This product assessment is based on a synthesis of 8 recent reviews covering overall satisfaction with MaintainX. MaintainX is primarily used for work order management, cited as a key function by 5 out of 8 reviewers, as well as inventory and asset tracking, mentioned by 3 out of 8 reviewers. The platform is leveraged to improve maintenance and operational efficiency. MaintainX is particularly strong in its reporting capabilities, with 4 of 8 reviewers praising the tools' ability to meet legislative and health and safety requirements. Customer service also receives positive attention, with 2 of 8 reviewers highlighting the team's responsiveness and knowledge. However, areas for improvement include pricing and reporting functionality. Specifically, 3 of 8 reviewers expressed concerns about the pricing structure, finding it confusing or unsuitable for larger organizations. Additionally, 3 of 8 reviewers indicated that the reporting functions lack detail and customization options, desiring features like automated CSV exports and personalized report creation.

Pros

Strong work order management capabilities
Effective inventory and asset tracking
Robust reporting tools for compliance
Responsive and knowledgeable customer service

Cons

Confusing or unsuitable pricing structure for larger organizations
Limited detail and customization options in reporting
Lack of automated CSV exports
Inability to create personalized reports

Describe how you use MaintainX in your organization. What are the business problems the product addresses and what is the scope of your use case?

From 8 reviews | Last Published April 23, 2026

Summary

This report synthesizes 8 recent reviews to understand how organizations use MaintainX and the business problems it addresses. A primary use case is work order management, with 5 of 8 reviewers mentioning its importance in their organizations. MaintainX is also used for inventory and asset tracking, cited by 3 of 8 reviewers. These functions appear to be central to how organizations leverage the platform for maintenance and operational efficiency.

Reviews

12 Reviews

New MaintainX adopter.

Rating: 10 out of 10

April 28, 2025

Use Cases and Deployment Scope

Our business did not have any CMMS system in place. We suffered from high dontime and inability to produce machine servicing reports to safisfy legislative requirements. We were very inefficient in how we managed our Engineering dept resources and how we managed machine b/downs and almost no preventetive maintenance.

Pros

Captures and retains vital information on work carried out on our equipment.
provides suite of reporting tools to satisfy multitude of legislative and H+S requirements.
allows us to input photographs and even videos on tasks completed.
Provides functionality to create and follow specific procedures.

Cons

We would like CSV files to be automated reports. you cannot current export a CSV file on a set period.
Would like better functionality for searching key word technical faults
Would like easier parts request or required functionality.

Likelihood to Recommend

This is the first CMMS system I have used and whilst I did explore other competitor systems, I found the MaintainX system the easiest to use. I also found working with [...] extremely easy and confidence inspiring. The system is functional in the real world but also has fantastic functionality well beyond anything we could think we would need. Most importantly it is user friendly for the basics for both Technicians and the Administrators of the system.

Paul Toms

Managing Director in Manufacturing at Walstead Roche (51-200 employees)

Vetted Review

1 year of experience

MaintainX.... The best option

Rating: 10 out of 10

April 17, 2025

Use Cases and Deployment Scope

Our Maintenance Dept uses MaintainX that guides their every move. Everything that we do can be tracked to a work order. This is how we can track our progress. It is very helpful to communicate between shifts and the request that plant employees put in helps to respond faster to issues that need to be addressed.

Pros

The customer service team is very quick and knowledgeable
The reporting capability shows a snapshot of the health of the department
The procedure library is helpful in assisting a technician in following a step-by-step process on a given work order.
The search capabilities in MaintainX is amazing!

Cons

I would like to see MaintainX branch out into Invoicing (Acct Payable/Receiving)

Likelihood to Recommend

In reporting, I have been able to see an overview of orders being accomplished.

Ernie Plemmons

Purchasing in Manufacturing at Future Foam (51-200 employees)

Vetted Review

3 years of experience

The perfect solution for tracking your assets

Rating: 8 out of 10

April 9, 2025

Use Cases and Deployment Scope

In our organization we use MaintainX to tracking all medical equipment/assets the scheduling of bi-annual and annual inspections, Repair and Inspection reports, invoices, inspection due dates, etc. Having multiple companies and numerous locations within those companies is a challenge in itself so having one central location to track them is essential.

Pros

Has a great customer support team
Streamlining workflow
Real time updates
Tracking assets

Cons

Requestor side, it would be helpful if they were only able to see assets / locations that they are responsible for
Being able to import our Make and Model numbers where we don't have to "create" the same ones over and over again
Allowing the requestors to see the inspection reports for the assets at their clinics
Being able to assign a work order to a requester (which it may do this but we are still learning the system)

Likelihood to Recommend

Creating work orders and procedures is a great way to insure our assets are being inspected as they are needed. Our organization sets up inspections by locations and the number of assets they have. Tying the inspection report and invoice to each asset. However, It was a bit challenging to create work orders/procedures for all assets rather than by location. The original process we set up in the implementation process just didn't work. but with the help of Sergio we were able to come up with a solution that works. It's a bit cumbersome but nevertheless it works.

Verified User

Project Manager (201-500 employees)

Vetted Review

1 year of experience

MaintainX Review

Rating: 10 out of 10

April 9, 2025

Use Cases and Deployment Scope

We use MaintainX to manage our inventory and parts systems, as well as purchase orders, invoices, and monthly inventory counting. We also use it to determine what items need to be billed to which department, i.e., nursing charges or foodservice charges or housekeeping charges.

Pros

MaintainX has awesome inventory management.
MaintainX has powerful search tools.
MaintainX has a wonderful mobile app.

Cons

Some reporting functions are lacking in detail.
Some features are locked behind an enterprise version.
Pricing structure may not be ideal for large organizations with many users.

Likelihood to Recommend

- We use MaintainX to assign inventory items FROM our central storage area TO specific locations. We then run reports on inventory transactions to determine how many of each item has been transferred from central stores to individual locations in order to accurately bill each location/department.

Nikolas Van Egdom

Manager of Environmental Services at Menno Place (501-1000 employees)

Vetted Review

1 year of experience

A CMMS System that is Easy to Use

Rating: 10 out of 10

Incentivized

April 8, 2025

Use Cases and Deployment Scope

MaintainX is used as our CMMS, equipment reporting for uptime, MTR, and root cause analysis. It is also used for scheduling project work orders, links to LOTO documents, drawings and equipment manuals. Our main problem we want to solve is equipment downtime. We are already seeing trends after only 4 months of use, on equipment that are high downtime units.

Pros

KPI Reporting
Work Order Generation
Preventative maintenance procedures

Cons

Cost of the system for a large maintenance crew having their own credentials.
Scanning a QR code with our tablets isnt as reliable as with cell phone.

Likelihood to Recommend

It has been very easy to use on the plant floor with our tablets so information can be added on the spot, and we don't have wait to get to a desk to enter information into the computer. We are now using a system that is mobile and we have moved away from the old paper PM system. Entries made in field and we are done. No more writing down information on paper to give to someone else to enter into the computer.

Verified User

Manager in Engineering (5001-10,000 employees)

Vetted Review

1 year of experience

MaintainX has brought us into the future.

Rating: 10 out of 10

Incentivized

April 8, 2025

Use Cases and Deployment Scope

We use MaintainX to schedule PM, receive requests from production teams, and schedule our projects. We are currently working towards our inventory management via MaintainX because it is smooth and very user friendly. We have used it so much since we've started and have made so much progress that the production teams are looking at ways, they can utilize the software for their teams to schedule inspections and assessments.

Pros

Customer Service
Integration
Adjusting our platform to fit our needs

Cons

Missing some functions, but the team is always on top of innovation so if I don't see it today, it may be there tomorrow.
Wish there was a simpler way for operators to complete inspections rather than having to create work requests.
Pricing is confusing and the way that they have their billing set up is strange.

Likelihood to Recommend

Being able to create Work Orders and Procedures is so seamless it almost feels too easy. If I ever have a question or need help, I can connect to MaintainX with the in-app communication center or reach out to my dedicated service rep Mary and we get the job done super-fast and easy. We use the software daily in the maintenance department completing work requests, PM, and projects. We also are starting to utilize the software for our inventory management. The software is so easy to use and navigate that we actually have some production members using it to complete their inspections. It was easy to set up, I filled out a workbook that was tailored to our building and sent that over and like magic, our entire catalog of PM was there ready for my team to hit the ground running.

Derrick Tuft

Maintenance Manager in Engineering at Cardinal Glass NELG (51-200 employees)

Vetted Review

1 year of experience

View profile

Number 1 Work order System

Rating: 10 out of 10

April 6, 2025

Use Cases and Deployment Scope

Communication with work orders for facilities and preventive maintenance. A straight line of communication between the requester and the technician with plenty of administrative people in place it allows the program to be streamlined and communicates efficiently and effectively. We will add more features as people get more adjusted to the program .

Pros

More than 1 administrator
Quickly communicates
District wide use

Cons

Haven’t found any

Likelihood to Recommend

Best system I have used.

I have used Tms, Fm work order system, emaint. It’s great

Bill West

Project Manager in Product Management at Rockford Park District (51-200 employees)

Vetted Review

1 year of experience

MaintainX

Rating: 9 out of 10

April 3, 2025

Use Cases and Deployment Scope

We use MaintainX for many water plants across the province and for our own team. By using MaintainX we are able to streamline work orders and optimize preventative maintenance.

Pros

Reporting
Ease to include pictures
Organization

Cons

create personalized reports in the program vs downloading the excel files

Likelihood to Recommend

The MaintainX team are very helpful and quick to respond to requests.

Verified User

Administrative Assistant in Professional Services (11-50 employees)

Vetted Review

I robust and easy to use solution great for multiple locations and repeated work orders.

Rating: 9 out of 10

Incentivized

September 12, 2023

Use Cases and Deployment Scope

We use it to manage the work orders for cleaning and setup at our church. We have 15 part-time employees and 3 full-time employees that use it. Many of our work orders are repeated weekly, bi-weekly, or monthly and MaintainX allows us to track these repeated work orders. We also use it as a platform for other church employees to submit work order needed throughout the campus.

Pros

manage repeated tasks
make changes to multiple work orders at one time
reassign or rearrange work orders easily

Cons

more details in work order request form
being able to change the content on the mobile app
filters disappear for some reason

Likelihood to Recommend

MaintainX would work best for any organization that has work orders with multiple steps to complete (especially for repeated work orders) and multiple employees to manage. It would also be especially good for businesses where the work schedule is variable or if the same steps need to be completed regularly.

Verified User

Employee in Corporate (11-50 employees)

Vetted Review

1 year of experience

MaintainX Goes the Xtra Mile in Work Productivity!!

Rating: 10 out of 10

Incentivized

September 11, 2023

Use Cases and Deployment Scope

Our organization uses MaintainX to receive, create, track, and follow-up work orders for 70+ residential and vocational locations across the Midlands of South Carolina. We are able to prioritize needs based on real-time information using the MaintainX app with pop-up notifications to our technicians.
House and Progam Managers have access to MaintainX to submit their work orders and are able to track the status of repair through the MaintainX app.

Pros

Ease of use
Real time information throughout our organization
Status updates and cross communications between departments

Cons

Easier ability to create Teams
Oversight by upper management via specific location assignments

Likelihood to Recommend

Prior to using MaintainX, our organization was using hard copy work order submissions via fax which would get lost between departments. MaintainX has alleviated the use of paperwork by having an easy way to track current work orders and the ability to find previous work orders using built-in filters. It also allows managers to assign work to technicians instantaneously.

Gregory Lintinger

Facility Inspector at Babcock Center, Inc. (501-1000 employees)

Vetted Review

1 year of experience

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