Find a free or affordable CMMS that works for your business

Your maintenance team is overwhelmed, costs are skyrocketing and equipment downtime is hurting your bottom line. Sound familiar?

You could try cobbling together spreadsheets and calendars, but that’s just asking for trouble. Or maybe you’ve considered expensive, complex CMMS software, but that’s overkill for your needs.

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There’s a better way: free CMMS software. These tools can streamline your maintenance tasks, centralize information and improve communication, all without breaking the bank.

Our analyst team did in-depth research to curate a list of the best free tools. I then got hands-on access to each product and spent over a week exploring ease of use, work order and asset management, preventive maintenance, inventory tracking, reporting, integrations, and unique features like mobile access or IoT. When direct access was limited, I relied on user reviews, product tours and even vendor certifications like MaintainX’s free courses to get the best understanding possible.

Best Free CMMS Software at a Glance

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Best Free CMMS Software

ManWinWin

ManWinWin is a CMMS system that offers a free version called ManWinWin Express which you can use forever, as long as you sign up for a lifetime license within the first year. It’s easy to get started:

1. Sign up on their website.
2. Confirm your details through an email.
3. Receive your lifetime license (I received mine in three days).

As a bonus, you’ll also get two free online training sessions to help you get the most out of the system.

Before we get into the details, let’s go over the system’s pros and cons.

Pros:

• User-friendly interface.
• Allows the addition of up to 40 specifications to each item.
• Provides robust work order tracking functionality.

Cons:

• It’s limited to managing up to 100 equipment pieces.
• Allows only one user at a time.
• Lacks a mobile app for field access.

Let’s first talk about the system’s UI. The interface is well-organized, with clear sections for different modules like assets, work orders, purchase orders and inventory. While the design might not be the most modern, it was easy to find my way around and understand the various functions.

ManWinWin Express’s user interface.

The configuration process feels a bit like building with LEGOs. I started by creating a tree-like structure for my equipment, with categories like “HVAC” and subcategories like “Air Conditioners.” Adding and removing items can be done in a few clicks.

Recording a new asset involves navigating through several menus (Configuration, Company, Plant, Item Types), which felt disjointed at first. However, I appreciated the ability to add detailed information for each item, including technical specifications, photos and even notes.

The “Refresh List” option is handy for focusing on specific items, especially when dealing with large datasets.

ManWinWin’s refresh list module.

The traffic light system for work orders is a lifesaver. By default, upcoming tasks turn yellow, overdue ones turn red and your current tasks green. But you can set it up according to your needs. This quick visual cue can help you stay on top of things.

Managing spare parts inventory is straightforward too. I organized everything into categories like “Electrical” and “Plumbing.” The system alerts you when items are running low.

Scheduling and tracking preventive maintenance tasks was simple. While it doesn’t automate the scheduling process, I could easily set recurring tasks and configure alerts.

The maintenance budget feature is comprehensive. You can create budgets, allocate funds and monitor spending throughout the year. However, the interface could be more user-friendly. For instance, allocating budgets to specific accounts and cost centers requires multiple steps.

Create your maintenance budget with ManWinWin.

The budget control feature, while useful, lacks visual clarity. A graph or chart displaying the budgeted versus actual expenses would be more helpful.

On the plus side, the generated reports are very informative, clearly showing monthly spending and highlighting equipment needing the most attention.

You can also create custom parameters and indicators. However, the reliance on formulas for manual parameters might be daunting for some users.

One thing that really stood out to me was the ability to predict vehicle mileage in the Projections section — super handy for managing a fleet.

Sadly, you won’t be able to integrate this free CMMS with other systems. Only the paid version lets you connect other solutions via APIs.

Training: ManWinWin Express comes with an 11-step implementation guide and helpful YouTube videos. The UI tutorial was a bit outdated, but it still gave me a good starting point. You can opt for more extensive training for $108.

Pricing: Their free software is free forever and paid plans start at $653.

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MaintainX

I never thought a maintenance management app could be so intuitive, but testing MaintainX felt like slipping on a perfectly fitted glove.

Signing up was simple: just my name, work email and phone number. After confirming, I chose my organization type as “Manufacturing” — a small but crucial detail that could make the experience more relevant to your industry.

Before we get more into it, let’s go over the system’s pros and cons.

Pros:

• Automatically upgrades you to the premium version for free.
• Flexible work order creation.
• Robust asset management and preventive maintenance tools.

Cons:

• AI procedure templates need improvement.
• Bulk data imports require support assistance.
• The workload view is limited to enterprise plans.

The setup center guided me through the basics: creating my first work order, adding a new asset and inviting team members. The interface was so user-friendly that I felt like a pro, even as a first-timer.

Creating a work order was a breeze. You can include lots of details: what needs fixing, where it is, how urgent it is and more. You can set due dates, make recurring orders and choose the type of work (like preventive or reactive).

Even though the system walks you through creating your first work order, do yourself a favor and get your asset, parts and location list imported first to avoid disruptions. You’ll need to contact the support team to import your data which usually takes 24 to 48 hours.

Moving on, I loved that you can make and save procedure checklists. If you forget to add an asset or location, the system reminds you, so you don’t miss anything important.

Create procedure checklists with MaintainX.

I couldn’t test the conditional procedures feature during my trial. However, I liked the AI procedure generator’s ability to make checklists from simple text prompts. This feature has potential, but it’s clear that some knowledge of prompt engineering is needed to get the best results.

You can customize emails with your logo, and the parts inventory feature clearly shows what’s in stock and what needs to be reordered. You can even add vendors and link them to purchase orders, making ordering parts easier.

There are four ways to look at your work orders: as a list, on a calendar, in a table or by workload (though that one’s only in the paid plan).

MaintainX’s work order view.

Planning maintenance is simple, too. It’s easy to create templates and schedule recurring work. The meters feature is handy for tracking how much equipment is being used and automatically creating work orders when something needs attention.

The mobile app was handy for quickly checking and updating work orders on the go. I could easily see my assigned tasks, like “Replace light bulbs,” and mark them as complete with a few taps. However, the app didn’t have all the features of the web version, like creating detailed reports or managing parts inventory.

You can easily link with 4,000+ other apps using Zapier. If you’re tech-savvy, you can create custom connections through API access. And if you just want to get notified when things happen in the system, webhooks have got your back.

Training: You can access YouTube video tutorials. You can also get started with their certification courses: Requestor, Technician and Administrator Foundations (free of charge).

Pricing: The free plan offers unlimited work orders, procedures and requester users. It also offers real-time messaging capabilities. Additionally, it provides two work orders with attached procedures and two active repeating work orders. Plus, you get one-month access to advanced analytics. The paid plan starts at $16/month/user.

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EZOfficeInventory

EZOfficeInventory aims to be the one-stop shop for managing assets, from laptops to heavy machinery. The vendor doesn’t offer their system for free — instead, it’s a 15-day free trial. You can sign up for the trial via their website. Even though it’s not a totally free option, we had to cover it because of its affordable pricing.

Before we get into more details, let’s check out the system’s pros and cons.

Pros:

• Allows you to track unique attributes of assets and inventory.
• Tailors navigation menus, dashboards, labels, email templates and more to your specific needs.
• Good asset management tools.

Cons:

• Offers only a 15-day free trial
• The interface can feel crowded with too many options, making it difficult to find specific functions.
• The extensive customization options could be confusing.

You can customize everything from item names to dashboard layout. For instance, you can change the term “Asset Identification Number” to “Serial Number” if that’s what your company uses.

I could easily categorize items as assets (e.g., laptops, vehicles, machinery) or inventory (e.g., office supplies, tools). The system also allows you to create bundles of loosely associated items (think of a camera kit with a camera body, lens and accessories) and packages of tightly bound items (like a car and its components).

Create item packages with EZOfficeInventory.

The custom fields feature was a major plus, allowing me to track specific attributes of my assets or inventory. For instance, I created a custom field to record warranty expiration dates for equipment, maintenance history for vehicles or software license details for laptops.

The location feature allows you to track where your assets are physically located. You can create nested locations (e.g., building > floor > room) and even import locations from an Excel file. This feature is incredibly useful for organizations with multiple sites or departments, ensuring that assets are easily traceable.

The system makes it easy to create and print barcodes and QR labels for anything you want to track. It’s super helpful for quickly identifying and scanning items.

You can easily add and manage assets (individual, serialized items) and inventory (bulk items). The process is straightforward, and you can even import many items at once, saving time.

I was impressed with the “custody of items” feature, which can help you keep track of who was responsible for each item. Sending out verification requests was a simple way to make sure everything was where it should be.

Scheduling and tracking maintenance for office equipment was also a breeze with the service and maintenance module. I loved that I could set up recurring services for things like printer maintenance and link spare parts to specific repairs.

Schedule maintenance with just a few clicks.

The reporting module was super powerful, allowing me to create custom reports to see things like which items were checked out the most or which locations had the most assets. It gave me insights I wouldn’t have had otherwise.

The mobile app is a significant advantage, allowing for easy scanning, check-in/check-out and even adding new items on the fly.

The “Scan Center” helps streamline bulk actions, and the “Item Center” brings together all asset types for convenient management.

The system is pretty friendly with other apps. With just a few clicks, you can connect with GSuite, Okta, Jira, Zendesk and more.

Training: The vendor offers a “GUIDE ME” button on the home page with tutorials, guides and tours. It also has demo data for practice and additional resources on YouTube and their website.

Pricing: The basic plan starts at $40/month (for 250 items) which includes asset tracking, reservations, alerts, maintenance and basic reporting capabilities.

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UpKeep

UpKeep is a comprehensive maintenance management software that helps businesses handle repairs, upkeep, inventory and more. This is another system that doesn’t offer a free plan — you can sign up for a 14-day free trial. We covered it because of its affordable pricing.

Before we get into more details, let’s look at the system’s pros and cons.

Pros:

• Comprehensive work order management, inventory control and asset tracking.
• Intuitive user interface and robust analytics.
• Effective preventive maintenance tools.

Cons:

• Steep learning curve due to the breadth of features.
• Limited customization options for complex workflows.
• Pricing might be a barrier for smaller businesses.

One of my favorite features is the system’s automation capabilities. The preventive maintenance triggers, which can be set based on calendars or meter readings can help reduce unexpected breakdowns. For instance, you can set a trigger that automatically creates a work order for your HVAC system every six months for routine maintenance.

It also offers workflow automation, allowing you to create “if-this-then-that” rules to streamline repetitive tasks. For example, you can set a rule that automatically assigns emergency work orders to your most experienced technician, ensuring that critical issues are addressed promptly.

Automate workflows to save time with UpKeep.

Right off the bat, the work order system had me hooked. Creating a work order is as simple as clicking a button, and you can easily track its progress from start to finish. For example, when a motor in your main production line overheats, you can quickly create a work order, assign it to a technician and track its progress until completion.

Inventory? The system’s got you covered. Parts, costs, when to reorder — it’s all there. No more scrambling to find that one weird gasket you only use once a year. Better yet, you can just scan a barcode and your inventory is updated.

Speaking of keeping tabs on things, asset management capabilities are the real deal. I could track every piece of equipment, from the big conveyor belt to the smallest hand tool. Knowing the condition of everything, scheduling check-ups — it’s like having an Apple Watch tracking your health stats, except it’s for your entire operation.

Monitor your asset health.

You can integrate directly with Slack and Microsoft Teams for streamlined communication. It also connects with 5,000+ apps through Zapier, automating workflows. For further customization, the API and webhooks allow for building unique integrations.

Now, don’t get me wrong — for all the good about it (and there’s a lot to love), UpKeep isn’t perfect. There are a lot of features, and it took me a bit to wrap my head around everything. I also wouldn’t mind a few more options to really customize the workflows for a unique setup. And yeah, the price tag might give smaller businesses a bit of sticker shock.

Training: You can access the learning center with tutorials (though some are outdated), or take free certified courses for in-depth knowledge.

Pricing: Their paid plan starts at $20/month/user which includes unlimited work orders, preventative maintenance, custom tasks, unlimited request user licenses, asset management capabilities, and 24/7 phone, email and chat support.

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Fiix

Okay, so Fiix was the last CMMS solution I tested, and honestly, it left me with mixed feelings. It’s got this free plan that gives you access to core features like work orders, asset tracking, inventory management and even a mobile app. But, overall, it’s a bit limited.

Now, they do offer a free product tour to give you a taste of the software. It feels kinda like window shopping — you can see the features, but you can’t really interact with them.

Before we get into more details, let’s check out the system’s pros and cons.

Pros:

• Easy to navigate, even for those who aren’t tech-savvy.
• Comprehensive asset management.
• Mobile access.

Cons:

• Advanced features like reporting and analytics are only available in paid plans.
• Some modules can be a bit sluggish compared to other CMMS systems.
• Creating asset hierarchies and user permissions can be a bit time-consuming.

Once you’re in, you’ll find that Fiix has a pretty user-friendly interface. It’s easy to navigate, even if you’re not a tech whiz. One thing I really liked about the system is that it’s got these little video tutorials tucked away in every corner. So, if you get stuck or need a refresher, just click the video help button and you’re good to go.

The asset management module is where the system really shines. You can create a detailed hierarchy of your assets, from your overall facility down to individual components.

For example, you could have a hierarchy that goes like this: Facility > Production Line > Machine > Motor. This makes it super easy to keep track of all your equipment.

Even better, each asset gets a unique QR code you can print out and stick on your equipment. So, when a technician needs to work on something, they scan the code with the mobile app, and all the relevant information pops up. No more digging through filing cabinets for manuals!

The work order module is pretty straightforward. You can create, search, filter and categorize work orders to keep everything organized. It also lets you import and export work orders in CSV format, which is great for data management.

View all your work orders on a single screen with Fiix.

And if you’re the type who likes to plan (who isn’t?), the scheduled maintenance feature is great. You can set up triggers for work orders based on time, meter readings (like how many hours a machine has been running), or even specific events (like a power outage). This way, you can automate your maintenance routines and make sure nothing slips through the cracks.

The parts and supplies module is also pretty well-organized. It uses the same hierarchy as your assets, so you can easily see which parts belong to which machines. You can track stock levels, see what you’ve got on order and manage supplier information all in one place.

Fiix’s parts and supplies module.

Now, here’s the thing: while the system itself is pretty good, it did feel a bit sluggish at times. Compared to some other CMMS software I’ve tried, the loading times were a little slow. I also wasn’t able to integrate systems in the free plan, though the paid plan offers several integration options.

One thing to keep in mind is that the free plan doesn’t include reporting and analytics. That’s a bummer, but, hey, you can’t have everything for free, right? (Actually, you can, according to some of the other options on our list.)

Training: You can access their free support videos from their website. You can also visit their learning center which offers step-by-step guides on navigating the app, setting up assets and managing users. However, some resources focus on paid features, which might leave you wanting more.

Pricing: Apart from the features listed above, you also get 25 active preventive maintenance (PM) tasks. Their paid plan starts at $45/month/user.

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How We Assessed and Tested Products for This Comparison

Our research team only considered the freemium version of a product or solutions that are completely free to use — not ones that merely offer a free trial. Using that starting point, our analysts used an in-depth research process to understand the market. They then recommended the best 5 products based on a range of criteria.

They looked at the following criteria: feature comprehensiveness, product popularity, user reviews and ratings, SelectHub in-house data, hands-on experience, market analysts’ reports, thought leaders’ opinions and information available in the public domain.

Products with better user reviews were given preference, provided they adequately met the other criteria listed.

With a list of the best products in hand, I spent hours studying and testing each solution against the criteria we set for our category. Whenever I couldn’t access the system, I relied on client testimonials, user reviews, product tours and case studies.

I also completed vendor software certification courses whenever possible. For example, MaintainX provides free certification courses at the Administrator, Requester and Technician levels.

Here’s what I focused on for testing each free CMMS app:

• Ease of Use: A good CMMS should feel as intuitive as checking your email. Creating work orders, updating asset details and finding information should be a breeze, not a chore.
• Work Order Management: We looked for apps that make it easy to create, assign, track and close work orders. Think prioritization, status updates and the ability to attach photos or notes — all the little things that make a big difference.
• Asset Management: We checked for features that let you track asset details, maintenance histories and costs.
• Preventive Maintenance: An ounce of prevention is worth a pound of cure, right? We made sure the CMMS apps could handle scheduling and tracking preventive maintenance tasks. Automatic scheduling, recurring tasks and alerts? Yes, please.
• Inventory Management: The systems we looked at needed to offer solid inventory tracking, with features like reorder points and purchasing systems integration.
• Reporting and Analytics: We dug into the reporting capabilities of each app, looking for insights into work order history, asset performance and costs.
• Integrations: We looked for systems that play well with others, integrating smoothly with your accounting apps, inventory management tools and others.
• Training and Support: Even the best software can be a little confusing at first. We made sure to check if vendors offered helpful resources like documentation, tutorials and customer support.
• Unique Features: Sometimes, it’s the little things that set an app apart. We kept an eye out for cool extras like mobile access, barcode scanning or even IoT integration.

I tested each CMMS by creating a new account, following the setup steps and adding sample data like equipment and work orders. The time we spent with each app was between one and three days based on its features and complexity.

Learn more about our research methodology and editorial standards.

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Why Should You Choose Free CMMS?

So, you’re thinking about going with a free CMMS? Here are some things to consider:

The good stuff:

• Saves you money upfront (perfect for tight budgets!).

The not-so-good stuff:

• Might have hidden costs down the road (training, extra features, etc.).
• Could be missing some advanced features that you might actually need, like AI-generated analytics and automation.
• Might not be the best if you’re planning to grow your business.
• Probably won’t come with much support (if you’re not techy, that’s a problem).

Things to double-check:

• Data security is super important, so make sure they’ve got that locked down.
• Will it play nice with the other tools you’re using?
• Can you customize it to fit your specific way of doing things?
• Is the company behind the software legit and reliable?

Just remember, a free CMMS can be awesome, but make sure you know what you’re getting into before diving in! Think about your long-term goals and choose what’s best for your business.

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FAQs

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Want To Compare Products Side by Side?

Do you want to dig deeper into these products or compare others that didn’t make our list? Our free comparison report will help you do just that. You can compare multiple products simultaneously so you don’t have to switch between multiple tabs.

What are your thoughts on implementing free CMMS software? Share them in the comments below!

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