The Scenario
The plant manager asked you after last quarter's close which assets cost the most to maintain. You pulled the MaintainX work orders for Q1 and started adding up costs manually — clicking into each completed work order, reading the cost rows, copying totals into a sheet. By work order 20 you had been at it for two hours and were not even a third of the way through the 60 you needed to cover.
The bad version:
- Open each work order in MaintainX individually, navigate to the cost section, note the parts cost and labor cost, close the record, and go to the next one.
- Realize around order 25 that one record was entered in a different currency, which throws off your running total.
- After two and a half hours, have a sheet with costs for 40 of the 60 orders — and no bandwidth left to do the analysis the plant manager actually wants.
The cost analysis is not the hard part. Getting the data out of MaintainX in a form you can work with is the hard part.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Google Sheet. It reads the sheet, connects to MaintainX through its built-in integration, and can fetch cost details for a batch of work orders in one operation.
For each work order ID in column A of this sheet, fetch the cost details from MaintainX and write total cost, parts cost, and labor cost into columns B through D
What You Get
- Column B: total cost for each work order
- Column C: parts cost breakdown
- Column D: labor cost breakdown
- Any work order ID that returns no cost data gets blank cells so you can see at a glance which orders had no cost entries
What If the Data Is Not Quite Ready
You do not have the work order IDs yet and need to pull Q1 completed orders first
List all MaintainX work orders with status COMPLETED that were completed between 2026-01-01 and 2026-03-31, and write work order ID, title, asset name, and completion date into columns A through D of this sheet
Some work orders have costs entered in foreign currencies
For each work order ID in column A, fetch cost details from MaintainX and write total cost, parts cost, and labor cost into columns B through D — flag any row where the cost currency is not USD by writing NON-USD in column E
You want to rank the top 10 most expensive jobs
For each work order ID in column A, fetch cost details from MaintainX and write total cost, parts cost, and labor cost into columns B through D — then sort the sheet by total cost descending and add a rank in column E from 1 to 10 for the ten highest-cost orders
Full quarterly spend analysis in one shot: pull IDs, fetch costs, rank, flag assets
List all MaintainX work orders completed between 2026-01-01 and 2026-03-31 and write work order ID, title, and asset name into columns A through C — then for each order fetch total cost, parts cost, and labor cost into columns D through F — sort by total cost descending and add a note in column G for any asset that appears more than once in the top 20 rows
One prompt gives you a ranked, annotated Q1 spend report ready to hand to the plant manager.
Try It
Get the 7-day free trial of SheetXAI and open a Google Sheet with a column of MaintainX work order IDs. Ask it to fetch the cost breakdown for each one and land the totals in adjacent columns. Then check the spoke on exporting your asset registry if you want to cross-reference which assets are driving the most maintenance spend.