Welcome to the ultimate guide on CMMS.

Technicians jump between five different apps just to complete one task.

Managing a single facility with 20 different disconnected software tools adds to the complexity, making operations inefficient and frustrating.

And after all that hassle?

You’re left with scattered vendors, outdated asset records, unreliable data, and costs that keep popping up out of nowhere.

Worse yet, it throws your long-term plans off track, making it impossible to see the bigger picture for growth. You’re running in circles—and still ending up further from your goals.

The truth is that without a unified view and seamless collaboration, operations are bound to suffer.

So, the era of legacy CMMS has clearly become a thing of the past.

All this legacy CMMS hassle isn’t just a time drain—it’s hurting critical metrics like response times, asset uptime, and tenant satisfaction. Constant system-switching slows down workflows and drives up costs, while data gaps lead to unexpected breakdowns.

Investa’s problems with legacy CMMS

Investa faced a core challenge with its CMMS contracts: they were rigid, locking in a fixed number of buildings for a set number of years. This lack of flexibility made it hard to add or remove properties as needed.

On top of that, their legacy software didn’t support APIs, making integration with other systems a major hurdle.

Investa’s goals

• Streamline operations and eliminate manual tasks.
• Achieve portfolio-wide visibility.
• Enhance contractor engagement and vendor compliance.

To tackle these challenges and accelerate their path to success, Investa needed a unified CMMS software capable of breaking down the silos created by over a decade of fragmented systems.

– General Manager of Facilities Services of Investa

Our solution

• Centralized asset data and maintenance history.
• Seamless management of routines, tenant requests, and work orders.
• Integrated KPIs, SLAs, compliance, and financial management.
• Easy-to-use apps for tenants and technicians.

The result

Investa gained the flexibility and integration capabilities their legacy CMMS lacked, paving the way for seamless, portfolio-wide operations.

Modern challenges demand modern solutions—this is where a connected CMMS steps in to redefine operational excellence.

The results from our recent poll speak volumes:

O&M teams are struggling with a fragmented tech landscape. Key challenges include:

• Work Outside Systems: 62% of work happens outside CMMS/CaFM
• Interoperability Issues : 74% face integration problems with energy management solutions.
• Lack of Visibility: 83% struggle with operational visibility due to disparate automation and software.

This disjointed approach hinders efficiency and increases costs.

Certainly, it's time for something better.

Successful property operations hinge on a robust technological foundation—an advanced CMMS built to drive business success.

Traditional systems struggle to keep pace. And it becomes essential to rethink how we approach facility operations.

Connected CMMS changes the game by bringing everything — connecting people, processes, and systems—into one seamless platform, finally overcoming the silos of traditional CMMS.

Managing portfolio operations becomes smarter, simpler, and more collaborative with a connected CMMS.

Check out Rajavel’s article on why we led the charge to build the first Connected CMMS , designed to meet today’s evolving needs in property operations.

1. Easy integration with your existing systems

A connected CMMS can integrate with your ERP, HR, and financial systems . This means all your data flows seamlessly between departments without any extra work.

2. Access anywhere with mobile and web support

With a connected CMMS, you can manage work orders, assets, and inventory from your phone or computer, wherever you are. You get instant updates and can respond in real time. Legacy CMMS, on the other hand, is usually stuck on desktops, making it harder for teams on the go to stay in the loop.

3. Smart user management for more control

A connected CMMS offers Single Sign-On (SSO) and can handle unlimited users at the same time. You can track performance and make adjustments easily. Whereas legacy systems often have limits on how many users can be active, making it tough to scale and manage.

4. Automate tasks and get proactive insights

A connected CMMS automatically routes work orders and gives you recommendations based on trends. It helps you stay ahead of issues and cut down on downtime. Legacy systems rely on manual work and lack smart automation, which leads to slower responses and more mistakes.

We have identified some of the top benefits that a connected CMMS has to offer. We carefully categorized them by factors like operational efficiency, management, stakeholder collaboration, etc. Some of the key benefits of a connected CMMS are listed here.

Here’s a checklist to help you compare and evaluate various CMMS software options. Let’s break it down into six key steps that will guide your decision-making process.

In addition, you can also download a printable version of our CMMS evaluation guide . This will help you to easily identify and select the best CMMS software for your requirements.

Common reasons include inadequate planning, ineffective execution, and choosing a vendor that doesn’t align with your business needs.

To avoid these pitfalls, here’s a 10-step CMMS implementation plan , divided into pre-implementation, during-implementation, and post-implementation phases.

Let’s break down what influences CMMS pricing and what you should expect.

Generally, a basic cloud-based CMMS solution costs $30 and $150 per user per month to upwards of even $4000 per month based on capabilities.

CMMS pricing is not fixed and varies widely. It is often influenced by factors like features, user count, deployment type, etc. Generally, a basic cloud-based CMMS solution costs $30 and $150 per user per month to upwards of even $4000 per month based on capabilities.

In contrast, on-premise solutions typically start with a one-time license fee around $10,000, along with costs for implementation, training, and ongoing support.

Custom pricing may apply for larger enterprises or organizations with unique requirements, ensuring the solution aligns closely with their operational needs.