Choosing CAFM software is one of the biggest operational decisions a facilities team will make. Get it right and you cut reactive spend, tighten compliance and win client renewals. Get it wrong and you inherit a multi-year contract that fights your team every day.
This guide is vendor-neutral. It is the same evaluation framework an independent CAFM consultancy will walk you through — distilled into six steps you can run yourself.
The 6-step CAFM selection framework
1. Define the operational requirements
Map reactive jobs, PPM, compliance, contractors, reporting and sector-specific workflows. Capture what 'good' looks like for engineers, helpdesk and clients — not just procurement.
2. Audit the data you already have
Asset registers, PPM schedules, contracts and SLAs. Poor or fragmented data is the single biggest cause of failed CAFM rollouts — fix scope before you fix software.
3. Map integrations early
Finance, BMS, IoT sensors, mobile workforce apps, client portals. Integration cost and complexity usually outweighs the licence fee — surface it before shortlisting.
4. Run scenario-based demos
Forget the canned vendor demo. Send each shortlisted vendor 3–5 of your real workflows and ask them to walk through configuration, exceptions and reporting.
5. Build the true total cost of ownership
Licences, implementation, data migration, integrations, training, ongoing admin and version upgrades. Compare 3-year TCO, not year-one quotes.
6. Plan adoption before signing
Who configures the system? Who trains users? Who owns data quality after go-live? A CAFM system is only as good as the discipline behind it.
Common mistakes to avoid
- Buying on features alone instead of operational fit
- Underestimating data cleansing and migration effort
- Letting procurement run the demo instead of operators
- Ignoring integration costs with finance, BMS and mobile
- Skipping a pilot before full rollout across sites
- Treating training as an afterthought once go-live slips
Building a realistic shortlist
A good UK CAFM shortlist is usually three platforms — never more than five. Beyond that, evaluation fatigue sets in and the team defaults to the loudest demo rather than the best fit. Match shortlisted platforms to your sector, scale and integration estate:
- Large FM service providers and NHS estates → enterprise CAFM platforms with strong PPM, compliance and reporting depth
- Multi-site corporate and private landlords → CAFM with space, occupancy and contractor management built in
- Hospitality and sports venues → mobile-first CAFM with strong asset and brand-standard inspection workflows
- Smaller in-house teams → lighter CMMS or mid-market CAFM with faster time-to-value
Where MRI Evolution fits in
MRI Evolution CAFM software is one of the most widely deployed CAFM platforms in the UK, particularly across large FM service providers, NHS trusts and corporate estates with complex compliance regimes. It usually appears on shortlists where depth of PPM, asset management and reporting matter more than out-of-the-box simplicity.
If MRI Evolution is on your shortlist, an independent MRI Evolution consultancy in the UK can pressure-test fit, scope your data migration and plan adoption — without sales pressure. Read the full CAFM software primer or explore our consultancy, initial setup and data importing services.
Frequently asked questions
How long does it take to choose a CAFM system?
Most structured CAFM selections take 6–12 weeks from requirements gathering to signed contract. Skipping the requirements stage is the most common reason rollouts fail later.
How much does CAFM software cost in the UK?
Typical UK CAFM platforms range from around £20 to £80 per user per month, with additional one-off implementation, data migration and training costs. Total cost of ownership matters more than headline licence price.
Should I pick a CAFM system based on a features checklist?
No. Features checklists favour vendors with the longest list, not the best fit. Score platforms against your real workflows, integration needs and data quality — not a generic spec sheet.
Do I need an independent consultant to choose CAFM software?
Not always, but it pays off when the contract value is significant, when you have legacy data to migrate, or when multiple stakeholders need to agree. An independent consultancy keeps the evaluation focused on your operation rather than vendor sales narratives.
Is MRI Evolution the right CAFM platform for everyone?
No single platform fits every organisation. MRI Evolution is a strong fit for large FM service providers, NHS estates and multi-site portfolios with complex compliance. Smaller in-house teams may be better served by lighter platforms.
Need a second opinion on your CAFM shortlist?
Talk to an independent MRI Evolution consultant about your requirements, data and shortlist — no sales pitch, just practical guidance.