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15 Platforms Tested

The Best Property Management Software

The best property management software allows you to collect rent, manage maintenance requests, and generate vacancy listings — all on an interface that is intuitive and responsive. After interviewing property managers and landlords across the country about their list of must-have features, we tested 15 promising software programs for ease of use and customer service to find the three best.

The 4 Best Property Management Software Programs

• Buildium -

  Easiest to Use

• AppFolio Property Manager -

  Best Mobile Functionality

• TenantCloud -

  Best for Small Number of Units

• Rent Manager Online -

  Most Customizable

Why we chose it

Easy-to-use tools

As with all of the best softwares we tested, Buildium’s dashboard design was organized and easy to navigate. However, what really stood out was the smartly designed “Guided Tours” feature at the top of our dashboard. From “Tenant Screenings” to “Property Accounting,” clicking on each module begins a step-by-step guided tour of each function. And we literally mean step-by-step — the tour told us which tabs to click and which features to select, and it provided constant commentary through text or video to explain what every feature did.

Even if you’ve already run through a module once, it’s still available at the top of the dashboard for when you need a refresh. For those new to property management software, or property management period, this thoughtfully designed digital tour is a valuable tool.

Excellent customer support

If you do happen to get confused while using the program, Buildium offers plenty of resources to help you figure things out. We liked that a real-life human sales consultant, Owen, reached out to us within an hour after we signed up for our free trial, letting us know that he could answer any questions we had as we explored the software. When we sent him questions, we got answers within the same business day, and sometimes the same hour. And while we found that support excellent, it wasn’t pushy: When we eventually told Owen that we preferred to explore the software on our own and turned down an optional demo, he simply directed us towards other resources, including the “Guided Tour” feature and Buildium Academy.

Learning center resources

Buildium shines for its extensive educational materials, including a unique “Buildium Academy,” which offers courses that teach users the skills and tasks necessary for property management. Whereas most other companies’ “learning center” pages are either minimal or so packed with information they are difficult to navigate, Buildium’s is neatly organized into “courses” targeting specific tasks and skills related to the software or property management in general. Each course comes with a course description, course objectives, and outlines of quizzes, along with estimated time for completion. For the busy landlord who’s looking to optimize their property management software strategically, Buildium Academy is a big help.

Pricing structure

Buildium’s monthly minimum fee is as low as $45 for 20 units, with a tiered pricing structure based on number of units. To see the exact cost for your property, check out Buildium’s sliding price scale. For such a relatively low price, Buildium has all the comprehensive functionality we looked for, including online rent collection, online work orders, and strong tools for creating, storing, and sharing reports and other documents, and it will serve any type of property manager well.

Points to consider

Limited mobile functionality

While it does have a mobile app that lets you do some important tasks, like managing work orders and manually entering payments, Buildium’s site itself isn’t mobile-responsive, and you will lose out on a lot of functionality if you’re on the go. It’s probably enough for most property managers, especially if your business is smaller-scale. However, if you’re often in-transit and need full mobile functionality, AppFolio is worth checking out — it might save you significant hassle, even if it’s more expensive in the long run.

Why we chose it

Great mobile functionality

A few other property management sites, like Buildium and Rent Manager, have apps that let you perform basic functions from a mobile device, but AppFolio’s entire platform is mobile-responsive. The especially impressive inspections feature lets you upload pictures from your phone’s camera and take verbal notes with a speech-to-text tool. Even the most old-school, least tech-savvy contractors can easily use it while performing an inspection. Then property managers get instant, paperless access to all the data those contractors input.

Excellent customer support

We found that AppFolio’s customer service was top-notch as well. Though we had to wait for a couple minutes to speak to an agent, we were provided with friendly, knowledgeable service shortly after. The service agent also gave us his direct line so we wouldn’t have to sit on hold again, and he followed up soon after through email to make sure our issues had been resolved.

Comprehensive property management tools

Like Buildium, AppFolio covers all the bases of a property management software. You can collect rent from your tenants and pay vendors online; tenants can make maintenance requests, which you can then assign to maintenance workers and track each step of the way; and AppFolio’s accounting features let you go far beyond a simple money-in/money-out ledger. In addition, you can generate an astounding variety of reports and other documents, list vacancies across all the industry-standard real-estate sites, and manage prospective tenants without ever handling a single piece of paper.

Wide range of plans

AppFolio also offers a wider variety of plans than Buildium, from residential and commercial properties to student housing and community associations, allowing you to customize the types of properties you manage.

Points to consider

No free trial

Unfortunately, AppFolio doesn’t currently offer free trials to prospective customers. However, it’s easy to set up a free demo: Fill out a form on their site and a customer service representative will reach out within 24 hours. The demo itself was thorough — plan on setting aside an hour and a half for the walkthrough — and it was easy to ask the agents specific questions about the software in real-time.

Expensive minimum prices

AppFolio’s service starts at $1.25 per unit per month — but with a $250 minimum monthly payment and a unique $400 onboarding fee. If your property has a large number of units, AppFolio is worth checking out, but it will be slightly more expensive than Buildium. Managing 1,000 residential units on Buildium, for example, costs $1,100 per month, compared to $1,250 on AppFolio. We recommend comparing prices with Buildium’s sliding scale to see exactly how much you’ll pay.

Why we chose it

Free for up to 75 units

If you’re managing fewer than 75 units, TenantCloud is completely free, and you’ll still get most of the must-have tools that you would with other property management software. For property managers responsible for more units, TenantCloud is still very reasonably priced: $9 per month for up to 150 units, and $35 for up to 500.

Must-have features

TenantCloud does a respectable job of nearly matching all the functionality of our other more expensive top picks. Online maintenance requests, vacancy listings, and rent collection are as good on TenantCloud as anywhere else — two roommates can even pay their individual shares of rent independently of each other, a feature we didn’t see anywhere else.

Intuitive website design

Comparing prospective tenants is actually easier on TenantCloud than it is with most paid software due to the site’s exceptionally intuitive design. Minimalist visuals, pleasing colors — TenantCloud is actually kind of fun to use (and we dig that cute little cloud icon).

Points to consider

Minimal customer support

TenantCloud’s customer service is not on the same level as the rest of our top picks; we received an answer to our email the next business day, but didn’t experience any personalized follow-up or as much individual care as we did with AppFolio and Buildium. And, surprisingly, there’s no option to reach the company by phone.

Limited accounting tools

TenantCloud’s accounting and reporting features aren’t as comprehensive as our other top picks, either. Accounting tools operate on a basic money in/money out model, and there are only seven report types offered (compared to dozens on Buildium and AppFolio). But if you only manage a few units, these basic functions will get the job done.

Why we chose it

Most customizable software

Rent Manager has, for all intents and purposes, just as much functionality as our top picks. It’s also the most customizable property management software on the market. You can tailor everything to your individual needs, down to what icons appear on your dashboard and what choices are available in drop-down menus. In fact, Rent Manager actually runs its business using a very customized version of its own software.

Flat monthly rate

Rent Manager has a unique pricing structure that we didn’t see in any of our other top picks. Although it’s frustrating that they don’t list any prices on the site, Rent Manager goes by a flat monthly rate. You can request a price and go through a quote process which will vary based on the size of your property, maintenance costs, and more. If your property management firm has relatively few employees handling a relatively large number of units, it could be the most economic choice.

Points to consider

Learning curve

Rent Manager was the least user-friendly software of our top picks. It’s remote-desktop-based, rather than browser-based, which can make it a little laggy if your WiFi is bad, or if you’re using a Mac. The design is also more overwhelming than intuitive — there’s a tricky learning curve when you first start using it (though they do everything they can to ease your transition, including a virtual training course called Rent Manager University).

Charges per user

While most companies we looked at charge by the rental unit, Rent Manager charges per user per month. If your property management firm has relatively few employees handling a relatively large number of units, it could be the most economic choice. But for firms handling a smaller number of units, Buildium and TenantCloud will both offer better deals.

Guide to Property Management Software

How to find the right property management software for you

Consider the number of units

Because pricing structures vary from company to company, how many units you’re managing will tell you a lot about the software that’s the best fit for you. If you expect that number to grow in the future, we’d recommend shopping around with a higher number in mind. It’s difficult to switch software once you’ve committed, particularly in a period of substantial growth.

Prioritize features

What kind of properties will you be spending the majority of your time managing? Some software offers plans specifically designed for units like residential properties, commercial properties, student housing, and community associations. If you know you’ll be working primarily in one of these areas, it’s worth prioritizing in your decision-making process.

Test the software

All of our top picks offer a free trial or demo of their software, and they’re worth taking advantage of. Look for interfaces that feel easiest to use for your specific property management needs. Want a tool that makes it particularly simple for tenants to pay their rent online? Now is a good time to take these essential functions on a test drive.

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Evaluate customer service

Finally, you should take the time to call and email each company to see how responsive they are. This will be particularly important if you’re new to property management software, as questions are bound to pop up as you learn the ins and outs of a program. If you found a particular software to be completely intuitive to learn during the free trial period, this might not be a big deal to you. But for most people, access to helpful customer support can make or break your experience.

Property Management Software FAQ

No, in most cases, you do not need to qualify or have a license in order to use property management software. We certainly didn’t get a license to try out the demos for our top picks. However, most people interested in using property management software are usually managing property of their own. And, in order to be a property manager, you are usually required to hold a property management license or a real estate broker’s license.

Property management software combines rent-collection tools, maintenance-request systems, robust accounting and reporting, and even marketing systems into one complete package. It doesn’t matter if you’re renting out a single home or in charge of thousands of commercial units — managing a property requires you to be a salesperson, a handyman, an accountant, and a diplomat, all at the same time. Property management software simplifies your job by putting every tool you need into one program.

Virtually every property management software, including our favorites, charges extra for two features: collecting rent online and conducting background/credit checks on prospective tenants. The extra money is to pay the third-party companies they usually rely on to perform these tasks, like Dwolla and Rent Payment (rent collection) or TransUnion, SmartMove, and Experian (background checks). You’ll typically spend between $0.50 and $15 per use to take advantage of these features.

Taking work orders and tenant information on the go is becoming more important for property managers, but software companies have been unable to keep up. “There is a lot of important functionality that absolutely needs to work,” says Paul Belmore, a property management associate in Lynnwood, Washington. “Because of that, the vendors are very slow to upgrade their systems, as nobody can afford any downtime.” Right now, AppFolio is the only property management software with truly mobile capabilities. This may change in the near future as companies work to keep up with the pace of advancing tech, but if it’s important for you or your tenants to be able to manage their rental affairs through a smartphone, it’s something to keep in mind.

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