{"id":7040,"date":"2022-10-14T08:00:57","date_gmt":"2022-10-14T08:00:57","guid":{"rendered":"https:\/\/mpulsesoftware.com\/?p=7040"},"modified":"2025-07-30T06:15:44","modified_gmt":"2025-07-30T06:15:44","slug":"30-questions-to-ask-a-cmms-vendor","status":"publish","type":"post","link":"https:\/\/mpulsesoftware.com\/blog\/cmms\/30-questions-to-ask-a-cmms-vendor\/","title":{"rendered":"30+ Questions To Ask a CMMS Vendor"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">When you\u2019re ready to talk to CMMS vendors, you typically start with a \u201cdiscovery\u201d call. During this conversation, a vendor\u2019s sales rep should spend the bulk of the time listening and asking questions to learn about your specific needs. Expect it to take 20-30 minutes, or more if your requirements are complex.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To make the most of your conversations with CMMS vendors, consider the questions you want to be answered.\u00a0<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-flat ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/30-questions-to-ask-a-cmms-vendor\/#How_to_Prepare_for_CMMS_Vendors\" >How to Prepare for CMMS Vendors<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/30-questions-to-ask-a-cmms-vendor\/#Questions_about_Your_Companys_Requirements\" >Questions about Your Company\u2019s Requirements<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/30-questions-to-ask-a-cmms-vendor\/#Questions_about_Features_and_Functionality\" >Questions about Features and Functionality<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/30-questions-to-ask-a-cmms-vendor\/#Questions_about_Pricing_Implementation_Support_and_Training\" >Questions about Pricing, Implementation, Support, and Training<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"How_to_Prepare_for_CMMS_Vendors\"><\/span><span style=\"font-weight: 400;\">How to Prepare for CMMS Vendors<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Always start by building a checklist to make sure you know your stakeholders and what they require from a CMMS solution. Use the starter checklist below as a guide.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are your company\u2019s stakeholders&#8217; questions, concerns, and needs?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What do users say is most important to them?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are they worried about when faced with learning a new system?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How can you help your IT Manager commit to supporting a new application?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What does senior management want to achieve with your purchase?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do you know the processes and lead times required by procurement?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does finance agree there\u2019s money to fund your purchase?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How do you get them to release funds and approve payment?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Have your legal and compliance departments given the ok?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do you know how to satisfy the regulations and internal procedures they are accountable for?<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Questions_about_Your_Companys_Requirements\"><\/span><span style=\"font-weight: 400;\">Questions about Your Company\u2019s Requirements<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Next, make a list of questions based on your preparation above. We recommend using these same questions with each CMMS vendor (as much as possible) to ensure you\u2019re making an accurate comparison between companies.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How will your software\u2019s features meet my organization\u2019s needs?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How will our CMMS data be stored?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How often do you update your software?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What happens when we add more assets, employees, or advanced features?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What\u2019s your pricing structure?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How long has your company been in business?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Who are your other customers in our industry?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can you provide references?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What does a typical implementation process look like?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What training and support services do you provide?<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Questions_about_Features_and_Functionality\"><\/span><span style=\"font-weight: 400;\">Questions about Features and Functionality<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Your stakeholders will probably have questions about the software functionality. Include any specific questions about features that they want to learn more about. The following list is a good place to start.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Asset Records<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Employee Records<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Work Order Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Preventive Maintenance Scheduling<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Service Requesting<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Service Request Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Inventory Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Mobile Usage<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Media Integration<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Dashboards<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reporting<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Key &amp; Lock Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Vendor Management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Cost Center &amp; Budget Tracking<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Detailed Financial\/TCO Tracking<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Customization<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Condition-based Maintenance<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Barcode Scanning<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Purchase Requisitions<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Questions_about_Pricing_Implementation_Support_and_Training\"><\/span><span style=\"font-weight: 400;\">Questions about Pricing, Implementation, Support, and Training<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Last, but not least, ask questions about pricing, implementation, support, and training options. This information is just as important, if not more, when making your final decision.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Will you purchase the application outright or subscribe to it as Software-as-aService (SaaS)?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If purchased, will you host your application in-house or do you need to outsource this?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can you describe the implementation assistance you\u2019ll require?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How many people from your company need to be trained?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Are different levels of training for in-house application support needed?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can the vendor provide the after-purchase support your stakeholders require?<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">After you\u2019ve spoken to the vendors, schedule a demo to get more detailed information on their company and product, along with a live software demonstration for key stakeholders.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Have questions? Contact us. We\u2019re here to help.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When you\u2019re ready to talk to CMMS vendors, you typically start with a \u201cdiscovery\u201d call. During this conversation, a vendor\u2019s sales rep should spend the bulk of the time listening and asking questions to learn about your specific needs. Expect it to take 20-30 minutes, or more if your requirements are complex. To make the most of your conversations with CMMS vendors, consider the questions you want to be answered.\u00a0 How to Prepare for CMMS Vendors Always start by building a checklist to make sure you know your stakeholders and what they require from a CMMS solution. Use the starter checklist below as a guide.\u00a0 What are your company\u2019s stakeholders&#8217; questions, concerns, and needs? What do users say is most important to them? What are they worried about when faced with learning a new system? How can you help your IT Manager commit to supporting a new application? What does senior management want to achieve with your purchase? Do you know the processes and lead times required by procurement? Does finance agree there\u2019s money to fund your purchase? How do you get them to release funds and approve payment? Have your legal and compliance departments given the ok? Do you know how to satisfy the regulations and internal procedures they are accountable for? Questions about Your Company\u2019s Requirements Next, make a list of questions based on your preparation above. We recommend using these same questions with each CMMS vendor (as much as possible) to ensure you\u2019re making an accurate comparison between companies. How will your software\u2019s features meet my organization\u2019s needs? How will our CMMS data be stored? How often do you update your software? What happens when we add more assets, employees, or advanced features? What\u2019s your pricing structure? How long has your company been in business? Who are your other customers in our industry? Can you provide references? What does a typical implementation process look like? What training and support services do you provide? Questions about Features and Functionality Your stakeholders will probably have questions about the software functionality. Include any specific questions about features that they want to learn more about. The following list is a good place to start. Asset Records Employee Records Work Order Management Preventive Maintenance Scheduling Service Requesting Service Request Management Inventory Management Mobile Usage Media Integration Dashboards Reporting Key &amp; Lock Management Vendor Management Cost Center &amp; Budget Tracking Detailed Financial\/TCO Tracking Customization Condition-based Maintenance Barcode Scanning Purchase Requisitions Questions about Pricing, Implementation, Support, and Training Last, but not least, ask questions about pricing, implementation, support, and training options. This information is just as important, if not more, when making your final decision. Will you purchase the application outright or subscribe to it as Software-as-aService (SaaS)? If purchased, will you host your application in-house or do you need to outsource this? Can you describe the implementation assistance you\u2019ll require? How many people from your company need to be trained? Are different levels of training for in-house application support needed? Can the vendor provide the after-purchase support your stakeholders require? After you\u2019ve spoken to the vendors, schedule a demo to get more detailed information on their company and product, along with a live software demonstration for key stakeholders. Have questions? Contact us. We\u2019re here to help.<\/p>\n","protected":false},"author":6,"featured_media":7042,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[12],"tags":[],"class_list":["post-7040","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cmms"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.0 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>30+ Questions To Ask a CMMS Vendor | MPulse Software<\/title>\n<meta name=\"description\" content=\"Maximize your conversations with CMMS vendors using this helpful guide. 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