What's New at MaintainX: January 2026

At this time of year, planning is everything. But without the right insights, it’s difficult to evaluate how you did last year—or what you should focus on in 2026.

That’s why we chose to close out last year strongly with the launch of Report Builder.

Report Builder turns your MaintainX asset and work data into custom reports, dashboards, and visualizations right inside MaintainX.

That means faster insights, less time spent manipulating data in other systems, and more confidence in your scheduling, reliability, and budget decisions.

To help you make the most of Report Builder, let’s take a look at some key reports you can create to unlock more efficiencies.

1. Most heavily used parts

Every storeroom has those “usual suspects”. Parts you swear you just reordered, but somehow you’re already running low again. The challenge is proving which parts are truly driving consumption, and whether that consumption is steady, seasonal, or spiking because of a reliability issue.

That’s why one of the first reports teams create in Report Builder is a “most heavily used parts” view.

With this report, you can start answering questions like:

• Are we setting minimums based on reality, or assumptions?
• Which parts are quietly driving emergency orders and rush shipping?
• Are there parts we should be ordering more of, or stocking more regularly?

Getting these answers can help you reduce stockouts and spend less on parts overall.

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How to build it in Report Builder

You can find this report in your report templates. If you want to create it from scratch:

• Start a Parts report.
• Add Part on your x-axis and Part Quantity Used in Work Order on your y-axis.
• Apply a date filter to see parts consumption over the whole year, or month by month.

To take your parts inventory insights to the next level, you can also create a report using the “Slow moving and obsolete inventory” template. This drives efficiency by helping you identify parts you’re stocking that aren’t being used.

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2. Estimated time vs. actual time spent for completed work orders

Most teams don’t lack a schedule. But often those schedules are built on estimates that drift over time.

A 30-minute job becomes an hour. A “simple” repair turns into a two-tech job. The team works hard, but planning gets harder: PMs slide, reactive work piles up, and it becomes difficult to forecast capacity with any confidence.

This is why customers are using Report Builder to compare estimated time vs. actual time spent for completed work orders.

When you see large swings in estimated time vs actual time spent, it signals that your schedules aren’t as accurate as they should be. And you can then start to investigate:

• If your time estimates are out-of-date
• If certain team members need more training
• If you need to make a case for more headcount
  
  

How to build it in Report Builder

‍Again, you can find this report in your template library. But looking at how the report is built will help you discover the power of Report Builder.

This report starts with selecting Work Orders, and uses:

• The Total Time Duration column as an average.
• The Estimated Time column as an average.
• A formula, which subtracts the estimated time from the total time to give you the difference for each work order assignee.

Once you see a lot of variance between your total time and estimated time, you can dig deeper into your work orders to understand what needs to be fixed.

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3. Total labor costs over time

At the end of the year, most maintenance leaders are asked to explain the same thing in different ways:

“Why did maintenance cost what it did?”

Labor is a major part of that story—but month-to-month trends are easy to miss when you’re deep in daily work.

A total labor cost report gives you a simple, credible view of what’s happening over time, so you can connect labor spend to what the plant was dealing with: seasonal demand, shutdowns, reliability issues, staffing changes, or major projects.

This report helps with budget and headcount conversations, overtime control, and ROI justification for your reliability initiatives.

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How to build it in Report Builder

Simply select the Total labor costs by month over time template to get started with this report.

You’ll then be able to tweak it by:

• Adding a date filter to see only the past six months, or the past year
• Segmenting your data by work type rather than just the user

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Need more support? Check out our Help Center

This article just scratches the surface of what’s possible with Report Builder. For more information, check out our Help Center.

And if you’re not yet a MaintainX customer and want to see what it can do for your organization, book a tour today.

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