Can I import our existing spreadsheet?

You don't need to migrate the whole thing. Load the currently-outstanding items in once, then log everything new straight into Fixray. Keep the old file as an archive of closed jobs.

Do all my staff need logins or licences?

Reporters are free and unlimited on the Log plan — no per-seat cost like adding another Office or Workspace user. You only set up the people who fix and manage.

Is it harder to use than a spreadsheet?

For the people reporting, it's usually less work: take a photo, let the AI write the description, pick a location, submit. No typing into cells, no finding the right row.

What happens to our months of history?

Keep the old workbook as-is for the record. You only carry the open issues across, so there's nothing to re-key.

Does it work offline?

Yes, for reporting. A report made with no signal queues on the phone with its photos and syncs automatically when signal returns, the same as our main FAQ says. A desktop Excel file still edits offline; Fixray needs signal to assign and close jobs.

Fixray is your maintenance spreadsheet — on a phone, with photos and alerts.

A shared sheet gives you a list. Fixray gives your team the same list they can fill from their phone in seconds — with photos, push alerts, assignments, and a history that doesn't reset every month.

How a shared spreadsheet compares to Fixray for maintenance tracking
Capability	Spreadsheet	Fixray
Cost	Free with Office 365 / Google WorkspaceEvenly matched.	Free on the Log plan, unlimited reportersEvenly matched.
Report an issue from your phone	Needs the file open on a computer; painful on mobileNo advantage to Spreadsheet.	Photo + AI-written description in seconds, mobile-firstAdvantage to Fixray.
Photos & video on each issue	Cells hold text, not imagesNo advantage to Spreadsheet.	Before-and-after photos and video: one photo or video per issue on Log plus the completion photo, unlimited on Track and OperateAdvantage to Fixray.
Automatic alerts	None — someone has to notice the new rowNo advantage to Spreadsheet.	Push to the fixer's phone the moment an issue is loggedAdvantage to Fixray.
Assign & track who's on what	Manual columns, easily overwrittenNo advantage to Spreadsheet.	Assignment and status on every plan; SLA due dates on Track and OperateAdvantage to Fixray.
History that doesn't reset monthly	New tab each month; no cumulative viewNo advantage to Spreadsheet.	One continuous, searchable recordAdvantage to Fixray.
Reporting & root-cause dashboards	Build your own pivot tablesNo advantage to Spreadsheet.	Resolution times on every plan; cost and recurring-cause dashboards on Track and OperateAdvantage to Fixray.
Cost & parts tracking	Possible if you build itNo advantage to Spreadsheet.	Log time, parts and cost on completionAdvantage to Fixray.
Multiple editors, safely	Shared workbook = version clashes, accidental editsNo advantage to Spreadsheet.	Role-based access (reporter / fixer / manager)Advantage to Fixray.
Everyone already knows it	Universal — zero new tool to learnAdvantage to Spreadsheet.	~5-minute learning curveNo advantage to Fixray.
Report with no signal	A desktop Excel file opens offline; a shared online sheet needs signalNo advantage to Spreadsheet.	Reports queue on the phone, photos included, and sync when signal returnsAdvantage to Fixray.
Total free-form flexibility	Any column you likeAdvantage to Spreadsheet.	Structured maintenance workflowNo advantage to Fixray.

Accurate as of July 2026.

Fixray is best for you if…

Staff report from the floor, rooms or grounds — not a desk
You want photos, push alerts and a running history without building it
A manager wants resolution times on tap, plus cost and recurring-cause dashboards on Track and Operate
More than one site or team (maintenance + housekeeping) and a single sheet is creaking

A spreadsheet is best for you if…

One person tracks a handful of issues from a desk, never from a phone
Total custom-field freedom matters more than mobile, photos or alerts

If reception already logs every issue into a shared sheet, you've done the hard part — you've built the habit. Fixray just moves it onto a phone, with photos and alerts, and stops the history resetting every month.

Not ready to switch? Start with the free template.

Grab our free maintenance log template for Excel and Google Sheets — dropdowns, worked example rows and a dashboard built in. It's the manual version of everything Fixray automates.

Get the free template

Switching questions

Can I import our existing spreadsheet?: You don't need to migrate the whole thing. Load the currently-outstanding items in once, then log everything new straight into Fixray. Keep the old file as an archive of closed jobs.
Do all my staff need logins or licences?: Reporters are free and unlimited on the Log plan — no per-seat cost like adding another Office or Workspace user. You only set up the people who fix and manage.
Is it harder to use than a spreadsheet?: For the people reporting, it's usually less work: take a photo, let the AI write the description, pick a location, submit. No typing into cells, no finding the right row.
What happens to our months of history?: Keep the old workbook as-is for the record. You only carry the open issues across, so there's nothing to re-key.
Does it work offline?: Yes, for reporting. A report made with no signal queues on the phone with its photos and syncs automatically when signal returns, the same as our main FAQ says. A desktop Excel file still edits offline; Fixray needs signal to assign and close jobs.