Facilities maintenance software
- Net saving for the year, programme paid
- $21,300
- Reactive repair cost for the year, as things stand
- $153,000
- Preventive programme cost for the year
- $70,500
Every figure on this page is computed from the inputs entered, by the method stated below it. FMlane publishes no code requirement, no standard's interval, no breakdown rate and no replacement value: the intervals, the rates and the avoidance assumption are yours, and the defaults are a worked example to replace with your own figures. The condition index bands quoted in the prose are sourced in research/data/claims.tsv.
Facilities maintenance software is the search of the manager who runs the maintenance for a set of facilities, a district's schools, a chain's stores, a council's depots, and needs the same argument to hold in every one of them: that the crew's preventive visits cost less than the breakdowns they prevent. The arithmetic is the same per facility. Assets times breakdowns per asset a year times the cost of a breakdown, parts, labor and downtime, is reactive cost as things stand; assets times the programme cost per asset is prevention; the share of breakdowns the programme avoids, at your own assumption, is what comes off the reactive line. This guide is about what facilities maintenance software has to keep and work across a set of buildings, and the free facility preventive maintenance worksheet on this site sets breakdown cost against programme cost from your own figures, per facility or for the lot, with no account.
Try the free condition index worksheet Free to use. No account, no card, no trial clock.
One breakdown history per facility
Every reactive work order is a breakdown, and filed against the asset and the facility it becomes a count per asset per year that is the facility's own, not an industry figure. The worksheet takes the count; the paid plan keeps the work orders it is counted from, per facility, so the argument is made on each building's evidence.
The programme priced from the plan, per facility
The programme cost per asset is the maintenance plan worksheet's cost per asset for that facility: its tasks, hours, rate and parts, with its contractor visits in. A facility with older plant or a longer drive for the crew costs more per asset, and the worksheet takes each facility's own figure rather than one for the set.
The net saving, positive or negative, per facility and in total
Reactive cost less the avoided share less the programme is the net saving, and it can be negative: a facility with few breakdowns and expensive visits may not pay back a full programme. Run per facility, the worksheet says which do and which do not; the paid plan keeps each year's figures against each building.
Facilities maintenance software: common questions
How does facilities maintenance software differ from facility maintenance software?
The record is the same, assets, schedules and work orders, kept per facility instead of for one building, and the arithmetic runs per facility and in total. FMlane Pro keeps as many buildings as you have at $24 a month for the whole team; the free worksheets price one facility at a time.
What counts as the cost of a breakdown?
Parts, the labor to fix it and the downtime while it is down, as one figure per breakdown. The worked example uses $850 to show the arithmetic; your own figure comes from your own reactive work orders, and FMlane publishes no cost of its own.
Can a preventive programme cost more than it saves?
Yes, and the worksheet shows it as a negative net saving. With few breakdowns, a low breakdown cost or an expensive programme, the avoided share does not cover the programme. That is a finding about that facility, not a fault in the arithmetic, and the interval or the scope is the manager's to change.
FMlane Pro
Keeping what you make
The worksheets are free forever. Pro turns them into the record: every asset kept against the building with its condition and its last visit, every work order filed with its status and who did it, the preventive schedule with what is due, your name and logo on the paperwork, no watermark, and an export when the auditor, the board or the insurer asks.
- Download as PDF
- No FMlane watermark
- Save every worksheet and reopen it later
- Your organisation's name and logo on the paperwork
- Export every assessment and plan in one go
- Preventive-due and overdue reminders emailed to your technicians
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
$24per month, whole team
Start FMlane Pro PricingRenews monthly at the price above until you cancel. We email you before any price change.
Will it do what you need for Facilities maintenance software?
Tell us what your maintenance plan needs and we will tell you straight whether FMlane Pro does it today, whether it is coming, or whether you need an engineer instead. A person reads these and replies.
Cite or embed this figure
On the worked example, a facility with 150 assets at 1.2 breakdowns a year and $850 a breakdown spends $153,000 on reactive repair; a $470-an-asset programme costs $70,500, avoids 108 breakdowns at a 60% assumption, and leaves a net saving of $21,300 for the year.
Facility preventive maintenance (Net saving for the year, programme paid): $21,300, FMlane, worked example.
Cite as: "Facilities maintenance software, FMlane", updated 2026-09-04, https://fmlane.com/facilities-maintenance-software/.