Free download
The free Excel CMMS template for small maintenance teams.
Work-order log, PM schedule, asset register, and a spare-parts tracker — in one structured workbook. If you run maintenance from memory and paper today, this is the first step.
- Ready to use in five minutes
- No macros course required
- Yours to keep — no trial clock
Get the workbook
Enter your email and the download starts immediately.
What’s inside the Excel CMMS
Work order log
Number, date, asset, priority, assignee, status, and completion notes — the paper ticket, structured.
PM schedule
Frequencies and next-due dates per asset, with overdue highlighting so nothing quietly slips.
Parts & asset registers
On-hand counts with reorder-point flags, plus a simple equipment list to hang the history on.
Want the full walkthrough? Read how to run a CMMS in Excel on the blog. When the workbook gets crowded, see how the web version handles work orders and preventive maintenance.
How to set up the Excel CMMS template
The workbook works the moment you open it, but a CMMS is only as good as the habits around it. Here’s the afternoon-one setup — and the fifteen-minute weekly ritual that keeps a spreadsheet CMMS honest.
1 · Fill the asset register first
List your critical equipment — the machines that stop production when they stop. Name, asset tag, and location is enough. Ten to twenty assets covers most small plants; you can always add more. Every work order and PM hangs off this list, so it comes first.
2 · Log every job in the work-order tab
One row per job: what, which asset, priority, who’s on it, status. The rule that makes an Excel CMMS work is absolute — if it isn’t a row, it doesn’t exist. Requests that live in texts and hallway conversations are the ones that get lost. Completion notes and labour hours are your plant’s memory; don’t skip them.
3 · Set up the PM schedule tab
One row per recurring task with its frequency and next-due date — the workbook computes the next due and flags anything overdue in red. When a PM comes due, raise a work order for it, close it, and reset the last-done date. That loop is the whole preventive program.
4 · Give every spare part a reorder point
On-hand count, bin location, and the level at which you reorder. The sheet flags anything at or below its reorder point, so stockouts stop surprising you. Decrement the count when a job consumes a part.
5 · Run the fifteen-minute weekly review
Same time every week: close out finished work, check what PM is due, scan the reorder flags, and glance at the dashboard tab (PM compliance, open work orders, planned vs unplanned). Plants that keep this ritual outperform plants with expensive software they never look at.
That’s a working maintenance system — no software budget, no approval meeting. The full walkthrough, including the formulas if you’d rather build your own, is in how to run a CMMS in Excel.
When the spreadsheet gets crowded
Same system. Whole team. Zero cell formulas.
MaintainFlow is the web version of this workbook — automatic PM generation, technicians on phones, and reliability KPIs that calculate themselves. Try it free for 30 days; keep the spreadsheet either way.
See the web CMMSExcel CMMS template FAQ
- Is the Excel CMMS template really free?
- Yes — enter your email and the workbook downloads immediately. No credit card, no trial clock, no strings.
- What do I need to run it?
- Microsoft Excel on Windows or Mac (recent versions). The workbook uses light macros for convenience buttons; you can also use it macro-free.
- When do teams outgrow an Excel CMMS?
- Usually when more than one person needs to update it at once, when technicians need it on their phones, or when you want automatic PM generation and real reliability KPIs. That’s the point of the 30-day MaintainFlow trial — same concepts, shared by the whole team.
- Can I import my spreadsheet data into MaintainFlow later?
- Yes — our guided setup brings your assets, PMs, and parts across so you don’t start over. Ask us via the contact page when you’re ready.