CMMS vendors are not being deceptive when they quote a low per-user rate — they are just quoting what they are asked to quote. The problem is that buyers ask the wrong question. "How much per user?" is the wrong starting point. The right question is: "What is the total cost to get this system running at our plant and keep it running for 3 years?"
This checklist covers the 10 cost categories that are routinely absent from initial CMMS quotes — not because vendors hide them, but because buyers do not ask. Print this list and bring it to every CMMS evaluation call.
Many CMMS platforms restrict API access to mid or upper tiers. If ERP integration is on your roadmap — and it should be — confirm whether API access is included in your quoted tier or requires an upgrade. Cost impact: $0 or $200-$600/month extra.
Some vendors charge per device or restrict mobile access to paid add-ons. For a maintenance team where technicians work on the floor, mobile access is not optional. Confirm: is mobile included, or is it an add-on? Cost impact: $0 or $15-$40/user/month extra.
Photo attachments on work orders eat storage quickly. Some vendors impose storage caps and charge for overages. A plant generating 500 work orders per month with photo evidence will hit storage limits within 12-18 months. Ask: what is the storage limit and overage cost? Cost impact: $50-$500/month overage.
The quoted per-user rate often applies to technician seats. Admin seats — for managers, schedulers, and supervisors — may be priced differently or counted separately. Confirm how many admin seats are included and the cost of additional ones. Cost impact: $0 or $30-$100/admin/month.
Guided implementation with dedicated onboarding is usually sold separately. Self-serve documentation exists, but a 30-person maintenance team will not self-implement a CMMS without support. Ask: what is included, what is extra? Cost impact: $2,000-$25,000 one-time.
Self-serve onboarding is included but rarely sufficient. Guided implementation with data migration and configuration is typically $3,000-$50,000 depending on plant complexity. Ask what is included before signing.
Importing existing asset lists, PM schedules, and work order history from your previous system or spreadsheets is rarely automatic. Most vendors charge for migration services or limit what they will import. Cost impact: $1,500-$15,000.
Annual contracts with automatic renewal and 60-90 day notice requirements are standard. Enterprise deals may include minimum spend commitments. Ask: what is the cancellation notice period? Is there a minimum contract term? What happens to your data if you leave? Cost impact: variable.
Standard support (email only, 2-3 business day response) is typically included. Priority support with phone access, dedicated CSM, or SLA guarantees is usually 15-25% of annual licence cost extra per year. Cost impact: $1,500-$10,000/year.
Standard reports are included. Custom reports, scheduled report delivery, or export to BI tools (Power BI, Tableau) may require higher tiers or add-on fees. Cost impact: $0 or $100-$500/month. See which of these apply to Fabrico's pricing — we are happy to walk through what is included.
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