Rental Property Management Software

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Rental Property Management Software Overview

What is Rental Property Management Software?

Rental Property Management Software is designed to help landlords, property owners, and managers oversee residential rental properties, including managing tenants and filling vacancies. The activities property management systems help users administer include:

  • providing a resident portal

  • managing and tracking lease contracts

  • filling vacancies

  • collecting rent

  • managing maintenance requests

  • logging repairs

  • managing physical assets

  • tracking income and expenses


A software-as-a-service (SaaS) rental property management software can help property owners and managers track all of these tasks from a cloud-based platform, and can be easily accessed from anywhere with an internet connection. This is especially helpful for property managers who need to manage multiple property locations and assets from a single place. However, there are on-premise platforms available for property managers and owners that prefer to keep all of their information in-house (outside of the public cloud).


Some vendors offer specific features to help manage student living, multi-family, or senior living residential properties. Others may offer third-party integrations that integrate renters’ insurance or inspection information into the software.


Rental property management software is closely related to real estate property management software. These two types of software share many features, though rental property software is more specifically designed for landlords and property owners and managers. On the other hand, real estate property management software can be used by residential property managers, or real estate professionals to oversee different types of property portfolios (e.g. residential, commercial, investment).

Rental Property Management Software Features

Most rental property management software will provide the following features and capabilities:


  • Online property listing creation

  • Vacancy postings

  • Online applicant portal

  • New tenant screening

  • Lease contract creation

  • Electronic document signing

  • Rent collection and delinquency tracking

  • Maintenance requests and cycle management

  • Owner/administrator and tenant portal

  • Document storage for leases, insurance, eviction notices, etc

  • Reporting dashboard

  • Insurance management

  • Income and expense tracking

  • Online payments

  • 1099 e-filing

  • Marketing capabilities

Rental Property Management Software Comparison

Consider the following factors before deciding to purchase a rental property management software:


  1. Implementation type: are you looking for an entirely cloud-based platform, or an on-premise deployment that provides users with control and access over user data and information? Two advantages of using cloud-based software are the ease of implementation, lower cost of subscription pricing, not needing to upgrade the software system yourself, and the ability to access the platform from anywhere with an internet connection. Conversely, on-premise deployments mean users can store data locally. Users may also have more freedom in terms of configuring the platform to meet their specific business needs.

  2. Cost: are you looking for a platform that charges a lower per-unit price that doesn’t have advanced features, or a more high-end platform? Per-unit prices can range from $1/unit to $5/unit. Some platforms may charge a monthly or annual fee instead of using a per-unit pricing structure. There may also be additional costs to consider, depending upon the product. For example, along with the subscription cost or one-time fee you may need to pay upgrade fees, bank account set-up fees, document eSignature fees, etc. Establishing a budget is a critical first step, especially if you oversee a large property with hundreds of units.

  3. Integrations: do the rental property management systems you're considering integrate with the other business tools you use? For example, if you’re using a separate content management system (CMS), accounting platform, payment gateway, or customer relationship management (CRM) system—check to see if the rental property management solution you’re looking at will integrate with these systems.

Pricing Information

Pricing models vary depending on the product, the number of features included, and the number of rental units that need to be managed. Some vendors charge based on the number of rental units that are managed per month. For these products, the cost per unit can range from $1/unit to $4/unit.


Other vendors charge based on the number of modules needed (e.g. electronic leases and signing, online payments, tenant screening, etc.). Users can expect to pay between $10 to $35 per month for more basic solutions. More advanced solutions will cost between $60 and $2,000+ per month, depending on the number of units managed.


Rental Property Management Products

(1-10 of 10) Sorted by Most Reviews

Yardi Voyager
31 ratings
15 reviews
Yardi Voyager provides residential and commercial property management software. Capabilities include integrated accounting, lease renewal workflow, and modules for multi-family, senior, and affordable housing, as well as retail, office and industrial units. The company was founded in 1984 and has 4…
Condo Control
0 ratings
13 reviews
Condo Control is a property management software designed for property manager and board members. The vendor states that when property managers & residents are more in sync, everybody wins. Their property management software is designed to connect property managers with what they need - the data,…
AppFolio Property Manager
3 ratings
9 reviews
AppFolio Property Manager is a cloud-based property management software that allows multifamily and single-family, commercial, student housing, homeowners and condo association, and mixed portfolio property managers to more effectively market, manage and grow their business. AppFolio includes comple…
Buildium
1 ratings
5 reviews
Buildium is a cloud-based property management solution that enables managers of residential and association properties to take complete control of every aspect of their business, including the rent, vacancy and maintenance cycles. According to the vendor, Buildium streamlines management of the rent …
VTS
1 ratings
4 reviews
VTS is an asset management and leasing platform built to provide real-time portfolio analytics to landlords and brokerage firms. VTS allows brokers and landlords to manage deal activity, a desktop or mobile device.
Entrata
2 ratings
3 reviews
The Entrata Platform, from the company of the same name headquartered in Lehi, is a property management platform designed for leasing management of multifamily properties and tenants. The Entrata platform features a general ledger and accounting management, invoice management, as well as lead manage…
Property Matrix
0 ratings
1 reviews
Property Matrix is the software that gives property managers and landlords the tools they need to run their business in the cloud. It includes mobile apps, portals, banking integration, online payments, and marketing services. Tenants can sign their leases online and pay their rent online. Maintenan…
Vuram Hospital Lease Management
The Vuram Hospital Lease Management Application is designed to simplify the management of any hospital’s lease portfolio with a variety of lease structures including income share percentage and total lease amount for any given period. Hospitals and healthcare companies usually use multiple systems t…
Fusion Objects Propertify Cloud
FUSION OBJECTS PROPERTIFY CLOUD offers Cloud based End-to-End, Fully Integrated, Automated software solution for Residential & Commercial property management; designed to empower users with everything needed to manage any kind of property. PROPERTIFY comes in 3 different editions. Association …
WebListers
WebListers is a suite of marketing and management tools for apartment or community managers, from the company of the same name in San Diego.

Frequently Asked Questions

What does rental property management software do?

Rental property management software provides property owners, managers, and landlords with a comprehensive set of tools to help them oversee all aspects of their residential property. This includes things like managing tenants and vacancies, collecting rents, tracking and recording maintenance requests, tracking income and expenses, and keeping track of physical assets. These systems typically also provide both tenants and management with an online portal through which they can view and sign documents, pay rent, and submit and track work orders.

Why should property owners and managers use rental property management software?

Investing in a rental property management solution allows building owners and managers to streamline communication with their residents, track various expenses and upgrades to the property, and store important documents such as lease contracts and eviction notices.

For residential property owners and landlords, the alternative is often manually tracking all of these things and keeping files in physical storage. So comparatively, this type of software helps rental property owners be more efficient, keep track of documents digitally, and have better communication with tenants.

How much does rental property management software cost?

The majority of rental property management systems charge on a per-unit basis. Prices can range from $1-$4 per unit, depending on how extensive the platform is. However, there are also several free rental property management solutions. Free rental property options include:

While ideal for property owners and landlords on a budget, free rental property management software often does not offer all the features that paid options do. Some may specialize in one aspect of property management, such as collecting rent online or setting up a property listing website.