3 Best Free and Open Source CMMS Software

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Maintenance requests piling on? Tough tracking what’s done and what’s not? Check out these top free CMMS solutions for help.

header image showing free and open source cmms tools

If you’re a technician or an asset/property manager, you know how overwhelming it can be to keep track of every maintenance request and asset on your property. There is always a broken light to be fixed, some machine that needs repair, or the heating, ventilation, and air conditioning (HVAC) that needs an adjustment.

The good news is that a computerized maintenance management system (CMMS) can help you streamline all this and restore some order to the chaos of maintenance work. The bad news is that CMMS solutions are typically pricey.

This is because these systems are normally targeted at large businesses in industries such as production and manufacturing, facility maintenance, field service maintenance, or fleet maintenance. These businesses already heavily invest in their assets and thus don’t mind splurging a little more to obtain specialized software to maintain those assets.

However, small and midsize businesses or independent technicians can’t afford to spend as much on a CMMS solution. To help such buyers we’ve prepared a list of the best free and open source CMMS tools.

To be considered for this list, tools had to offer the following functionalities:

  • Support more than one asset
  • Allow users to create work orders and maintenance requests

What does “best” mean? Each of the three tools included in this article had a minimum user rating of 4.0 on Capterra’s software directory over the past two years.

For more details on how we selected these products, you can read our methodology here.

3 most-popular, free CMMS solutions

(In alphabetical order)


Comparison of top 3 free and open source CMMS software

1. Fiix

Fiix is a cloud-based CMMS and asset maintenance software tool with a free version for individual users. The free version allows managing a maximum of 20 assets, with further limitations such as only 25 work orders per month, 10 notifications for preventive maintenance, and 500 inventory parts and supplies. The free version supports only one language—English—and 250 MB of document storage.

Dashboard view in Fiix

Dashboard in Fiix (Source)

The free version also offers a mobile app, complete with onboarding, asset tagging, and push notifications. Among other important features, it offers a calendar and custom dashboard to help track maintenance activities and requirements.

Assistance for the free version is limited to embedded video tutorials and the chat option on the website and does not include access to the help desk or assistance on configuration and technical account management.

Reviewers of Fiix on Capterra share the following pros and cons:

Pros

Cons

Users find tracking maintenance and work orders via the tool easy. Users state that the mobile app needs improvements in user interface and functionalities.
They also state that the tool gives a clear picture of the status and tasks performed on each asset. They also feel that batch meter reading should be faster and not as time-consuming as it is now.

Cost to upgrade: Plans start at $40/user/month for small businesses and go up to $110/user/month for enterprise users.

Mobile apps: Android, iOS

Most suitable for: Independent technicians/contractors or small businesses looking to maintain fewer than 20 assets.

2. ManWinWin

ManWinWin is a CMMS solution that offers both cloud and on-premise deployments. The tool’s free version, ManWinWin Express, supports a single user and up to 50 assets. It offers maintenance features such as work orders and maintenance requests and supports multiple languages, including English, Spanish, and French.

Dashboard view in ManWinWin

Dashboard in ManWinWin (Source)

The solution offers mobile apps that can be used while on the go. The catch with the free version is that it can only be hosted on-premise. The installation requirements include Windows 7 or 10, 1 gigahertz (GHz) or faster processor, up to 2 GB of RAM, and 1 GB of available hard disk space. Online updates for the software are free but require raising a free lifetime license request within the first 12 months of signing up.

In terms of assistance, the vendor provides a knowledge base including a user manual to handhold users through step-by-step set-up and implementation.

Reviewers of ManWinWin on Capterra share the following pros and cons:

Pros

Cons

Users state that the solution is easy to use. Users report that the initial set up of the software can be complicated and time-consuming.
Some users also appreciate the flexibility of including a variety of information in work orders as well as the filter option that allows sorting and aggregating work orders. Some users express that they would like the option to add more assets in the free version.

Cost to upgrade: Cost for cloud or on-premise plans not publicly provided by the vendor.

Mobile apps: Android, iOS

Most suitable for: Small or midsize businesses with a single asset/property manager.

3. UpKeep

UpKeep is a cloud-based CMMS solution geared toward independent technicians. The free version of the solution is quite similar to their paid starter pack in terms of functionalities but is limited in the number of work orders, maintenance requests, and customization options (the vendor does not specify exact limitations on the website). It allows only one user.

Creating a work order in UpKeep

Creating a work order in UpKeep (Source)

The solution offers mobile apps that can be used while on the go. The free version does not allow users to generate reports and create shared work orders or purchase orders. Instead, they can generate shareable links for work orders. Another significant limitation of the free version is that technicians cannot view their work order history.

Assistance from the vendor is also limited to a knowledge base of articles and training webinars and the chat option on the website and does not include phone support, onsite implementation or training, or a dedicated account manager.

Reviewers of UpKeep on Capterra share the following pros and cons:

Pros

Cons

Users report that the software has a friendly interface. Users report that the learning curve can be tough, especially when alternating between the desktop version and the mobile app.
Users also appreciate the flexibility the solution offers in adding information to work orders, including adding pictures and annotations where needed. Some users also state that the initial set up of assets is cumbersome.

Cost to upgrade: Plans start at $40/user/month for small businesses and go up to $180/user/month for enterprises with a minimum of 25 users.

Mobile apps: Android, iOS

Most suitable for: Independent technicians looking to streamline their work or small businesses looking to manage their assets or property.

Next steps

Now that you have reviewed the best free and open source CMMS solutions, it’s time to ask yourself which one would you need. Below are some considerations you should keep in mind while evaluating CMMS solutions on the market:

  • How specialized is your industry: Think about the nature of maintenance work you need to manage and how specialized your industry is. For niche maintenance work, there are specialized software tools such as building maintenance, facility maintenance, and equipment maintenance. If the nature of your maintenance falls within such niche categories, consider exploring these solutions instead of a free CMMS.
  • How basic or advanced features do you need: Free CMMS solutions will offer only the very basic features. If you need to focus on advanced capabilities such as preventive maintenance, consider exploring specialized preventive maintenance solutions instead.
  • Evaluate usability: To be able to fully utilize your CMMS solution, ensure that it is user-friendly and doesn’t require much technical expertise. Prefer solutions that also offer a mobile app and ensure that critical features on the desktop version are also available on the app.

If you are currently using a CMMS solution, or have used one in the past, feel free to share your experience with us in the comments below.

For more information on CMMS solution, check out the following resources:


Methodology

Based on secondary research (via Incognito Google search) 37 products were considered for evaluation. 10 products that appeared (on third-party listings) at least twice during the secondary research were shortlisted for further evaluation.

These 10 products were evaluated against our definition of CMMS: CMMS solutions help businesses organize and standardize their maintenance practices, supervise maintenance operations and procedures, report progress, and more. Facilities use CMMS for assigning maintenance requests to staff and technicians as well as tracking equipment usage and inventory levels.

Products that met the market definition also needed a minimum of 20 reviews published on the CMMS software category page between January 2, 2018, and January 20, 2020. During the same period, the products had to also have a rating higher than 4.0 out of 5.

For the products that met the above requirements, we checked if a free version was available. We classify a product as free if:

  • It offers a standalone free version of the software.
  • This is not a trial version of the software where you must purchase the product after a set period of time.

The three products that met all the above criteria have been included in this article.

Disclaimer: Listed pros and cons are derived from features listed on the product website and product user reviews on Gartner Digital Markets domains (Capterra, GetApp, and Software Advice). They do not represent the views of, nor constitute an endorsement by, Capterra or its affiliates.

Looking for CMMS software? Check out Capterra's list of the best CMMS software solutions.

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About the Author

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Rupal Bhandari

Rupal Bhandari is a specialist analyst covering Sales and Account Management markets. She received her Masters degree from the University of Delhi, India, and has created content for some of the world's leading technology products and companies.

Comments

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Re: Quetzal Acosta

Have you tried Comma CMMS? That runs just $10 per user per month.

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Hi, thanks for this guide. I will definitely explore some of the options you recommend here. I manage a really small maintenance team for a boutique hotel, and I would like to bring something that could help us assign and keep track of our maintenance work, as well as keeping an inventory of the physical assets in our facility. I tried Fiix, which I really liked, but, in all honesty, too expensive. I guess we are truly small, within the small business category. I need to connect at least 3 to 4 users (between technicians and supervisors) and $30-$40 per user, per month, is just too high for us. What would you recommend, given our budget limitations? Thank very much.

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Does anyone knows a CMMS that supports android? Anyone of above?

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Work orders are the hub of the maintenance management system. Along with providing a digital form rather than traditional paper-based work orders, a CMMS work order represents the central element of your maintenance database. Though I have tried a lot of CMMS for my company, and we did not find what we expected. But a few months ago, I tried http://www.downtimecollectionsolutions.com and found it awesome!!

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How about zmaint.com, anybody use it?

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Why OpenERP is not listed? It has also the Mainenance Scheduling feature

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Great list except you should add limblecmms.com. There is a subscription cost, however, the tool is low cost and very easy to use.

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I would suggest as well Twimm, which is one of the best CMMS. It’s for french people though (at the moment)
If you want to have a look at it :
https://www.twimm.fr/gmao/

Ben

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Thanks!

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Thank you for your attention to detail and great writing style. Your professionalism shows in your article. I like your interesting views and appreciate your unique ideas. This is quality.

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Thanks for placing in the Public Domain.

A lot of hard, thoughtful work.

Daniel Adeniji

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Guys,

I’ve try a lot of CMMS for my companie, and we did not find what we expected. But a few month ago, I try http://www.mobility-work.com, it’s a maintenance social network and it’s awesome.

Maybe you can try it.

Cheers, Erwan

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Check out UpKeep!

http://www.onupkeep.com/

We are currently a 100% CMMS for small businesses. Many of the others only offer a free trial period.

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Thanks for the comments, folks.

Comma has a free lite version which you can see here: https://commacmms.com/site/#products

We wanted to include open source projects to give buyers some more options when looking into some of the less mainstream CMMSs out there. Sorry if there was any confusion around that.

SS CMMS has switched to a pay model (although it’s only $50 a year). This is a recent development that stems from some personal issues the developer is going through. I’ll be updating the listing soon to include the new info, and thanks for the keen eye.

Cheers,
Andrew

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At 01/01/16 none of this software are free, most are open source, but wich price.

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Unfortunately, SS-CMMS is not free.
They offer a free one month trial. A subscription is $48.00 a year.

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