The Scenario
Budget season is open and your operations director wants labor cost scenarios by team before the planning presentation. You have 35 people in MaintainX — technicians, supervisors, and managers across four maintenance teams — and their hourly rates are all in the system. But the budget model is an Excel workbook, and getting 35 rows of names, roles, teams, and rates out of MaintainX manually means 35 individual profile clicks.
The bad version:
- Open MaintainX users, discover the list view does not display hourly rates — each profile has to be opened individually.
- Click into profile one. Note name, role, team, hourly rate. Click back. Open profile two. Repeat 35 times.
- Finish the list, build the budget formula, and realize one user's rate is missing because their profile had a blank field you did not catch.
You were asked to model labor cost scenarios, not transcribe a staff directory. That is not the same project.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. It reads the workbook, connects to MaintainX through its built-in integration, and pulls your full user roster — with hourly rates — in one shot.
Export the entire MaintainX user roster into Excel with user ID, name, role, and hourly rate so I can calculate total team labor cost capacity
What You Get
- Column A: user ID
- Column B: full name
- Column C: role
- Column D: hourly rate
- All 35 users in one pull, ready for the budget formulas you already have in the workbook
What If the Data Is Not Quite Ready
You also need team assignment to break out costs by team
Export all MaintainX users into columns A through E with user ID, name, email, role, team, and hourly rate — sort by team so you can add team subtotals in the budget workbook
Users with no hourly rate should be flagged before you run calculations
Export all MaintainX users into columns A through D with user ID, name, role, and hourly rate — write MISSING RATE in column E for any user where the hourly rate is zero or blank
You want a weekly cost estimate added automatically
Export all MaintainX users into columns A through D with user ID, name, role, and hourly rate — then add a weekly labor cost column in column E by multiplying the hourly rate by 40 for each user
Full budget model worksheet in one shot: pull roster, flag missing rates, add capacity columns, sort by team
Export all MaintainX users into columns A through E with user ID, name, role, team, and hourly rate — flag MISSING RATE in column F for any blank hourly rate — add weekly cost (rate x 40) in column G and monthly cost (rate x 160) in column H — sort by team name then by name within each team
One prompt produces a labor cost worksheet ready for the budget presentation.
Try It
Get the 7-day free trial of SheetXAI and open your Excel budget model. Ask it to pull the full MaintainX user roster with hourly rates so you can build labor cost scenarios without opening a single profile. Then check the spoke on work order cost analysis if you want actual Q1 spend data to layer into the model.