Maintastic
Maintastic is a German AI-powered CMMS for industrial maintenance teams. Technicians report faults by voice, scan asset QR codes and close work orders from the shop floor, while planners schedule preventive maintenance and track machine availability.
What is Maintastic?
Maintastic is a computerised maintenance management system (CMMS) built by Maintastic GmbH in Aachen, Germany, and aimed squarely at the people who do the work: technicians, machine operators and maintenance planners on an industrial site. The company was founded in 2016 as oculavis, a spin-off of the Fraunhofer-Gesellschaft and RWTH Aachen University, and spent a decade on industrial remote assistance before rebranding and repositioning around maintenance management in 2025.
The system covers the four usual maintenance strategies: reactive, preventive, predictive through IoT, and autonomous maintenance carried out by machine operators. Its core is a central asset register with hierarchical sites, technical places, custom attributes, attached manuals and QR-code identification, wired to a ticket and work-order engine offering configurable ticket types, templates, priorities, due dates, sub-tasks and a full audit history.
What sets it apart is the voice-driven AI assistant. A technician describes a problem out loud, in whatever language they speak, and the system returns a structured ticket preview: problem description, impact on production, machine status, urgency and a fault category such as mechanical, electrical, pneumatic or hydraulic. Content is translated automatically into a configured company language. A human stays in the loop, since the preview can be checked, completed and corrected before submission and AI-generated content is flagged inside the system. The same assistant drafts knowledge articles, and AI face anonymisation is available during video calls.
Collaboration is the second pillar, inherited from the remote-assistance years: HD video calls with up to twenty participants, guests invited by link, email or SMS without installing anything, live AR annotations, image freeze and zoom, and tickets created straight out of a call.
Around this sit digital checklists and SOPs, time tracking, PDF reporting and CSV export, native iOS and Android apps, a REST API with OAuth 2.0 and webhooks, standard connectors for SAP, Salesforce and Microsoft Outlook, Microsoft Entra ID single sign-on, and a white-label option. Deployment is cloud, on Microsoft Azure or the German Open Telekom Cloud, or fully on-premise. Maintastic claims more than 120 customers, over 60 employees and no outside investors.
What it does
- Report a machine fault by voice, in any spoken language, and get a structured ticket back
- Scan an asset QR code to open its history, documentation and step-by-step instructions on the spot
- Plan one-off and recurring preventive work orders that generate and assign themselves on schedule
- Build and run digital checklists and SOPs with photos, measurements and digital signatures
- Start an AR video call with live annotations to diagnose a breakdown remotely
- Trigger tickets automatically from IoT, condition-monitoring or predictive-maintenance signals through the REST API
- Track time per task and export PDF reports or CSV data into Power BI or Excel
When to use Maintastic / When not to
A quick filter to help you decide if Maintastic is the right fit.
When to use Maintastic
- Maintenance managers and planners moving off spreadsheets, paper forms or an overweight ERP module
- Production and plant teams that actively track MTTR and overall equipment effectiveness on the shop floor
- Regulated manufacturers in pharma cleanrooms, chemicals, food and beverage who must document every inspection
- Multilingual shop-floor crews, since the voice assistant accepts any spoken language and translates into the company language
- Organisations with strict data-sovereignty rules, thanks to EU or German-only hosting and an on-premise option
When not to use Maintastic
- Teams smaller than five people, since the smallest licence model starts at five Full User seats
- Buyers who need a published price list, because no amount appears anywhere and every deal goes through a quote
- Operations that depend on spare-parts and inventory management, still marked as coming soon in June 2026
- Teams needing ERP or IoT integration on a small budget, since API access is reserved for the Enterprise tier
- Individuals and consumer users, as Maintastic is sold only as a business contract
How to use Maintastic
A typical end-to-end flow, from setup to results.
- Book a demo or start the 14-day free trial, indicating your maintenance team size (5-10, 11-25, 26-50 or 50+)
- Receive a dedicated cloud workspace on your own domain, running on a virtual machine reserved for your organisation
- Go through the ramp-up project with configuration support, data migration and onboarding training
- Set up the asset structure (sites, technical places, equipment, custom attributes) and print the QR codes
- Configure ticket types, work-order types, asset types and task types to match your existing processes
- Create teams and assign the predefined roles: administrator, maintenance-plan owner, ticket manager, workflow manager, standard user, Light User or external user
- Create recurring maintenance plans so preventive work orders are generated and assigned automatically
- Write digital checklists and SOPs in the web editor, adding media, forms, measurements and mandatory fields
- Roll out the mobile app to technicians, who scan QR codes and report faults by voice or by form
- Connect SAP, IoT or MES systems through the REST API and webhooks once you are on the Enterprise tier
Pros & Cons
Pros
- The AI assistant sits inside the reporting flow rather than beside it: it produces a structured, categorised ticket, not a transcript
- Multilingual shop floors are handled natively, with any spoken language in and the configured company language out
- Compliance posture is unusually well documented: public DPA, named subprocessors with processing locations, published technical and organisational measures, ISO/IEC 27001 audited yearly since 2020
- Explicit commitment that customer data is not used to train general AI models, with the AI features switchable per organisation
- Genuine data-sovereignty choice between EU hosting on Azure in Amsterdam, German-only hosting on the Open Telekom Cloud, or on-premise
- Each customer runs on a separate Maintastic server on a dedicated virtual machine rather than a shared tenant
- Open REST API with webhooks and no usage-based charges, from an independent vendor with no outside investors
Cons
- No public pricing at all: no amounts, no rate card, no calculator, and every deal goes through a sales quote
- No permanent free plan, only a 14-day trial
- High entry threshold for a small company, with five Full User licences minimum and ten for Enterprise
- API access and the standard SAP, Salesforce and Microsoft Entra ID connectors are gated behind the Enterprise tier
- API documentation is not public and can only be read from inside a customer workspace
- Spare-parts and inventory management is still marked as coming soon, and configurable MTTR/MTBF dashboards are announced but not shipped
- Reference content is German-first: the English site covers the main pages, but the legal documents are written in German
Pricing & Plans
Maintastic does not publish any price. There is no permanent free plan, and the only free entry point is a 14-day cloud trial with no commitment. Two licence models are offered, Standard from five Full User licences and Enterprise from ten, both quoted individually, alongside paid add-ons for Light User licences, branding, white-label apps, additional storage, SMS and AI tokens, on-premise deployment, API support and consulting. The general terms and conditions confirm that the prices of the quote or of the order confirmation are the ones that apply, so no starting amount and no currency can be stated.
- a dedicated cloud workspace on your own domain with the full CMMS feature set
- including asset management
- fault reporting
- preventive work orders
- analytics
- step-by-step instructions
- the AI assistant
- AR remote assistance and chat with AI chatbot. Price on request.
- everything in Standard plus the Maintastic API
- IoT connections
- standard connectors for systems such as SAP and Salesforce
- Microsoft Entra ID single sign-on
- and a web plugin that turns website forms into tickets. Price on request.
- 14 days
- cloud-based
- no commitment
- from a minimum team size of 5 users.
- Light User licences
- Web Branding
- White Label App
- API Support
- custom development
- additional cloud storage beyond the 50 GB included
- additional SMS tokens beyond the 100 included per month
- additional AI tokens
Data, GDPR & hosting
A consolidated view of how Maintastic handles your data.
GDPR overview
GDPR implementation is documented in unusual detail for a company this size. Maintastic GmbH is established in Germany, so the regulation applies directly and no Article 27 representative is designated or required. A data protection officer is named, Philipp Siebenkotten, reachable at privacy@maintastic.com. The vendor publishes an Article 28 data processing agreement, a full list of subprocessors with their addresses, processing locations and their own data protection officers, and a detailed technical and organisational measures document aligned with German BSI guidance. Maintastic is ISO/IEC 27001 certified, has maintained a documented information security management system since 2020, and is audited externally each year. Data subject rights are listed explicitly, a data protection impact assessment is carried out, EU standard contractual clauses cover Microsoft Azure and AWS, and customers are notified within 24 hours of a relevant incident. The privacy policy carries no effective date.
Who owns the data?
Maintastic GmbH acts as a processor under Article 28 GDPR and publishes its data processing agreement openly; the customer remains the controller of everything stored in the workspace. The privacy policy states that data is not passed to third parties beyond hosting, and is neither analysed nor otherwise exploited by Maintastic or by anyone else. The agreement rules out any automatic or semi-automatic deletion of personal data during the contract, and lets the customer export at the end of it. Non-personal business data falls outside the GDPR return-or-delete duty and is handled only on the customer's express request. Subprocessors are bound by Article 28 contracts and listed publicly.
Reuse rights
Customers keep working control of what they put into Maintastic. Tickets, work orders, checklists and SOPs can be exported at any time as PDF reports or CSV files for analysis in external tools such as Power BI or Excel, and an Enterprise customer can read, create and modify every entity in the system through the REST API without usage-based charges. Nothing in the published terms restricts what the customer then does with those exports. On the vendor's side, the data processing agreement states that customer data handled by the AI features is not used to train or improve general AI models, either at Maintastic or at its subprocessors, unless the customer has expressly consented; the AI features are optional and the customer decides whether to switch them on. Voice and video data are never used for biometric identification, and AI processing takes place within the European Union or the European Economic Area.
Data retention & training
Hosting summary
The Maintastic platform is hosted in the European Union, with a documented German-only option. The default cloud configuration runs on Microsoft Azure in the West Europe region, Amsterdam in the Netherlands, with a separate Maintastic server for each customer on a dedicated virtual machine; Microsoft Deutschland GmbH is the declared subprocessor. Customers who need German jurisdiction can be hosted instead on the Open Telekom Cloud operated by Deutsche Telekom AG with T-Systems International, at Biere with Magdeburg as the redundant site. An on-premise installation in the customer's own infrastructure is a third option. Two flows leave that perimeter: the STUN/TURN servers relaying video calls run on AWS instances worldwide, described as forwarding encrypted, integrity-protected streams without any activity logging, and push notifications go through Microsoft Azure Notification Hub with Google Firebase for Android and Apple's service for iOS. AI processing takes place within the EU or the EEA. EU standard contractual clauses for Azure and AWS are available on request. The marketing website itself is hosted separately by Raidboxes GmbH in Münster, which is why the domain resolves to a Belgian IP address.
Things to keep in mind
Risks and trade-offs to weigh before adopting Maintastic.
- No price is published anywhere, so budgeting is impossible without a sales conversation, and the terms state that the quote or order confirmation sets the price
- API access and the standard ERP connectors require the Enterprise tier and at least ten licences, so confirm this before planning an integration
- The API documentation cannot be reviewed before becoming a customer, which means integration effort has to be estimated blind
- The no-training commitment carries a reservation, since customer data is excluded unless the customer has expressly consented; read carefully what your organisation signs
- The STUN/TURN relay servers used for video calls run on AWS worldwide, a different footprint from the European application hosting, though the vendor states they only forward encrypted streams without logging
- Performance figures quoted on the site, such as 50% lower MTTR, 35% faster information retrieval, 25% more efficiency and over 46% less search time, are customer claims with no published methodology
- The privacy policy carries no effective date, and the mobile apps still use technical identifiers from the previous brand, which makes it harder to be certain which version applies
Setup & Integrations
Technical difficulty
Low for the cloud edition. A workspace is provisioned quickly, needs no work from IT, and the vendor handles operation, maintenance and updates; the free trial starts from a simple form. Daily use is designed for occasional users, with the mobile app, QR code scanning and guided voice input. The real effort is configuration, covering ticket, work-order, asset and task types, roles, teams and permissions, and it is usually absorbed by the ramp-up project, data migration and onboarding training. ERP or IoT integration is a different matter: it needs the Enterprise tier, an API key and an integrator.
Deployment
Apps stores
Integrations
Supported languages
Behind Maintastic
Fundraising
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
What is a CMMS, and what does Maintastic do?
What does the AI assistant actually do?
Does it handle several languages?
Is my data used to train AI models?
Where is the data hosted?
What security certifications does Maintastic hold?
Can Maintastic be connected to an ERP system?
Is there a mobile app?
How much does it cost, and is there a free plan?
Should you pick Maintastic?
Maintastic is a credible, focused CMMS rather than a generic platform with AI bolted on. Its centre of gravity is the shop floor: the voice assistant exists to make a technician report a fault in thirty seconds instead of skipping the form altogether, and the structured ticket it returns is what actually improves the data quality the rest of the system depends on. That, combined with the AR video collaboration inherited from ten years spent on industrial remote assistance, is a genuinely distinctive pairing in this market.
The compliance work is the second surprise. A published data processing agreement, a named list of subprocessors with their exact processing locations, full technical and organisational measures, an externally audited ISO/IEC 27001 certification since 2020, and a choice between Amsterdam, German-only or on-premise hosting: this is more transparency than many larger vendors offer, and it matters for pharma, chemicals, energy and defence buyers who have to justify their choices.
The reservations are commercial rather than technical. Nothing about the price is public, the terms confirm that only the quote counts, and the entry point is five Full User licences with the API and ERP connectors locked behind a ten-licence Enterprise tier. Spare-parts management and configurable MTTR/MTBF dashboards were still announced rather than shipped in mid-2026, and the performance figures on the site are customer claims without published methodology.
For a European industrial site of reasonable size that already has technicians on smartphones and wants maintenance data it can trust, Maintastic deserves a demo. For a small team, a self-serve buyer, or anyone who needs spare-parts management today, it is not the right fit yet.
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