Built from real maintenance experience
Simple CMMS for small plants that still run maintenance from spreadsheets, whiteboards, and paper.
Get every job, PM, and spare part out of scattered notes and into one place your whole team can see — work orders, PM schedules, parts, asset history, and KPI dashboards, without enterprise complexity.
No credit card · Set up in minutes · Free Excel Lite CMMS forever
What changes when the system actually gets used.
Everything in one place
One system for the
whole operation.
Stop stitching together spreadsheets, binders, and group texts. MaintainFlow puts the maintenance work, the schedule, the parts, and the numbers in one place your whole team can reach.
Digital work orders
Create, assign, and close jobs with checklists, parts, and labour. Every work order gets a reference and a full history — no more whiteboards or lost paper.
Automatic preventive maintenance
PM schedules generate work orders on their own. Pass/fail inspection checks — and a failed check raises a follow-up job automatically, so nothing slips.
Spare parts & inventory
On-hand counts, reorder points, and low-stock flags. Consume parts against a job and stock updates itself, so the storeroom stays honest.
Reliability KPI dashboard
Backlog, PMs due, low stock, and parts cost on one screen. Lead the operation with numbers instead of gut feel.
Your team, with roles
Invite your whole crew. Owners, managers, and technicians each see exactly what they should — company-scoped and secure.
Runs anywhere
Works in the browser on the shop PC, the office laptop, or a phone at the asset. Nothing to install, always up to date.
See it in action
A real system,
already running.
These are screens from MaintainFlow itself — clean forms, guided entry, and at-a-glance status, so your team spends time fixing equipment, not fighting software.
Reliability KPI Dashboard
Categorized KPIs with charts and a live activity feed — click any tile to drill straight into that list. PM compliance, MTBF/MTTR, costs, and more on one screen.
Build a branded, print-ready report in seconds — availability, PM compliance, backlog aging, failure Pareto, costs — then Save-as-PDF or export to CSV.
A drag-and-drop calendar of every scheduled work order and projected PM — day, week, or month — so the plan is always one glance away.
Every job in one list — create, assign, schedule, estimate hours, set status, and track parts, each with a reference number and full history.
Pass/fail inspection checks, parts used, and estimate-vs-actual labour. A failed check raises a follow-up work order automatically.
Recurring schedules that generate their own work orders, with due and overdue status, estimated hours, and one-click run-now.
Equipment organized as a tree — site, line, unit, component — with open work and PM schedules rolled up from every sub-asset.
On-hand counts, reorder points, and clear out-of-stock and low-stock flags so the storeroom stays honest.
Common questions
Frequently asked questions
- What is a CMMS?
- A CMMS (computerized maintenance management system) keeps your maintenance work in one place — work orders, preventive maintenance schedules, spare parts, and equipment history — instead of scattered across spreadsheets, paper, and people’s memory. MaintainFlow is a web-based CMMS built for small and mid-sized plants.
- Is MaintainFlow free?
- You can start completely free two ways: download the free Excel “CMMS Lite” workbook, or run a 30-day free trial of the full web app — no credit card required.
- How much does MaintainFlow cost?
- Simple per-seat pricing after your free trial: $15 per user / month for full-access users (Owner, Admin, Manager), $10 per user / month for technicians, and free for unlimited requesters who just submit and follow work requests. Billed monthly, cancel anytime. Roles and permissions are enforced server-side.
- How long does it take to set up?
- An afternoon, not a six-month rollout. Add your key assets, open your current backlog as work orders, and set up the PM schedules that matter — you’ll be running real maintenance the same day.
- Will my technicians actually use it?
- That’s the whole design goal. MaintainFlow runs in the browser on a phone on the floor, jobs update in seconds with no training, and roles keep each person’s view simple. A CMMS the crew won’t use is worthless — so we built for adoption first.
- Does it handle preventive maintenance automatically?
- Yes. Set a recurring PM schedule and MaintainFlow generates the work orders for you when they come due, with checklists. A failed inspection check can raise a follow-up work order automatically.
- Is it suitable for a small plant?
- It’s built specifically for small and mid-sized industrial plants. Invite your whole team, scope everything to your company, and pay for what you use — without the cost and complexity of enterprise CMMS software.
Two ways to start
Start free. Grow
when you're ready.
Get organized today with the free Excel Lite CMMS, or start a 30-day trial of the full web system. No risk either way.
Lite CMMS — free in Excel
Excel · .xlsm · free forever
A ready-to-use workbook — work order log, PM tracker, and parts list. Perfect for one person getting organized today, with no account required.
- Work order log & PM tracker
- Parts list with reorder flags
- Single user, on your own PC
- Yours to keep — no sign-up
MaintainFlow Web
30-day free trial · no credit card
Everything in the Lite tool, plus multi-user access, automatic PM generation, live KPI dashboards, parts that update with each job, and role-based access for your whole crew.
- Full access to every feature — work orders, PM, parts, dashboards
- Invite your whole team
- No credit card required
- Your data stays yours — export or walk away anytime
Simple per-seat pricing
Pay for who
actually works.
No quotes, no enterprise contracts. Pick who needs access and pay per user — roles & permissions are enforced server-side, so everyone sees exactly what their job needs. Every plan starts with a 30-day free trial, no credit card.
Full access
Owner · Admin · Manager
Run the whole operation — work orders, the planner, preventive maintenance, parts, assets, reports, and reliability KPIs.
- Everything in the app
- Manage the team & invitations
- Costs, labour rates & KPIs
- Billing & company settings (Owner)
Technician
Does the work
Phone-friendly access to the jobs they’re assigned — update status, run checklists, and log parts and hours on the floor.
- Create & update work orders
- Run checklists & close out jobs
- Log parts used & labour hours
- Cost figures stay hidden
Requester
Anyone in the plant
Let the whole plant report problems without adding to your bill. Requesters submit work requests and follow their status.
- Submit work requests
- Track status & history
- Read-only otherwise
- Unlimited — no charge
Example monthly costs
Small shop
1 manager + 2 technicians
$35 / month
Small plant
2 managers + 5 technicians
$80 / month
Growing operation
3 managers + 10 technicians
$145 / month
Requesters & viewers are always free.
Billed per user, monthly · cancel anytime · USD
Why it sticks
Built to be used,
not just bought.
Most maintenance software fails for the same reason: it's too heavy for a small team to keep up. MaintainFlow is built for the way small and mid-sized plants actually run.
Simple enough to keep current
Guided forms and sensible defaults. A technician can open a job, do the work, and close it out in under a minute.
The routine runs itself
PMs generate their own work orders and a failed check raises its own follow-up. The system chases the work so you don’t.
Nothing to install or babysit
It’s a web app — always current, backed up, and reachable from the floor, the office, or your phone.
Prefer we set it up for you?
Short on time? We'll configure MaintainFlow around your equipment, load your assets and PM program, onboard your crew, and stay on to keep it running — so the system sticks from day one.
Get off the whiteboard
this week.
Spin up your workspace and have your first work orders and PM schedule running today. 30 days free, no credit card — keep it only if your team does.