How FacilityFlow Stacks Up Against IBM Maximo, SAP, eMaint & Others
See the real costs of facility management software—including hidden fees, implementation, and long-term total cost of ownership. The numbers speak for themselves.
The Truth About Facility Management Software Costs:
Traditional Per-User Model (100 users):
- IBM Maximo: $180,000/year + $50K setup = $590,000 over 3 years
- SAP EAM: $144,000/year + $75K setup = $507,000 over 3 years
- Archibus: $96,000/year + $30K setup = $318,000 over 3 years
- eMaint: $84,000/year + $15K setup = $267,000 over 3 years
FacilityFlow Resource-Based Model (unlimited users):
- Professional Plan: $8,388/year + $0 setup = $25,164 over 3 years
YOU SAVE: $241,836 - $564,836 over 3 years
That's 90-95% in savings!
Side-by-Side Comparison
TABLE 1: PRICING COMPARISON (100 Users)
Cost Component | IBM Maximo | SAP EAM | Archibus | eMaint | Fiix | FacilityFlow |
|---|---|---|---|---|---|---|
Per User/Month | $150 | $120 | $80 | $70 | $55 | $0 |
Monthly Total | $15,000 | $12,000 | $8,000 | $7,000 | $5,500 | $699 |
Annual Cost | $180,000 | $144,000 | $96,000 | $84,000 | $66,000 | $8,388 |
Setup Fee | $50,000+ | $75,000+ | $30,000 | $15,000 | $5,000 | $0 |
Implementation | 6-12 mo | 9-18 mo | 4-8 mo | 2-4 mo | 4-8 wk | 2-6 wk |
Training Cost | $20,000+ | $30,000+ | $10,000 | $5,000 | $3,000 | Included |
Mobile Apps | $5,000/mo | Included | $2,500/mo | Included | $1,000/mo | Included |
Annual Maint. | 22% | 22% | 18% | 15% | 18% | Included |
Year 1 Total | $290,000 | $321,000 | $166,000 | $123,000 | $90,000 | $8,388 |
3-Year TCO | $590,000 | $507,000 | $318,000 | $267,000 | $207,000 | $25,164 |
Savings Summary (100 Users, 3 Years)
- vs IBM Maximo: Save $564,836 (96%)
- vs SAP EAM: Save $481,836 (95%)
- vs Archibus: Save $292,836 (92%)
- vs eMaint: Save $241,836 (91%)
- vs Fiix: Save $181,836 (88%)
TABLE 2: FEATURE COMPARISON
Feature Category | IBM Maximo | SAP EAM | Archibus | eMaint | FacilityFlow |
|---|---|---|---|---|---|
Core CMMS | ✅ | ✅ | ✅ | ✅ | ✅ |
Asset Management | ✅ | ✅ | ✅ | ✅ | ✅ |
Work Orders | ✅ | ✅ | ✅ | ✅ | ✅ |
Preventive Maint. | ✅ | ✅ | ✅ | ✅ | ✅ |
Mobile Apps (iOS/Android) | $50/user | ✅ Limited | $25/user | ✅ | ✅ Full |
Offline Mode | ❌ | Partial | ❌ | ✅ | ✅ |
IoT Integration | $100K+ add-on | $75K+ add-on | Add-on | Limited | ✅ Included |
AI Predictive Maint. | $150K+ add-on | $200K+ add-on | ❌ | ❌ | ✅ Included (Q2 2026) |
Energy Management | Add-on | Add-on | Add-on | ❌ | ✅ Included |
Visitor Management | ❌ | ❌ | Add-on | ❌ | ✅ Included |
Space Management | Add-on | ✅ | ✅ | ❌ | ✅ Included |
QR/RFID | Add-on | Add-on | Add-on | ✅ | ✅ Included |
Custom Dashboards | Limited | ✅ | Limited | ✅ | ✅ Unlimited |
API Access | Limited | ✅ | Limited | ✅ | ✅ Full REST API |
Multi-Language | ✅ | ✅ | ✅ | Partial | ✅ |
Cloud/SaaS | ✅ | ✅ | ✅ | ✅ | ✅ |
On-Premise | ✅ | ✅ | ✅ | ❌ | ✅ Enterprise |
White-Label | ❌ | ❌ | ❌ | ❌ | ✅ Business+ |
Legend
- ✅ = Included in base price
- â = Included but limited functionality
- Add-on = Available for additional cost
- ❌ = Not available
TABLE 3: SUPPORT COMPARISON
Support Aspect | IBM Maximo | SAP EAM | Archibus | eMaint | FacilityFlow |
|---|---|---|---|---|---|
Email Support | Premium pkg | Premium pkg | ✅ | ✅ | ✅ All Plans |
Phone Support | Premium pkg | Premium pkg | Bus. hrs | Bus. hrs | ✅ Business+ |
24/7 Support | $25K/year | $30K/year | ❌ | $10K/year | ✅ Enterprise |
Live Chat | ❌ | ❌ | ❌ | ✅ | ✅ Professional+ |
Response Time SLA | 24-48 hrs | 24-48 hrs | 8 hrs | 4 hrs | 2 hrs (Enterprise) |
Dedicated Manager | Enterprise | Enterprise | ❌ | Enterprise | ✅ Business+ |
Implementation | Paid | Paid | Paid | Paid | Included in Trial |
Training | $200/hr | $250/hr | $150/hr | $100/hr | Included |
Documentation | ✅ | ✅ | ✅ | ✅ | ✅ |
Video Tutorials | Limited | Limited | Limited | ✅ | ✅ 50+ videos |
Community Forum | ✅ | ✅ | ❌ | ✅ | ✅ |
Legend
- ✅ = Included in base price
- â = Included but limited functionality
- Add-on = Available for additional cost
- ❌ = Not available
TABLE 4: PRICING MODEL COMPARISON
Aspect | Traditional Per-User | FacilityFlow Resource-Based |
|---|---|---|
Base Model | Cost per user per month | Fixed cost based on server resources |
User Limits | Pay for each user license | Unlimited users included |
Scaling Cost | Increases linearly with users | Fixed until resource upgrade needed |
Predictability | Hard to forecast (user changes) | Highly predictable |
Budget Impact | Major expense when team grows | Minimal impact when team grows |
Adoption Barriers | Users hesitant to add accounts | No barriers—add everyone |
Example (50 users) | 50 × $100 = $5,000/month | $699/month (Professional) |
Example (100 users) | 100 × $100 = $10,000/month | $699/month (same plan) |
Example (200 users) | 200 × $100 = $20,000/month | $699/month (same plan) |
Cost Increase | 4x increase when doubling users | 0% increase when doubling users |
Real-World Cost Scenarios
Scenario 1: Small Manufacturing Company
Profile:
- 3 facilities
- 50 employees
- 200 assets
- 150 work orders/month
Traditional Software (eMaint):
- 50 users × $70/user = $3,500/month
- Annual: $42,000
- Setup: $15,000
- Training: $5,000
- Year 1 Total: $62,000
- 3-Year TCO: $141,000
FacilityFlow:
- Starter Plan: $399/month
- Annual (17% discount): $3,990
- Setup: $0
- Training: Included
- Year 1 Total: $3,990
- 3-Year TCO: $11,970
Savings: $129,030 over 3 years (91%)
Scenario 2: Healthcare System
Profile:
- 8 hospitals
- 250 staff (managers, technicians, vendors)
- 2,000+ assets
- 1,500 work orders/month
Traditional Software (IBM Maximo):
- 250 users × $150/user = $37,500/month
- Annual: $450,000
- Setup: $75,000
- Training: $30,000
- Mobile licenses: $12,500/month = $150,000/year
- Year 1 Total: $655,000
- 3-Year TCO: $1,505,000
FacilityFlow:
- Business Plan: $1,299/month
- Annual (17% discount): $12,990
- Setup: $0
- Training: Included
- Mobile: Included
- Year 1 Total: $12,990
- 3-Year TCO: $38,970
Savings: $1,466,030 over 3 years (97%)
Scenario 3: School District
Profile:
- 15 schools
- 120 maintenance staff + 50 administrators
- 3,000+ assets
- 800 work orders/month
Traditional Software (Archibus):
- 170 users × $80/user = $13,600/month
- Annual: $163,200
- Setup: $40,000
- Training: $15,000
- Year 1 Total: $218,200
- 3-Year TCO: $528,600
FacilityFlow:
- Business Plan: $1,299/month
- Annual (17% discount): $12,990
- Setup: $0
- Training: Included
- Education Discount (10%): -$1,299
- Final Annual: $11,691
- Year 1 Total: $11,691
- 3-Year TCO: $35,073
Savings: $493,527 over 3 years (93%)
Scenario 4: Government Agency
Profile:
- 25+ facilities
- 400 users (staff, contractors, vendors)
- 5,000+ assets
- 3,000 work orders/month
Traditional Software (SAP EAM):
- 400 users × $120/user = $48,000/month
- Annual: $576,000
- Setup: $100,000
- Training: $40,000
- Customization: $50,000
- Year 1 Total: $766,000
- 3-Year TCO: $1,828,000
FacilityFlow:
- Enterprise Plan: $2,499/month
- Annual (17% discount): $24,990
- Setup: $0
- Training: Included
- Government Discount (15%): -$3,749
- Final Annual: $21,241
- Year 1 Total: $21,241
- 3-Year TCO: $63,723
Savings: $1,764,277 over 3 years (97%)
The Hidden Costs Nobody Talks About
Traditional software vendors advertise their per-user pricing, but the real costs are much higher. Here's what they don't tell you.
Hidden Cost | IBM Maximo | SAP EAM | FacilityFlow |
|---|---|---|---|
Implementation/Setup | $50,000-$200,000 | $75,000-$300,000 | $0 (Included) |
Data Migration | $25,000-$100,000 | $30,000-$150,000 | $0 (Included) |
Customization | $200-$350/hour | $250-$400/hour | $45-$120/hour |
Integration (per system) | $15,000-$50,000 | $20,000-$75,000 | $2,500-$7,500 |
Training (per session) | $2,000-$5,000 | $2,500-$6,000 | $0-$150 |
Annual Maintenance | 22% of license | 22% of license | Included |
Version Upgrades | $25,000-$100,000 | $30,000-$150,000 | $0 (Auto) |
Mobile Licenses | $25-$50/user/mo | Included* | Included (Full) |
IoT/Sensor Integration | $75,000-$150,000 | $100,000-$200,000 | Included |
AI/ML Add-ons | $100,000-$250,000 | $150,000-$350,000 | Included (Q2 2026) |
Premium Support | $20,000-$50,000/yr | $25,000-$60,000/yr | $0-$2,388/yr |
Consultant/Partner Fees | $200-$350/hour | $250-$400/hour | Not Required |
Total Hidden Costs Example (100 users, 3 years):
- IBM Maximo: ~$400,000-$800,000 in additional costs
- SAP EAM: ~$500,000-$1,000,000 in additional costs
- FacilityFlow: $0-$15,000 (optional add-ons only)
How Can We Offer This Price?
Modern Architecture
We built FacilityFlow on proven open-source technology (Frappe/ERPNext), eliminating massive licensing fees that legacy vendors pass on to customers. No proprietary database costs, No expensive middleware, Cloud-native design, Modern, efficient codeThis alone saves 40-50% vs. legacy systems.
India-Based Development
Our development team is in India, where talented engineers cost 60-70% less than US/European developers—without sacrificing quality. $30-$84/hour vs $200-$400/hour, Same high standards, 24/7 support coverage, Rapid development cycles. We pass these savings to you.
Resource-Based Model
By charging for resources instead of users, we eliminate the expensive sales tracking, license management, and compliance systems that per-user vendors need. No complex licensing audits, No user tracking overhead, Simpler billing systems, Lower administrative costs Plus, unlimited users mean happier customers who renew longer.
Return on Investment Analysis
ROI Calculation (200 Users, 3 Years)
Current State (No CMMS):
Annual Costs:
- Reactive maintenance: $500,000
- Unplanned downtime: $300,000
- Manual processes: $150,000
- Compliance fines: $50,000
- Excess inventory: $100,000
- Total: $1,100,000/year**
With IBM Maximo:
- Software Costs (3 years): $800,000
- Efficiency Gains: -$330,000/year = -$990,000
- Net Cost: -$190,000 over 3 years
- ROI: 24%
With FacilityFlow:
- Software Costs (3 years): $38,970
- Efficiency Gains: -$330,000/year = -$990,000
- Net Savings: $951,030 over 3 years
- ROI: 2,440%
Visual ROI Comparison
- IBM Maximo: 24%
- SAP EAM: 18%
- Archibus: 45%
- eMaint: 78%
- FacilityFlow: 2,440%
Switching from Your Current System
We make migration easy with zero downtime and minimal disruption.
Assessment (Week 1)
Review current system and data • Identify custom workflows • Plan migration strategy • Set go-live date Cost: Included in trial
Data Migration (Week 2-3)
Export data from old system • Clean and format data • Import into FacilityFlow • Validate accuracy Cost: Included in trial
Configuration (Week 3-4)
Set up workflows • Configure dashboards • Create user accounts • Set permissions Cost: Included in trial
Step 4: Training (Week 4-5)
Train administrators • Train end users • Create documentation • Record sessions Cost: Included in trial
Step 5: Go-Live (Week 6)
Final data sync • Switch to production • Monitor performance • Provide support Cost: Included
What Customers Say About Switching
Hear from teams using Docmet every day
“We spent $185,000/year on Maximo for 140 users. After switching to FacilityFlow, we're paying $12,990/year. Same features, better mobile apps, and actual human support. Best decision we've made. Savings: $172,010/year (93%)”
Risk Comparision
Risk Assessment: Traditional vs FacilityFlow
Common Questions About Switching
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