CMMS pricing guide: CMMS pricing in 2026: what a 3, 10 or 20-person crew actually pays

CMMS prices by vendor

These are US dollar list prices, read on each vendor’s own pricing page on Nov 2, 2026. They exclude tax. How we checked: we opened each pricing page, wrote down every tier’s price and what it includes, and saved the link. Where a page did not make a feature clear, we mark it with a question mark and the calculator treats it as not included.

What PM + parts costs a crew, per month

The tier each vendor needs for preventive maintenance and parts inventory, at list price, billed annually where a vendor offers both rates.

MaintainX pricing

MaintainX charges per user per month. Basic is free, but it allows only 2 active repeating work orders, so it does not carry a real PM program. Essential is $20 per user billed annually or $25 billed monthly, and it adds unlimited preventive maintenance. Parts inventory and purchase orders sit on Premium. On Nov 2, 2026, the Premium price did not come through on the pricing page’s text. Third-party guides report $65 billed annually and $75 billed monthly, but we have not confirmed that on MaintainX’s own page, so the calculator shows “Price not published” for Premium. Enterprise is custom.

A paid user is someone who uses the app with a unique login. Requester accounts are free, which helps if staff or customers only send in requests. The page lists procedures with signature capture, but it does not make clear which tier includes them. See how a flat plan compares in Catalyces vs MaintainX.

UpKeep pricing

UpKeep’s Essential plan is $24 per user per month, but it does not list preventive maintenance scheduling. PM and parts start on Premium at $55 per user. That is the tier most maintenance crews need, so ten people cost $550 a month. UpKeep’s page does not say whether these rates are billed monthly or annually, so check before you sign.

Signature capture and the external request portal are on Professional, and purchase order management is on Enterprise. Both are quote only. Admin, technical and limited technical users pay; view-only, requester and third-party users are free. UpKeep also lists paid implementation packages of $500, $1,500 and $5,000. More in Catalyces vs UpKeep.

Limble pricing

Limble’s pricing page shows no prices. Every plan says “Calculate my price”, and the calculator asks for your details before it shows a figure. Limble’s own cost guide, dated March 9, 2026, lists Standard at $28 and Premium+ at $69 per user per month, with Enterprise by quote. We use those figures, labelled as coming from the guide.

Standard includes unlimited PMs. Parts inventory, purchasing and signatures are on Premium+, so a 10-person crew that needs PM and parts would pay about $690 a month at the guide price. Limble does not state on its pricing page who counts as a paid user. More in Catalyces vs Limble.

Fiix pricing

Fiix has a free plan with 25 active PMs and “limited users”, but it does not say how many users. Because the cap is unknown, the calculator does not pick it. Basic is $45 per user per month with unlimited PMs, and every Fiix plan includes inventory, parts and supplies. Professional, at $75 per user, adds purchasing and RFQs. Enterprise is custom and adds e-signatures.

Fiix counts any named person who logs in as a user, so office staff and supervisors all need seats. Fiix says it has no setup fees, but some integrations and SSO cost extra. More in Catalyces vs Fiix.

Flat-price CMMS: FreeMaint, RunTight and Catalyces

Flat-price tools charge per company, not per person. FreeMaint’s Core plan is free with unlimited users, time-based PM and parts. Starter is $29 a month, Business is $99 and adds customer quotes and e-signatures, and Enterprise is $299.

RunTight caps users by tier. Free allows 5 users and 50 pieces of equipment. Team is $49 a month for up to 10 users and adds parts and signature capture. Pro is $149 a month with unlimited users, so an 11-person crew moves to Pro.

Catalyces is $78 a month for the whole team with no user limit, or $39 for the first 10 teams. If a free plan covers what you need, it will be cheaper than Catalyces. The difference is what each plan includes, which the next section sets out.

Who counts as a paid user?

Each per-seat vendor draws the line in a different place:

• MaintainX: Requester accounts are free.
• UpKeep: View-only, requester and third-party users are free.
• Limble: Not stated on the pricing page.
• Fiix: Every named person who logs in is a user.
• FreeMaint: Unlimited users on every tier.
• RunTight: Not stated; may count toward the user cap.
• Catalyces: Unlimited users.

For a service contractor, count it this way. Technicians who open and close jobs need a seat. So do dispatchers, office staff who raise quotes or order parts, and any manager who approves work. Customers who send requests or sign off jobs, and staff who only look, are free at MaintainX and UpKeep but count at Fiix. Put the people who need a seat into the calculator, and the free-only people into the second box to see how each vendor treats them.

Per-user vs flat pricing: when each one wins

Per-user pricing can win for a very small team. One or two people who only need basic work orders can use a free tier, and a free flat tool such as FreeMaint Core costs nothing at any size. If that covers your work, take it.

Flat pricing wins as the crew grows, or as soon as someone in the office needs a login. A worked example for a 10-person crew that needs PM and parts:

• Fiix Basic: 10 × $45 = $450 a month, or $5,400 a year.
• UpKeep Premium: 10 × $55 = $550 a month, or $6,600 a year.
• Catalyces: $78 a month whatever the crew size, or $936 a year.

The crossover comes early. Against Fiix Basic at $45 a seat, a $78 flat plan is cheaper from 2 people. Against MaintainX Essential at $20 a seat, it is cheaper from 4. Every person you hire after that adds to a per-seat bill and adds nothing to a flat one. See how the plans compare side by side on the compare page.

How to compare CMMS quotes

1. Count seats the vendor’s way. Use each vendor’s own rule for who is a paid user, not your headcount.
2. Price the tier you’ll need in year two. If you will add parts, purchase orders or a customer portal next year, price that tier now.
3. Ask about setup and integrations. Get implementation, data migration, SSO and integration costs in writing.
4. Check billing terms. Monthly or annual, the notice period, and what happens to the price when you add people mid-contract.
5. Trial with real jobs. Run a week of your own work orders through it before you pay.

Maintaining customers’ equipment rather than your own? See whether you need a CMMS or field service software. Not ready to pick software yet? Start with a free maintenance checklist.