to LLumin.
FAQs
How much does CMMS software cost in 2025?
CMMS software in 2025 typically ranges from $50 to $150 per user, per month for most SaaS models. Small teams might spend under $10,000 annually, while mid-size operations often pay between $25,000 and $50,000 depending on features, user count, and setup. Large enterprises can exceed $100,000 in the first year once onboarding, integrations, and training are factored in. On-premise systems come with higher upfront costs but lower recurring fees.
Are CMMS systems charged per user or per asset?
Most vendors use a per-user pricing model, especially for cloud-based platforms. However, some offer hybrid models that factor in both users and asset count. Asset-based pricing is common in industries where equipment volume is high but user count is low. Always ask how the model scales as your operation grows.
Do CMMS vendors charge extra for mobile access or support?
Some vendors do. Mobile functionality is occasionally locked behind higher-tier plans or limited to viewing, not editing. Offline access, in particular, is often a premium feature. Support levels also vary; for example, basic plans may only include email, while phone or dedicated support could cost extra. LLumin includes mobile access and full support in its core offering.
What’s a realistic ROI timeframe for LLumin?
Most teams using LLumin report seeing noticeable improvements within the first 3–6 months. Full ROI is typically achieved within 9 to 15 months, especially in environments with high downtime or inefficient legacy systems. Savings come from reduced emergency repairs, better labor allocation, and tighter inventory control. Larger, multi-site operations may see ROI even faster when real-time visibility and automation are fully leveraged.
Caleb Castellaw is an accomplished B2B SaaS professional with experience in Business Development, Direct Sales, Partner Sales, and Customer Success. His expertise spans across asset management, process automation, and ERP sectors. Currently, Caleb oversees partner and customer relations at LLumin, ensuring strategic alignment and satisfaction.