Creating a maintenance budget feels like trying to predict the unpredictable. What should you include? How do you avoid overspending — or worse, underspending and facing downtime?

Let’s break it down without the buzzwords or the guesswork.

What should a facilities management budget include?

Think of your maintenance budget as your financial blueprint. Missing a detail can cause things to spiral fast. Here’s what you should always account for:

  • Salaries of your maintenance managers and technicians
  • Hiring costs (because good techs don’t grow on trees)
  • Training and upskilling throughout the year
  • Tools, parts, and materials
  • Contracts with external suppliers
  • Energy costs (especially if you’re managing large buildings)
  • Recurring costs like inspections, insurance, and system licences

And here’s the kicker: you need data. Your asset history, to be precise. Without it, you’re budgeting in the dark.

So before you even touch a spreadsheet, make sure you’ve reviewed:

  • Asset criticality
  • Breakdown history and work orders
  • Bill of materials
  • MRO inventory

💡 Pro tip: reviewing your maintenance plan for duplicate or unnecessary tasks is an easy way to cut labour and materials costs. Don’t buy what you don’t need.

4 best practices for creating a maintenance budget

1. Build a buffer (aka your emergency fund)

Just like condos set aside 10% for the unexpected, you should too. Because no matter how solid your plan is, things will break. Planning for the inevitable isn’t pessimism—it’s smart.

2. Learn from last year’s mistakes

Old budgets are gold. Did you overspend on reactive maintenance? Did a delayed order cause chaos? Use that hindsight to spot where things went sideways and avoid a repeat.

3. Anticipate seasonal swings

Budgets aren’t static. A hotel in July is not the same as a hotel in January. Forecast for high and low seasons so your budget flexes with demand.

4. Watch for hidden costs

Those “small” expenses add up:

  • New technician training
  • Software licences
  • Emergency parts bought on the fly
  • Liability insurance

If it costs money, it goes in the budget. Period.

Why bother with a maintenance budget at all?

Sure, your boss probably asked for it. But here’s what’s in it for you:

  • Stronger cost control
    Most organisations spend 5–15% of their annual budget on maintenance. A detailed budget helps you cut waste, control procurement, and monitor process efficiency.
  • Better equipment reliability
    Budget variations tell you where assets underperform. That means better planning, smarter maintenance, and fewer nasty surprises.
  • More credibility for your department
    If you stick to your budget, you will show leadership that maintenance isn’t just a cost centre — it’s a predictable strategy.

The not-so-secret weapon: Infraspeak

You’ve nailed the theory. Now let’s talk tools.

Cost Management

Track every maintenance cost—labour, inventory, services, and more. Categorise by building, asset, or job. It’s the end of mystery expenses.

Economic Analysis

Understand your spending, spot trends, and find what’s draining money. This is where good budgets turn into great decisions.

Budget Management (new!)

Finally, compare planned vs. actual costs in real time. Set targets, receive alerts before things go wrong, and stay in control. It’s proactive financial control in your pocket.

Your budget deserves better than spreadsheets

Let’s be honest: traditional budgeting tools can’t keep up with the chaos of modern FM. Infraspeak’s cost and budget tools turn your budget into a live, trackable, adjustable plan. Not a guess.