MaintainX vs. UpKeep: A 2025 Maintenance Software Comparison

MaintainX and UpKeep are both popular choices for those interested in computerized maintenance management system (CMMS) software.

MaintainX is a newer platform that focuses on simplifying your maintenance management experience with an intuitive interface and easy-to-use form builder that helps build work orders with little effort. UpKeep has been active longer, building a reputation for its integration capabilities and extensive feature set. It’s focused on helping maintenance teams that require advanced reporting and integration with other business systems.

Both have various similarities, a few differences and their own strengths. In this guide, we compare these platforms to help you understand the factors that matter most for you when researching CMMS software. If neither seems like a good option, we have an alternative for you to consider as well.

MaintainX vs. UpKeep at a Glance

There are quite a few similarities between MaintainX and UpKeep. For example, MaintainX and UpKeep cater to all sizes of companies, are mobile-first platforms that also have a desktop interface and offer in-app messaging for easier team communication.

Here’s an overview of how MaintainX and UpKeep stack up:

MaintainX Keeps Things Simple

MaintainX focuses on simplicity instead of jamming the interface with dozens of options. This makes the interface a lot less intimidating compared to UpKeep, which comes with a bit of a learning curve, especially for new users.

It aims to simplify work order management by making it easy and quick to create work orders with a collection of templates. You can create a checklist for every work order you create and upload photos to guide maintenance technicians through the process. For example, if a task in the checklist is to inspect and lubricate the conveyor belt, you can add further instructions such as turning off the power (with a photo of the power button so it’s easier to find), removing the protective cover and things to look for during the inspection.

You don’t always have to create the entire work order manually either. You can start with one of the templates in MaintainX’s template library and customize according to your preference. You can also add time tracking and signatures to the work orders if you prefer.

Put simply, preventive maintenance scheduling on MaintainX is simpler than on UpKeep, though this simplicity comes at the cost of advanced features. 

UpKeep Offers Intuitive Third-Party Integrations

UpKeep is better when it comes to playing ball with other apps in your tech stack. It’s easier to integrate UpKeep with third-party systems. It integrates with most tools via Zapier, but you can also use its API or Webhooks to integrate it with systems that don’t work with Zapier.

Work orders are easy to track on UpKeep. The platform also reports on key aspects of work order management, including equipment downtime and technician workflows. If any part of your work order management seems out of line, UpKeep makes sure you have visibility over it. At the same time, UpKeep helps you track critical maintenance KPIs and offers high-level analytics. This makes the job of communicating and justifying maintenance needs easier when you need approval from upper management.

UpKeep’s scheduling system is also well-designed. For example, the Meters feature allows you to schedule preventive maintenance tasks based on various metrics like runtime hours, temperature and pressure. For example, if one of your machines has been in operation for over 100 hours since you purchased it, you can configure UpKeep to auto-generate a work order to perform preventive maintenance on it.

Both Are as Easy as Using a Mobile App

MaintainX and UpKeep offer an intuitive mobile app. In addition to their user-friendliness, they offer various functions to simplify a maintenance technician’s job, such as:

• Managing work orders: Technicians can check off tasks, receive notifications and seek clarification from supervisors or managers, while managers can use the app to schedule work orders and set reminders for overdue tasks. Since technicians can check either app on the go, there’s no need to return to the desk to receive more updates about a specific work order, saving your company plenty of time.
• Accessing asset information: Technicians can scan QR-coded assets to retrieve maintenance history and other information using the apps. This allows technicians to make smarter decisions and troubleshoot faster.
• Real-time communication: Both apps include integrated chat that allows members to communicate in real time and share updates.
• Photo uploads: Technicians can capture and upload photos, annotate them and attach them to work orders to provide visual context for maintenance tasks or seek guidance from a supervisor.

Both Offer QR Codes for Easy Asset Inventory

QR codes make it easy for maintenance managers to tag assets in work orders. They also make it easier for technicians to find an asset’s maintenance and repair history and technical information without jumping through hoops.

With QR codes, you can also share work orders with external contacts, such as vendors or service providers, through shareable links. You’re always in control of what external contacts can see and interact with, including the ability to disable or reset shared links as needed.

QR codes also make managing asset inventory and spare parts easier. Technicians can update stock levels, add new quantities and upload purchase receipts simply by scanning a QR code from their mobile device. This reduces manual errors and speeds up inventory tracking.

The QR code functionality on both platforms is pretty much the same, except for one small difference. MaintainX allows you to export QR codes into CSV files, which you can use with barcode printers or third-party label printing services to create physical labels. UpKeep, on the other hand, makes the process a bit easier and generates QR codes directly from the platform.

MaintainX vs. UpKeep: Which One Makes Sense for You?

Both platforms have their strong suits. If you prioritize simplicity and don’t need to execute complex workflows through your CMMS, MaintainX is better than UpKeep for your needs. On the other hand, if you want more advanced features and high-level analytics and reporting features, UpKeep might be the better of the two.

However, if you firmly believe in keeping all options open — the ability to switch between simplicity and advanced features — you need a CMMS like Coast that offers extensive customization. Coast offers a similar feature set as MaintainX and UpKeep, including maintenance management, preventive maintenance, checklist and digital form creation, team communication and more. But it takes all this a step further by offering customization capabilities that allow you to adapt the software based on your business’ specific needs. In other words, it’s built for you.

If that sounds interesting, book a demo to learn how Coast can help your business manage maintenance your way.