A Guide to Facility Management Software Costs

Facility management is an integral part of running any organization efficiently. Whether you're responsible for a small organization or a large business, the right facility management software can make a world of difference. However, before you dive headfirst into onboarding this kind of software, it's crucial to understand the costs involved. In this guide, we'll break down the various aspects of facility management software costs to help you make informed decisions.

Licensing and Subscription Fees

The most notable cost associated with facilities management software is the licensing or subscription fee. Many software providers offer various pricing models, such as by number of users, per facility, by square footage, or based on the features your organization needs. It's essential to choose a pricing model that aligns with your organization's size and requirements. Be sure to inquire about any additional charges for upgrades and support.

Onboarding Costs

Onboarding facility management software often requires professional services to set up and configure the system to meet the specific needs of your facility. These services can include data migration, onsite visits, software customization, and staff training.

Hardware and Infrastructure

Depending on the software you choose, you may need to invest in new hardware or upgrade your existing infrastructure. Ensure your organization has the necessary servers, computers, and network capabilities to support the software whether it is on-premise or one of the cloud based facility management systems. These infrastructure costs can vary widely depending on your current setup and the software's requirements.

Maintenance and Support

Facility management software does require ongoing maintenance and support to keep it running smoothly. Consider the cost of annual maintenance fees and any additional charges for technical support or updates. While some companies provide technical support as part of the subscription, others charge a fee for this service. Remember that having reliable support can be crucial when issues arise.

Training Expenses

Your staff will need training to use the facility management solution effectively. Comprehensive training increases the adoption of the software, which improves efficiencies. Some software providers offer free training, while other training programs come at an additional cost. It is common to have initial training included with overall pricing, and follow-up training available for purchase.

Integration Costs

If you already have other software systems in place, integrating your CMMS software with them can be essential for seamless operations. Integration costs can vary based on the complexity of your existing systems and the software's compatibility.

As you explore CMMS solutions, it’s beneficial to understand the potential costs involved. By considering monthly or annual fees, onboarding costs, hardware requirements, training expenses, and integration costs, you can create a more comprehensive budget and plan better for onboarding.