MaintainX vs UpKeep: 2025 Comparison (+Better Options)

MaintainX and UpKeep are two prominent players in the Computerized Maintenance Management System (CMMS) space, offering businesses the tools to streamline their maintenance operations and optimize asset performance. Both provide solutions for work order management, preventive maintenance scheduling, inventory tracking, and reporting, enabling businesses to ditch outdated processes and enhance operational efficiency.

However, they cater to different needs and priorities.

• MaintainX has established itself as a CMMS platform with a focus on simplifying work order management. It excels in facilitating communication and task completion for maintenance teams, ensuring efficient issue resolution and improved productivity.
• UpKeep, on the other hand, leans towards a more comprehensive and robust solution for managing complex maintenance operations. It emphasizes advanced features like IoT integrations and predictive maintenance, empowering businesses to proactively address potential issues and maximize asset lifespan.

This comparison will dive into the specifics of MaintainX and UpKeep, examining their features, pricing, integrations, use cases, and user reviews to help you determine which platform aligns best with your business requirements and objectives. We will also explore some compelling alternatives that might be a better fit for certain needs and preferences.

MaintainX vs UpKeep Overview

MaintainX, founded in 2016, set out to streamline work order and asset maintenance management with a mobile-first platform. While the platform aimed to provide an easy-to-use tool for technicians, it expanded its features over time and attracted investment.

UpKeep, founded in 2014, also aimed to create a mobile-first CMMS solution for field technicians. Its platform gained some traction and secured venture capital, while gradually adding features like asset tracking and inventory management.

Key Differences

Recap

• MaintainX: A CMMS solution with a focus on mobile accessibility and collaboration. Best for businesses seeking a simple and efficient way to manage work orders and improve communication.  
• UpKeep: A comprehensive CMMS platform with advanced features and integrations. Ideal for businesses with complex maintenance needs and a focus on optimizing asset performance.

Why Limble CMMS is a better option:

• Unmatched customization: Limble offers unparalleled flexibility, allowing you to tailor virtually every aspect of the system to your exact needs, from work request portals and asset fields to workflows and reports. This surpasses MaintainX‘s more basic customization options.
• Superior user experience for dynamic environments: Limble empowers users with real-time flexibility to adjust work orders, schedules, and even asset locations across multiple sites, exceeding Upkeep‘s more rigid system.
• Effortless access to audit-ready data: Limble provides instant access to comprehensive historical data and reporting, eliminating the delays and manual effort often encountered with Upkeep. This ensures you’re always prepared for audits and compliance requirements.

Limble CMMS offers a compelling blend of usability, functionality, and value, making it the ideal choice for businesses seeking a modern and scalable CMMS solution.

MaintainX Overview: Features, Use Cases, Pricing, Pros & Cons

MaintainX is a mobile-first CMMS platform designed to handle work order management and team collaboration. It features a user-friendly interface and an intuitive mobile app, focusing on improving communication within maintenance teams.

Key Features

• Work order management: MaintainX allows users to create, assign, and track work orders. The platform supports adding images, videos, and detailed instructions to work orders, making it possible for technicians to understand and complete tasks.
• Preventive maintenance scheduling: MaintainX enables users to schedule recurring preventive maintenance tasks based on time or meter readings. This helps prevent equipment breakdowns and extend asset lifespan.
• Inventory management: MaintainX provides basic inventory tracking capabilities, allowing users to monitor stock levels, receive alerts for low stock, and generate purchase orders.
• Communication and collaboration: MaintainX facilitates communication within maintenance teams through in-app messaging, comments on work orders, and real-time updates.
• Mobile app: MaintainX offers a powerful mobile app (available on iOS and Android) that allows technicians to access and manage work orders from their smartphones or tablets, even when offline.
• Reporting and analytics: MaintainX provides basic reporting and analytics dashboards that offer insights into work order completion rates, maintenance costs, and other key metrics.

Use Cases

• General Manufacturing: MaintainX helps manufacturers optimize production uptime by streamlining work order management, scheduling preventive maintenance, and tracking asset performance. This ensures efficient operations and minimizes costly downtime.
• Building Materials: Companies in the building materials sector, such as cement plants or lumber mills, rely on MaintainX to manage heavy equipment maintenance, track inventory of spare parts, and ensure safety compliance.
• Food and Beverage: MaintainX helps food and beverage producers adhere to strict hygiene and safety regulations by digitizing checklists, managing sanitation schedules, and tracking maintenance of critical equipment like refrigeration units and production lines.
• Chemicals: Chemical manufacturers utilize MaintainX to manage complex maintenance procedures, track safety inspections, and ensure compliance with environmental regulations, promoting safe and efficient operations.
• Plastics: MaintainX assists plastics manufacturers in optimizing production processes by scheduling preventive maintenance for molding machines, tracking tool wear, and managing inventory of raw materials.
• Automotive: From assembly lines to paint shops, MaintainX helps automotive manufacturers maintain equipment uptime, track vehicle maintenance, and manage complex workflows to ensure smooth production processes.

Pricing Plans

Free plan includes:

• Unlimited Work Orders
• Unlimited requester users
• Real-time messaging
• 2 active repeating Work Orders
• 2 Work Orders with attached Procedures
• 1-month access to Advanced Analytics

Essential plan starts from $16 /User/Month, includes all features of the Basic plan, plus:

• Unlimited Work Orders with attached images
• Unlimited repeating Work Orders
• 3 Work Orders with attached Procedures
• 3-month access to Advanced Analytics

Premium plan starts from $49 /User/Month, includes all features from the Essential plan, plus:

• Unlimited Work Orders with attached Procedures
• Unlimited access to Advanced Analytics
• Meter-based maintenance
• Parts inventory management
• Purchase order management
• Time and cost tracking
• Open REST API access
• Dedicated Account Manager
• External Work Orders

Enterprise plans have custom pricing. It includes features of the Premium plan, plus:

• Asset Health Insights
• Resource Planning
• Escalation protocols
• Custom permissions
• IoT sensor integrations
• Advanced control and security, including SSO
• Multi-site management tools and reporting
• Global Parts
• Global Procedures

Pros of MaintainX

• “The user interface and navigation are easy to understand and effective” – G2 User
• “No more spreadsheets to monitor calibration or maintenance [maintrnance] anniversaries and due dates, also helpful in new Equipment pre-approval and pre-purchase documentations [documenations]” – G2 User
• “It’s [its] very accessible. It’s [Its] a great platform to store equipment information and documents associated with the equipment. I like the layout of the panels. I use MX quite often, and find it better than the old system we would use.” – G2 User

Cons of MaintainX

• “I dislike all the bugs and issues with android devices.” – G2 User
• “there is no dashboard where I can see things assigned to myself without having to search several filters.” – G2 User
• “I did notice when I created a multi location multi step procedure for example our well sites its difficult to go back in and restructure the order in which these tasks are completed dependant on which route you would take, I think it would be nice to personalize how the procedures with multiple locations [loactions] and assets [assests] to be filled out and completed dependant on which user is doing this task each day. What I mean is if I go to do our “well Production” rounds I go a certain route to do them but say “john” is doing them that day and he uses a different route it would be nice to have each set to display how each user goes about completing these tasks. Not everyone does everything the exact same so I think more customization with these bigger procedures would be better. A feature for automatic calculations for certain daily rounds we do would be much appreciated because there are a few math calculations needed for correct recording of meter reads. One last thing at first how to create [creat] templates for procedures was somewhat [somwhat] difficult to get started due to the lack of explanation or direction.” – G2 User

Why Choose Limble CMMS Over MaintainX?

While MaintainX is a solid CMMS option, particularly for smaller businesses or those new to computerized maintenance, Limble CMMS offers distinct advantages that make it a superior choice for many organizations. Here’s why:

• Unmatched customization: Limble provides a level of customization that goes beyond MaintainX‘s capabilities. You can tailor almost every aspect of the system to your specific needs and workflows, from customizing work request portals and asset fields to creating unique reports and dashboards. This ensures a perfect fit for your organization, regardless of its size or complexity.  
• Enterprise-level scalability: Limble is designed to grow with your business. Whether you’re a small team with ambitious plans or a large organization with complex needs, Limble adapts seamlessly. Its flexible structure accommodates diverse data organization and varying requirements across different teams, ensuring a cohesive and efficient maintenance system across your entire operation.
• Best-in-class customer support: Limble prioritizes customer success with comprehensive support resources and a responsive US-based team. Beyond a robust help center and helpful how-to videos, you get prompt, personalized assistance whenever needed, ensuring you maximize Limble’s potential and achieve your maintenance goals with confidence.  

Learn more about Limble vs MaintainX

UpKeep Overview: Features, Use Cases, Pricing, Pros & Cons

Upkeep is a comprehensive CMMS platform designed to streamline maintenance operations, improve asset performance, and reduce downtime. It’s known for its robust feature set, advanced analytics, and focus on optimizing maintenance workflows for businesses of all sizes.

Key Features

• Work Order Management: UpKeep provides a powerful work order management system that allows users to create, assign, and track work orders with ease. It includes features like custom fields, priority levels, and automated notifications to ensure efficient task management.
• Preventive Maintenance: UpKeep enables businesses to implement robust preventive maintenance programs by scheduling recurring tasks based on time, meter readings, or sensor data. This helps minimize equipment breakdowns and extend asset lifespan.
• Inventory Management: UpKeep offers comprehensive inventory tracking capabilities, allowing businesses to manage stock levels, track parts usage, and automate reordering processes to ensure they have the necessary resources for timely maintenance.
• Asset Management: UpKeep allows businesses to centralize asset information, track maintenance history, and monitor equipment performance, providing valuable insights to optimize maintenance strategies and extend asset life.
• Mobile App: UpKeep’s mobile app (available on iOS and Android) empowers technicians in the field with access to work orders, asset information, and communication tools, enabling them to complete tasks efficiently and effectively.
• IoT Integrations: Integrates with various IoT sensors and devices, allowing businesses to collect real-time data on equipment performance and trigger automated alerts or work orders based on predefined conditions.

Use Cases

• Manufacturing: Helps manufacturers optimize production uptime, reduce equipment failures, and improve overall efficiency through preventive maintenance scheduling, work order management, and real-time performance monitoring.
• Facilities Management: Streamlines facility maintenance operations by managing work orders, tracking asset conditions, and ensuring compliance with safety regulations, contributing to a safe and well-maintained environment.
• Healthcare: Helps healthcare facilities ensure the proper functioning of critical medical equipment, manage maintenance schedules for HVAC and other building systems, and maintain a safe and sterile environment for patients and staff.
• Education: Assists educational institutions in managing maintenance across multiple buildings and campuses, tracking repairs, scheduling preventive maintenance for facilities and equipment, and ensuring a safe learning environment.
• Restaurants and Hospitality: UpKeep helps restaurants and hotels maintain a positive guest experience by efficiently managing equipment maintenance, tracking repairs, and ensuring the smooth operation of critical assets like kitchen appliances and HVAC systems.

Pricing Plans

Summarize their pricing plans.

Lite plan starts from $20/month per user and includes:

• Unlimited work orders
• Recurring work orders
• Custom tasks
• Unlimited Request User Licenses
• Asset Management
• 24/7 Phone, email, chat support

Starter starts from $45 /User/Month, and includes everything in Lite plus:

• Preventive Maintenance Optimization 
• Custom Checklists
• Inventory management/Costing
• Time and Manpower Tracking
• 30 day Analytics & Reporting

Professional plan starts from $75 /User/Month, includes everything in Starter plus:

• Multiple Inventory Lines
• Signature Capture
• Customizable Request Portal
• Mobile Offline Mode
• Advanced Analytics & Reporting

Business + plan has custom pricing, includes everything in Professional plus:

• Workflow Automation
• Downtime Tracking
• Reliability Tracking
• Purchase Order Management
• Multi-site Module Support
• Standard API Access
• Custom Work Order Statuses
• Custom Integrations Support
• Customizable Dashboards
• Custom Roles
• Single Sign On

Pros of UpKeep

• “UpKeep replaced our email maintenance ticket system. UpKeep is user-friendly, so it was easy to train our technicians and requesters on how to utilize the system. It’s organized; lots of different options are available to suit your organization. We really like how easy it is to submit a ticket, and how you can do this on the mobile app as well! Support has been wonderful post implementation. Brian does a wonderful job at answering any questions we may have in a timely, efficient [effecient] manner.” – G2 User
• “I love that it does work orders, PM management, and inventory control. Being able to barcode and add photos of equipment is awesome. Maintenance, Production, Sanitation, and Quality all use this software. Creating work order notification takes less than 30 seconds. So much better than paper!” – G2 User

Cons of UpKeep

• “Price was a bit much compared to competitors. Also, there is a huge learning curve to Upkeep and it was hard to navigate at times.” – Capterra User
• “A great basic CMMS meant for day to day use, to keep work orders, scheduled maintenance and parts/inventory. Lacks a lot of the higher end features that experienced users would want to implement [impliment].” – Capterra User
• “They are constantly updating things (every Friday) and they apparently don’t sandbox these very well because every friday something new breaks….. It is super frustrating. Also they view you as a customer and that’s all. I spent hours and hours helping them (for free) talk about new features and structures that would improve [imporve] the app. When then I ask for their help they [thye] told me that’s not what they do. Very frustrating [frsutrating] to have someone come in and tell you to pound sand after all the help I have given them… A pity. We will be moving. Every penny they say they can save you will be lost due to technician frustration [frustation], poor rollback on application [apllication] policy, and lost revenue from billing. They have costs us at 25,000 in lost revenue and billings.” – G2 User

Why Choose Limble CMMS Over UpKeep?

While UpKeep is a robust CMMS with a wide array of features, Limble CMMS distinguishes itself by offering a superior user experience in several key ways:

• Unmatched flexibility for dynamic environments: UpKeep can sometimes feel rigid when it comes to adapting to real-time changes. Limble, on the other hand, provides unparalleled flexibility. Maintenance professionals can easily update work orders, adjust schedules (even for recurring PMs), and transfer assets and parts across multiple locations with just a few clicks. This agility keeps your maintenance operations running smoothly, even in the face of unexpected events or shifting priorities.
• Effortless access to audit-ready data: Need to pull historical data for an audit or compliance report? With UpKeep, this can involve time-consuming loading and exporting. Limble streamlines this process by providing instant access to all your maintenance history. Generate custom reports, analyze data with interactive dashboards, and export information in real-time with ease. This ensures you’re always prepared for audits and can readily extract valuable insights from your maintenance data.
• Quick and thorough implementation: Getting started with a new CMMS can be daunting, but Limble makes the transition smooth and efficient. Their implementation process boasts a 96% success rate, with many customers fully operational within just four weeks. Whether you’re a small team or a large enterprise, Limble provides dedicated support and expertise to ensure a seamless onboarding experience, from data transfer and integration to multi-site rollouts.

Learn more about Limble vs UpKeep

How to Choose the Right CMMS Software for Your Business?

Define Your Needs

Core functionality:

• What core features are essential for your operations? (e.g., work order management, preventive maintenance scheduling, inventory control, asset tracking)
• Do you need advanced features like predictive maintenance software, IoT integrations, or AI-powered automation?
• What level of reporting and analytics do you require?

Team size and structure:

• How many users will need access to the CMMS?
• Do you have technicians working in the field who require mobile access?
• Do you need features that support collaboration and communication within your maintenance team?

Industry and specific requirements:

• Are there any industry-specific regulations or compliance standards you need to meet?
• Do you have unique needs related to your equipment, facilities, or maintenance processes?

Scalability:

• Do you anticipate your business growing or your maintenance needs evolving in the future? Choose a CMMS that can scale with your business and adapt to changing requirements.

Budget:

• Determine your budget for a CMMS solution.
• Consider pricing models (e.g., per user, per feature, tiered plans) and explore free trials or freemium options.

Evaluate CMMS Platforms

• MaintainX: is best for smaller to mid-sized businesses looking for simplicity and mobile-first features, but may lack advanced options for larger organizations.
• UpKeep: is versatile enough to support small to large businesses, offering comprehensive features and integrations but at a higher cost.
• Limble CMMS: a scalable solution for businesses of all sizes. It offers essential features like preventive maintenance, asset management, and reporting.
• Other providers: Explore alternatives like Fiix, Hippo CMMS, or eMaint, depending on your specific requirements.

Compare Pricing and Features

• Pricing models: Understand the pricing structure of each platform and how it aligns with your budget and user needs.
• Features: Compare the features offered by each platform against your list of requirements.
• Free trials: Take advantage of free trials to test the platforms and see how they fit your workflow. 

Consider User Experience

• Ease of use: Evaluate the platform’s interface and how easy it is for your team to learn and use.
• Mobile app: If mobile access is important, assess the functionality and user experience of the mobile app.
• Customer support: Consider the availability and quality of customer support offered by each platform.

Which CMMS Software Will You Choose?

MaintainX and UpKeep offer valuable features for businesses seeking to optimize their maintenance operations. However, the best choice for your organization will depend on your specific needs, priorities, and budget.

• MaintainX excels in simplicity, making it a great option for smaller businesses or those new to CMMS. However, it may lack the advanced features and customization options required by larger or more complex organizations.  
• UpKeep provides a comprehensive suite of features, making it suitable for businesses with complex maintenance needs. However, its complexity and potentially higher cost might be a barrier for some.

For organizations that need a flexible, user-friendly solution with powerful features and exceptional support, Limble CMMS is the best choice. Its customization options, scalability, and seamless implementation make it an ideal fit for businesses of any size, ensuring your maintenance operations run smoothly as you grow.

• Tailor the system to your exact needs: Customize workflows, reports, and interfaces to match your unique requirements.
• Scale your maintenance operations seamlessly: Adapt to changing needs and accommodate growth without limitations.
• Enjoy a smooth and efficient implementation process: Get up and running quickly with dedicated support and comprehensive resources.

Book a demo today to see how Limble can improve your maintenance operations.

FAQs

What customer support options do MaintainX and UpKeep offer?

MaintainX offers:

• Live Chat: Available through their website and mobile app, offering real-time assistance for urgent issues.
• Email Support: Customers can reach out via email for detailed support on specific issues or requests.
• Help Center/Knowledge Base: A comprehensive online resource with FAQs, guides, tutorials, and troubleshooting articles.
• Account Manager: Available for higher-tier plans, offering direct access to support agents for more complex problems.
• Community Forum: MaintainX offers a community forum where users can exchange ideas and solutions.

UpKeep offers:

• Live Chat: Provides real-time support through their website, allowing for quick resolutions to issues.
• Email Support: Customers can reach out via email for detailed support on specific issues or requests.
• Phone Support: Available for all plans.
• Help Center/Knowledge Base: Extensive articles, video tutorials, and product documentation to help users troubleshoot and learn.
• Training & Webinars: UpKeep offers training sessions and webinars to help users get the most out of the platform.
• Customer Success Manager (CSM): Available for enterprise-level customers, offering tailored guidance and proactive support.

Both platforms provide multiple channels of support, but UpKeep generally offers more robust options, especially for enterprise customers.

How do MaintainX and UpKeep ensure the security of maintenance data?

Both MaintainX and UpKeep are SOC 2 compliant and prioritize the security of maintenance data. They offer transparent security terms, ensuring robust protection through secure cloud storage, regular backups, and comprehensive security practices.