Stop renting your maintenance software: the CMMS cost teardown

A 10-technician shop pays $2,400–$9,000 every year for cloud CMMS at current list prices. A self-hosted CMMS is $129 once. Here is the math, and the honest list of what you give up.

The deal you actually signed

Every major cloud CMMS prices the same way: per user, per month, forever. Not per asset. Not per work order. Per human being who needs a login.

Think about what that means for maintenance specifically. The whole point of a CMMS is that everyone touches it — the techs closing work orders, the supervisor scheduling PM, whoever logs meter readings on the forklift. A per-seat meter on maintenance software is a meter on the exact behavior that makes the system work. Every person you add to the system adds to the bill; every person you leave off the system to save money punches a hole in your maintenance history.

The current list prices (fetched from the vendors' own pricing pages on 2026-07-20):

• Fiix (fiixsoftware.com/pricing): Basic $45 per user, per month, Professional $75 per user, per month. Enterprise is custom pricing.
• MaintainX (getmaintainx.com/pricing): Essential $20 per user/month billed annually ($25 billed monthly), Premium $65 per user/month billed annually ($75 monthly). There is a free Basic tier, and Enterprise is quote-only.

The store's comparison pages (prices checked 2026-07-05) add two more data points: UpKeep at $24/user/mo on Essential, and Limble, which publishes no price at all — tiers behind a quote-gated calculator. When a vendor won't print a number, that is itself information about how the number behaves over time.

The math at a 10-tech shop

Take a realistic small operation: ten people who need logins — eight technicians, a maintenance supervisor, an office admin who runs the reports.

Read the cheapest row again. The entry tier of the cheapest metered option costs a 10-tech shop $2,400 a year — every year, with your entire maintenance history (what broke, when, what it cost, which machine is bleeding you) living on the vendor's servers. Stop paying and the history goes dark.

And that's the cheapest configuration. The tiers vendors mark "Most popular" — Fiix Professional, MaintainX Premium — put the same shop at $7,800–$9,000 a year. Over five years that's $12,000–$45,000 spent on software whose core job is date arithmetic and a parts ledger.

To be fair to the SaaS side: MaintainX has a genuinely free Basic tier, and if it covers your needs, use it — free beats $129. The teardown is aimed at the moment you outgrow free and the per-seat meter starts.

What a CMMS actually needs to do

Strip away the enterprise brochures and the core loop is small. Here is what Fixora — the $129 product on the other side of this comparison — actually ships. This is its real feature set, no inflation:

• Assets — auto-numbered tags (AST-0001…), category, location, status, purchase info, photo, and a full per-asset view: maintenance history, open work orders, PM schedules, meters, downtime log.
• Usage meters — engine hours, odometer km, cycle counts, with a monotonic reading log: a lower reading is rejected unless explicitly flagged as a correction, so history can't silently go backwards.
• PM schedules, calendar AND usage-based — interval in days, and optionally every N units on a meter. Next due = whichever trigger comes first, computed live in your timezone. No cron job. Overdue and due-soon are flagged on the dashboard, the PM list, and the calendar.
• Maintenance calendar — a month grid of PM due dates and open work orders; overdue PM is pinned to today with a red badge; print-friendly.
• Work orders — WO-0001…, corrective/preventive, four priorities, assignee, labor minutes, downtime minutes, and an enforced state machine: open → in-progress → done/cancelled. Done requires a resolution note.
• Spare-parts inventory — part numbers, stock, unit cost, min-stock alerts, CSV export. Consuming parts on a work order decrements stock atomically (stock can never go negative) and snapshots the unit cost onto the WO, so later price edits never rewrite history.
• Cost and downtime reporting — month-over-month and per-asset: labor (minutes × your hourly rate) plus itemized parts, all in integer cents, never floating-point money.
• Technician work view — each tech's open work grouped by priority; prints as a daily worksheet.
• Printable QR asset tags — offline QR generation, no CDN; scanning opens the asset's page after sign-in.
• CSV exports everywhere — assets, work orders, PM schedules, monthly costs, parts. You are never locked in.

The claim behind all of it: maintenance math you can audit. Next-due is pure date arithmetic plus a usage trigger against real meter readings, and the shipped test suite — 316 offline assertions, including hand-computed leap-year and timezone fixtures and the full work-order transition matrix — runs on your machine with one command. You don't have to trust the vendor's math; you can execute it.

The self-hosted math

Fixora is $129, once. Plain PHP 8 + MySQL (or SQLite), zero framework, zero Composer dependencies, no build step. It uploads to the $5/month shared hosting you probably already pay for and installs through a web installer in about two minutes.

Break-even against the table above, for the same 10-tech shop:

• vs Fiix Basic ($450/mo): about 9 days
• vs MaintainX Premium annual ($650/mo): about 6 days
• vs UpKeep Essential ($240/mo): about 16 days
• vs MaintainX Essential annual ($200/mo): under 3 weeks

Even at the store's more conservative 3-user comparison scenario (prices checked 2026-07-05 at ownware.io/vs/fixora), the one-time price equals 1–3 months of subscription. After break-even, the delta compounds: year one at the cheap end saves ~$2,270; at the "Most popular" tiers it saves ~$8,900. Every year after that, the SaaS column resets to full price and the Fixora column reads zero — because there is no per-user meter. Ten logins-worth of usage or two, the price was $129.

The other half of the ownership argument isn't money. It's that your maintenance history — the record of every failure, every part consumed, every hour of downtime — lives in your database, on your server, exportable to CSV at will. That record is operational memory. Renting it means it evaporates the day you stop paying.

What you give up — read this before the demo

Credibility requires the full list. Self-hosting is a trade, not a free lunch, and Fixora is deliberately the focused core of a CMMS, not an enterprise EAM suite. Straight from its own documentation:

1. You operate it. Uploading files, pointing a web root, making one folder writable. It's a two-minute installer on standard shared hosting, but the two minutes are yours.
2. You run backups. No vendor is snapshotting your data nightly. The backup surface is small — one MySQL database (or a single SQLite file) plus an uploads folder — but if you don't back it up, nobody does.
3. No vendor support SLA. This is a one-time commercial license for source code, not a subscription with a 24/7 support desk. When something confuses you at 2 a.m., there is no chat widget.
4. Single admin login per installation. Fixora is single-tenant by design: one shared sign-in, with technicians managed as an assignee list rather than as separate user accounts with roles and permissions. For a small crew this is often fine; if you need per-user audit trails and role-based access, it's a real limitation.
5. No native mobile app. The web UI is responsive and works in any phone browser — techs can scan a QR tag and land on the asset page — but there is nothing in the app stores.
6. No IoT / telematics auto-ingest. Meter readings are typed in by a person. The monotonic log keeps them honest, but nothing reads your sensors automatically.
7. No purchasing / purchase-order module. Parts stock is adjusted by hand or by work-order consumption. If your parts workflow revolves around POs and vendor management, that lives outside Fixora.
8. Reports are on-screen + CSV. No server-generated PDFs; the calendar and worksheets are print-CSS instead.

Each of those is a feature the metered products legitimately sell. The question the math forces is whether they're worth $2,400–$9,000 a year to your specific operation — or whether they're enterprise features you're being charged for while using the core loop.

Who should NOT switch

Honesty cuts both ways, so plainly:

• Multi-site enterprises. If you run maintenance across plants with site-level tenancy, approval chains, and integrations into ERP, you are the customer Fiix Enterprise and Limble exist for. Fixora is single-tenant and will not stretch that far.
• Operations that need sensor-driven PM. If condition-based maintenance from live telemetry is your model, manual meter entry is a non-starter.
• Teams where per-user accountability is mandatory. Regulated environments needing individual logins with audit trails per user should not run on a shared admin sign-in.
• Crews with zero tolerance for self-administration. If nobody on staff can upload files to a web host and download a backup, the subscription's white-glove layer is what you're actually paying for — and that can be rational.
• Teams the free tier already covers. Again: MaintainX Basic is free. Don't pay $129 to escape a bill you don't have yet.

Everyone else — the small factory, the facilities crew, the fleet on hour-based service intervals, anyone currently quoted per-user-per-month for assets + PM + work orders + parts + cost visibility — is paying an enterprise meter for a core loop that fits on shared hosting.

See it before you believe any of this

Don't take a teardown's word for it either. There's a live Fixora demo — real data, no sign-up — at ownware.io/demo/fixora. Open the maintenance calendar, log a meter reading, consume a part on a work order, and check the cost report against a calculator. Five minutes, and you'll know whether the core loop covers your operation.

And if you want the line-by-line comparisons against the vendors named above — Fiix, MaintainX, UpKeep, Limble, with cited prices and dates — they're at ownware.io/vs/fixora, alongside the rest of the alternatives library. The product page is ownware.io/p/fixora: $129, one-time, source included, your server.