8 CMMS Features That Boost ROI

If you’re shopping for a computerized maintenance management system (CMMS), it’s likely you’ve already started a feature wishlist. But how can you predict if the features on your list are the ones that will make a CMMS successful at your facility? 

Without the right features, a CMMS will take longer to pay back. In the worst cases—like when teams fail to adopt the software—it might never pay back at all. Let’s explore which CMMS capabilities are proven to impact ROI so you can make an informed decision when it’s time to narrow down your options.

1. Intuitive navigation

A CMMS should be at your team’s fingertips to encourage consistent use (more on that below). It’s also important to make sure navigating it feels as familiar as scrolling through the other apps they use daily. 

Your team’s techs are already managing complex systems—they’ll likely avoid software that adds another layer of complexity, but they’ll be more inclined to adopt an intuitive tool that makes their jobs easier. A modern CMMS should empower technicians to easily search for available parts or close out work orders in just a few clicks.

2. Mobile user experience

Naturally, teams are more likely to turn to software when the barriers to using it are low. So if your maintenance techs don’t sit behind a desk all day, why implement a system primarily designed for a desktop computer? An effective CMMS meets your team where they are and when they need it.

With a system that prioritizes mobile-first features, you’ll have better odds of achieving team-wide adoption. This is key to your bottom line, because when all technicians can easily access and add information anytime and anywhere, you’ll also get better data.

3. Easy ways to record data

CMMS ROI relies on quality data going into the system. Why? Without quality data, you can’t paint an accurate picture of your maintenance operations. And without a clear picture of your current state, you can’t set the goals that will help you hit necessary key performance indicators (KPIs). 

Quality data entry largely happens on the shop floor as technicians use the CMMS to complete their daily tasks. A CMMS with features that make it easy for teams to record data, meter readings, and complete work orders while they’re on-the-go eliminates lag time and overreliance on memory. For example, MaintainX allows users to take pictures and record voice notes, then attach those notes and images to work orders.

4. Implementation services and ongoing support from the vendor

Great implementation experiences drive user adoption. When a team of experts can walk new users through best practices and answer any questions, technicians are much more likely to stick with the software. This allows companies to achieve ROI in record time. Implementation should focus on accurate data migration, setup, change management, and training.

CMMS vendors that provide dedicated implementation support—along with ongoing training and customer success resources—can also help identify any potential hurdles to achieving ROI before they become problems.

5. AI-powered workflows

In 2024 alone, McKinsey reported a dramatic jump in AI adoption: 72% of organizations were on board, compared to 55% just a year earlier. It’s becoming clear that manufacturers need to understand and embrace AI if they want to stay competitive. Adopting a CMMS with AI-powered features is a good step in that direction.

For example, any CMMS will make it easier to create workflows, but some will create them for you using AI. This has the potential to save your team hours. With tools like AI Assistants, you can create digital maintenance documents in minutes, ensuring every technician follows the same process. This consistency helps extend asset life, improve reliability, and reduce unexpected downtime.

6. Multi-site management features

Do your operations span multiple locations? If so, you already know that maintaining consistent procedures and best practices across sites is a major challenge. A CMMS should have features that empower your company to record, track, and standardize the processes that drive productivity. When work is standardized across all locations, maintenance becomes more predictable and easier to manage. 

Ryan Smolik, who serves as both an automation & maintenance coordinator and a reliability engineer, saw huge efficiency gains across sites at Presrite after implementing MaintainX. “Everything is in one place now. We can share knowledge across facilities, and technicians can just move straight to what works,” Ryan said. “It’s saved us countless hours.”

7. Flexible integrations and API

Connecting a CMMS to other platforms and company data unlocks a more powerful level of intelligence. Finding a CMMS that can easily integrate with IoT devices, PLCs, and MES systems will allow you to perform more cost-effective condition-based and predictive maintenance. Plus, connecting to ERP and business intelligence systems can create a single source of truth for financials.‍

8. Powerful and easy-to-use reporting

A CMMS that offers comprehensive and easy-to-access reporting gives your team the insights they need to immediately make smarter business decisions. As Greg Wortman, operations manager at Redimix, put it: “We’ve found it useful to track labor costs through MaintainX—I’ve been able to build a database for how much it costs on average to complete certain tasks. It allows me to forecast my R&M spend with a higher degree of accuracy.”

Many CMMS solutions come with out-of-the-box reporting that provides easier access to valuable information from day one. “I don't have to dig through a dozen reports,” Greg explained. “If I want to pull the data up on my phone right now, I can take a look at all of those dashboards with the click of a button.”

What’s next?

Once you’ve refined your feature wishlist, it’s time to pitch a solution to your team. Looking for more advice on how? Check out our full guide to CMMS ROI.