MaintainX: Features, Pricing, Integrations & AI Visibility

MaintainX is a CMMS and enterprise asset management platform that its site says over 14,000 companies use. The core is work orders across sites, preventive maintenance, asset records, checklists and inspections, parts inventory and reporting. Its property management page adds the parts a landlord cares about. Tenants submit, complete and track work requests, repeating PMs run for any property, and vendors are managed inside the same system. The customers it names on that page are Cushman & Wakefield, Marriott and Hilton. In the category guide to facilities software for commercial buildings, MaintainX is the general CMMS that has done the most to write for property managers, and one of two vendors in the category with published prices.

Who it fits

The database tags commercial facilities and institutional multifamily. MaintainX’s industry list runs manufacturing, facility management, property management, retail and hospitality, and its property management page references multifamily alongside commercial, which is why it carries both segments. The buyer is a facilities or property team that wants tenant requests, PM schedules, inspections and parts in one system with a phone app, at a price it can read before the demo.

The property management page frames the problem as a skilled labor shortage and unexpected repairs, which is the plant manager’s framing applied to buildings. A landlord whose main pain is secondary billing should read the pricing section and then ask the chargeback question first.

Pricing

MaintainX publishes its pricing. Basic is free. Essential is $20 per user per month on an annual plan, or $25 month to month. Premium is $65 per user per month annual, or $75 month to month. Enterprise is custom. The unit is the user, meaning the technician seat, so ask what a tenant requester or a contractor login costs and which tier carries multi-site work orders and the request portal. The free tier makes MaintainX the one vendor in the category a building can try on a real work order before talking to sales, which is worth doing.

The page claims a 53 percent improvement in work order completion rates. Ask which customer, over what period, against what baseline.

Integrations

The database records no named PMS integration. MaintainX’s pricing page names Zapier, SAP, Oracle NetSuite, Ignition, Kepware, MQTT and an open REST API. None of those is a lease accounting system, so the MRI or Yardi connection is a build through the API or through Zapier, and Zapier is not how most owners want tenant charges to move. Ask who has built the connection, which direction it syncs, and whether a completed work order’s labor and parts can post as a tenant receivable. Ask for the customer reference on your PMS.

Limitations and questions to ask

Start with chargebacks. The property management page says tenants submit and track requests; it does not say the request gets billed back. Bring a closed work order with billable engineer time and ask for the tenant invoice at the lease rate and where it lands.

Then vendors. Ask how vendor management handles certificates of insurance, expiry warnings and whether a lapsed contractor can still be assigned.

Then the portfolio view. Ask what a regional manager sees across twenty buildings, how repeating PMs are cloned between properties and whether asset records carry over when a building is sold.

Then seats. Price the portfolio at the seat count in two years and ask how the free and Essential tiers cap users, sites or work orders.

Then the AI. MaintainX describes the platform as having AI inside. Ask which decisions it makes without a person and how an engineer overrides it.

Alternatives

The category vendor list compares all twelve. The other CMMS with published pricing is UpKeep, at $24 and $55 per user per month, with an offline app and an external request portal. FMX has a property management edition that lets tenants submit work orders across a portfolio and adds facility scheduling, but publishes no price.

AI visibility

The AI Shortlist Index will measure this category when a prompt set is approved, and until then this profile carries no number.