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We spent time inside both the platforms, read through hundreds of verified user reviews, and talked to teams who have used one, the other, or both.
Most UpKeep vs MaintainX comparisons of these two tools follow the same template: a feature table, a pricing breakdown, and a verdict that picks a winner.
What they skip is the question that kept coming up in our research: both tools were designed to get small maintenance teams off spreadsheets.
What happens when you are no longer a small team?
This comparison covers what each platform genuinely does well, where the cracks appear as operations grow, and the point at which neither one is the right answer anymore.
Competitive overview
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Tell us about your situation
1. How many sites or buildings does your team maintain?
2. What's your biggest day-to-day challenge?
3. Who are your main stakeholders beyond the maintenance team?
MaintainX is likely a strong fit
For single or few-site teams focused on communication speed and fast technician adoption, MaintainX delivers well. Its free plan and mobile-first design make it the lowest-friction entry into CMMS.
UpKeep is worth a close look
If asset data depth matters more than communication speed — lifecycle tracking, inventory costing, and depreciation — UpKeep's asset management features are stronger than MaintainX at comparable tiers.
You may have outgrown both — Facilio is worth a look
Multi-site portfolios managing tenants, vendors, compliance, energy, and IoT data need a platform built for that complexity from the ground up. Neither MaintainX nor UpKeep was designed for enterprise property operations at scale.
MaintainX: The frontline favourite
MaintainX was founded in 2018 on a simple but sharp insight: if technicians don't enjoy using the app, the data won't be reliable. Rather than building another desktop CMMS with a mobile layer bolted on, they started from the phone up, a chat-centric interface that feels more like a consumer app than enterprise software. And it worked.
Today MaintainX serves 13,000+ customers, has processed over 50 million work orders, and has raised $150M in Series D funding from Bessemer Venture Partners and Bain Capital Ventures.
MaintainX earns its G2 ranking. For what it was built for, like getting frontline teams off paper and onto a system they will actually use; it is pretty decent. The question is not whether 1,436 reviewers are right. The question is whether you are running the same kind of operation they are running.
MaintainX feature overview
- Work orders with in-app messaging, photo attachments, and chat threads — everything in one place
- Preventive maintenance scheduling via time, meter, or condition triggers
- Digital procedure library with conditional logic (if-then branching)
- Parts and inventory management with QR code scanning and stock alerts (Essential+)
- Real-time operational dashboards with MTTR, completion rates, and backlog tracking
- Resource planning and capacity scheduling (Premium+)
- IoT sensor integrations and SAP connectivity (Enterprise, additional cost)
- AI-powered CoPilot - converts manuals into work orders, answers technician queries
User reviews: What users say about MaintainX
UpKeep CMMS: The asset specialist
UpKeep was founded in 2014 by Ryan Chan in Los Angeles.
The idea came from his time as a process engineer at a manufacturing plant, watching maintenance teams lose hours shuttling between the floor and a desktop to log work orders.
His fix: rebuild the whole workflow around the phone already in every technician's pocket.
The platform centralises work orders, preventive maintenance, asset data, and parts inventory. It is backed by $36M in Series B funding led by Insight Partners, with Emergence Capital, Battery Ventures, and Y Combinator participating, UpKeep serves 4,000+ companies across manufacturing, healthcare, property management, and education.
The company has since repositioned under the banner of Asset Operations Management, connecting maintenance, reliability, and operations data in one system with its Nova AI layer and UpKeep Edge IoT sensors.
UpKeep feature overview
- Work order management with custom fields, categories, and workflow automation (Enterprise)
- Preventive maintenance with time, meter, and usage-based triggers (Premium+)
- Asset management with maintenance history, QR code scanning, and custom fields, depreciation and warranty tracking require Professional+
- Parts and inventory with costing (Premium+) and purchase order management (Enterprise)
- Barcode and QR code scanning for rapid field updates
- 100+ integrations including SAP, Slack, Zapier, and Azure
- UpKeep Edge - the proprietary IoT sensor hardware for condition monitoring (add-on)
- Nova AI - autonomous background agent for work order generation, data monitoring, and voice-first field access
User reviews: What users say about UpKeep
Jaihind_GN
MaintainX vs UpKeep pricing
Both tools use a per-user, per-month model and their costs scale directly with headcount. We found the published tiers straightforward, but the tier qualifiers matter more than the headline prices.
MaintainX
UpKeep
MaintainX vs UpKeep: How they stand in G2 and Capterra ratings
MaintainX has built a clear lead on the rating platforms, driven by strong technician adoption, fast implementation, and consistent product updates. UpKeep holds a solid 4.5 and remains well-regarded for its asset management depth and intuitive interface.
Overall G2 Rating Comparison
G2 Sub-Category Scores — MaintainX
G2 Sub-Category Scores — UpKeep
Note: Facilio's review count is lower because it serves a smaller, enterprise-specific segment. Its G2 presence reflects implementations at commercial real estate portfolios, not broader SMB adoption.
Jaihind_GN
MaintainX vs UpKeep vs Facilio: Head-to-head Comparison of Key Features
We put both tools through their paces across the dimensions that matter most for facility and maintenance operations teams. The table below is where most comparisons stop.
We've added a third column, not to pitch Facilio, but because several rows simply don't have an answer from either tool. That gap is worth knowing about before you decide.
CORE MAINTENANCE
ASSET & FACILITY MANAGEMENT
INTELLIGENCE & INTEGRATIONS
DEPLOYMENT & SUPPORT
Which CMMS software is right for your operation?
Both MaintainX and UpKeep solve real problems for maintenance teams. The right choice comes down to what your operation actually looks like day to day.
Choose MaintainX if:
- Fast technician adoption is your top priority
- You need a free starting point with no upfront commitment
- Your team works across one or a few sites
- Communication speed and work order visibility matter more than asset data depth
- You are moving off spreadsheets for the first time
Choose UpKeep if:
- Your operation is asset-heavy and equipment cost data drives decisions
- You need detailed lifecycle tracking, depreciation, and warranty management
- Purchase order management is part of your regular workflow
- Stronger analytical reporting is important to leadership
- You are willing to pay more per user for deeper asset functionality
When neither is the right fit:
If you manage multiple sites, coordinate vendors and tenants, need IoT or BMS integration, or have energy and compliance obligations across a portfolio; both tools will ask you to work around their limits rather than with them.
That, clearly, is a sign you have likely outgrown what either was built to handle.
What happens when you outgrow both UpKeep and MaintainX?
We spent time researching how teams move on from MaintainX and UpKeep. The pattern that keeps coming up is not a complaint about features. It is a realisation that both tools were designed with a specific operation in mind and that operation is not a multi-site commercial portfolio.
For single-site or few-site teams managing work orders and equipment, either tool is a decent, proven choice. But, the limits only become visible when the operation grows.
What are the gaps neither tool fills at enterprise scale?
These are not missing features. They are structural limits that stem from how both platforms were originally designed.
What a better CMMS platform actually looks like
Facilio addresses all four gaps at the platform level, not through add-ons.
Maintenance, vendors, tenants, compliance, energy management, and IoT data sit in a single connected platform, built for portfolio-scale operations from the ground up.
Skeens Warehouse Services, a US-based FM provider out of Indianapolis with 35 years of experience managing a nationwide contractor network, shows what that looks like in practice.
Before Facilio, Skeens operated across disconnected tools and manual workflows:
- Contractor check-ins required manual phone calls
- Compliance documents had no automated tracking
- Quotes and invoices moved entirely through email
After deploying Facilio's Connected CMMS:
- 100% of manual contractor check-ins eliminated
- Expired contractor documents automatically block new work order assignments
- Dispatch, tracking, and client portals unified in one platform
- Operations positioned for expansion into Canada and the UK
What used to take multiple tools, emails, and manual steps is now streamlined and fully visible in one place. We have not only eliminated hours of manual coordination but are now better equipped to scale our services for new clients and international expansion.
Every FM team we spoke to that outgrew MaintainX or UpKeep said the same thing: they did not realise how much time was going into keeping the tools connected until they stopped having to do it. That is what a platform built for this scale actually changes.
Talk to Facilio, built for what comes after MaintainX and UpKeep
See Facilio in action
Frequently asked common questions
1. Is MaintainX better than UpKeep?
It strictly depends on what you need. MaintainX scores higher on G2 (4.8 vs 4.5) and wins on mobile UX and team communication. UpKeep goes deeper on asset lifecycle tracking and inventory management. Neither is universally better, they're built for different priorities.
2. What is the main difference between MaintainX and UpKeep?
MaintainX feels like Slack for maintenance teams, built around communication and fast work order creation. UpKeep is more of an asset data platform inventory costing, depreciation, lifecycle tracking. Both handle core work orders and PMs, but their philosophies diverge in usability vs depth.
3. How much does MaintainX cost vs UpKeep?
MaintainX starts at $0 (free plan) with paid plans from $16/user/month. UpKeep starts at $20/user/month with no permanent free plan. Both scale with users and advanced features; Enterprise pricing for both requires a custom quote.
4. Who should use MaintainX?
MaintainX is a strong fit if you need fast adoption, a mobile-first interface, and a free starting point. It works particularly well for small to mid-size teams in facilities, food and beverage, or any operation where technician adoption is the make-or-break factor.
5. Who should use UpKeep?
UpKeep suits you better if equipment data is your priority like detailed asset histories, depreciation tracking, and inventory costing. It's a solid choice for property management, healthcare, and asset-heavy operations where depth matters more than ease of communication.
6. Can MaintainX or UpKeep handle multi-site operations?
Both can; but only at Enterprise tier, and it feels like an add-on rather than a core design decision. If you're managing 10+ buildings or a commercial portfolio, you'll likely find multi-site layered in rather than built in from the start.
7. Which CMMS is better for facility management and property operations?
For single-site FM teams, MaintainX's free plan and ease of use make it a practical entry point. UpKeep works well where asset lifecycle data is central. That said, neither was built specifically for property operations; both lack native tenant management, energy monitoring, and portfolio-level compliance. If those are requirements, you'll be working around both tools rather than with them.
8. Does UpKeep have an API?
Yes, but only on the Enterprise plan. UpKeep's own API documentation confirms it's an Enterprise-only feature. If integrations are important to your evaluation, factor Enterprise pricing in from the start rather than discovering the constraint once you're already committed to a lower tier.
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