As a property manager or landlord, you know just how important the right systems can be. While it's possible to create a DIY landlord system (spreadsheets, anyone?), we live in a digital world, and digital tools can handle much of the day-to-day work much faster.
The right property management software can help you with tenant management for residential and commercial property – and you’d be surprised at how affordable some of the best options are.
So, what are the best landlord property management options on the market? What should you look for in the best small landlord property management software? Let’s break down our list of the ten best property management software for small landlords to help you find the best solution.
What Is Property Management Software?
Before we look at the best property management software options, let’s look at what property management software offers.
While there are many tools that can help you manage your finances, property, and other aspects of real estate, a property management tool seeks to combine all the most critical aspects of your business into a single operational hub.
For small landlords and property managers, this type of software can handle much of the day-to-day management needs, from tenant screening to rent collection and more. When customized to your property, you can handle nearly all your property work in one system – reducing the risk of error and making life much easier for you and your tenants!
a digital tool designed to streamline and automate various aspects of rental property management.
For small landlords, these platforms offer a centralized solution to handle the day-to-day operations of managing rental properties, from tenant screening to rent collection and financial reporting.
Key Features to Look For In Property Management Software
Like all tools and software, not everything is built the same. The last thing you want is to completely overhaul your operations to fit software. Instead, the right software will come equipped with the tools you need – and extra features that may benefit your operations down the road.
As you browse through the options, look for these key features:
- Tenant Screening: This will include a variety of tools – including background checks, credit reports, and eviction history.
- Online Rent Collection: Look for tenant portals to pay rent online, with options for auto pay and late fee calculations.
- Maintenance Request: Tenant portals to submit maintenance requests and for landlords to track and manage repairs.
- Lease Management: Digital lease storage and management with e-signature capabilities.
- Financial Tracking and Reporting: Accounting features to track income and expenses and generate reports.
- Property Advertising: Built-in tools to list properties on rental websites and manage applicant inquiries.
- Tenant Communication: Messaging system for clear and documented communication between landlords and tenants.
- Document Storage: Cloud-based storage for leases, inspection reports, and financial records.
- Mobile Access: Mobile apps or responsive design to manage on the go.
- Customizable Reports: Ability to generate and customize reports on your rental business.
Top 10 Property Management Software Options for Small Landlords
So, the big question is: which property management software is best for your small landlord needs? Just because your operation is smaller doesn’t mean you shouldn’t have all the tools and features that can help you fast-track your daily work and scale your business.
Here’s our list of the top ten property management software options for small landlords:
- TenantCloud
- Stessa
- Apartments.com
- Avail
- Hemlane
- REI Hub
- Rentec Direct
- RentRedi
- SimplifyEm
- Zillow Rental Manager
1. TenantCloud
Best For: Landlords who want an all-in-one platform for all parties involved in property management.
TenantCloud is our top choice with its three-way platform for landlords, tenants, and service providers. This makes communication and task management – especially for maintenance issues – a breeze. The suite has a full set of property management tools, including financial tracking, tenant screening, and marketing features.
Features:
- Online rent collection with credit, debit, ACH, cash and check
- Tenant screening with background and credit checks
- Maintenance request management with a built-in network for professional bids
- Property advertising with syndication to major listing sites
- Accounting and invoicing with QuickBooks integration
- Customizable reports
- Free custom website for property listings
- Mobile apps for managers and tenants
Pricing: TenantCloud has a free plan for up to 75 units so it’s a great option for small landlords. Paid plans for more features and larger portfolios.
2. Stessa
Best For: Landlords who want financial tracking and reporting tools.
Stessa gives you real time insights into your rental property performance. Its mobile app lets you scan and categorize receipts on the go so expense tracking is a breeze. The platform integrates with major banks and financial institutions so your financial data is always up to date.
Features:
- Automated income and expense tracking
- Real estate performance dashboards
- Rent collection tools
- Document organization and storage
- Tax-ready financial reporting
Pricing: Stessa has a free plan with basic features so it’s a great option for new landlords. Paid plans for more advanced features.
Related: RentRedi vs. Stessa: Which is best?
3. Apartments.com (formerly Cozy)
Best For: Landlords who want to market their properties and simplify the tenant onboarding process.
Apartments.com has the benefit of being connected to a major rental listing platform so your properties may get more visibility. The free basic plan is great for budget landlords and has the essentials like online rent collection and maintenance tracking.
Features:
- Tenant screening
- Online rent payments
- Maintenance request management
- Lease signing
- Syndicated property listings
Pricing: Basic features are free, as well as paid services for premium listings and tenant screening.
4. Avail
Best For: Hands-on landlords who want to manage everything themselves.
Avail’s strength is its full cycle rental management. From listing a property to screening tenants and collecting rent, it’s a one stop shop. The platform also has state specific lease templates so your agreements are compliant with local laws.
Features:
- Rental property listings
- Tenant screening
- Online rent collection
- Lease creation and e-signing
- Maintenance tracking
Pricing: Avail has a free plan for basic features, and a paid “Unlimited Plus” plan for more features.
5. Hemlane
Best For: Landlords who want to delegate some tasks to local professionals but still be in control.
Hemlane’s unique selling point is its hybrid model, software with optional local support. This can be great for landlords with properties in different locations or who want the option of professional help without fully outsourcing their management.
Features:
- Listing syndication
- Tenant screening
- Lease tracking
- Tools to collect rent
- Local leasing agent connection
Pricing: Hemlane has tiered pricing based on the level of service required, and software-only plans available.
6. REI Hub
Best For: Landlords who want detailed financial tracking and reporting.
REI Hub’s focus on financial management makes it a great option for landlords who want to keep close track of their property finances. It can handle both long-term and short-term rentals in the same platform so great for landlords with diverse portfolios.
Features:
- Income and expense tracking
- Tenant and lease management
- Financial reporting
- Tax preparation assistance
Pricing: REI Hub has various plans based on number of units managed, free trial available.
7. Rentec Direct
Best For: Landlords looking for a solution that can scale with their portfolio.
Rentec Direct’s scalability is great for landlords who plan to grow their portfolios. Its accounting features and QuickBooks integration are awesome for those who want detailed financial management.
Features:
- Property and tenant accounting
- Online rent payments
- Tenant screening
- Maintenance tracking
- QuickBooks synchronization
Pricing: Rentec Direct has plans for landlords and property managers, pricing based on the number of units.
8. RentRedi
Best For: Landlords who want an all-in-one platform with strong communication features.
RentRedi has a user-friendly interface and a strong mobile app so landlords can manage properties on the go. The in-app video tour feature is great for virtual property showings, adapting to the modern renting trend.
Features:
- Property listing and marketing
- Tenant screening
- Rent collection
- Maintenance management
- Tenant communication tools
Pricing: RentRedi has flat rate pricing with different tiers based on subscription length.
9. SimplifyEm
Best For: Landlords who need financial management and reporting.
SimplifyEm’s strength is in its financial tracking and reporting. Its vendor management feature is great for landlords who work with multiple vendors. The platform also has an owner portal which is great for landlords managing properties for others.
Features:
- Income and expense tracking
- Tenant and lease information management
- Vendor management
- Document storage
- QuickBooks and Excel integration
Pricing: SimplifyEm has tiered pricing based on number of units managed.
10. Zillow Rental Manager
Best For: Landlords who want to market their properties and find quality tenants.
Zillow Rental Manager uses the popularity of Zillow’s rental search platform so your listings will get significant exposure. While it has fewer management features than some others, its strength is in marketing and the Zillow brand.
Features:
- Zillow, Trulia, and HotPads rental listings
- Tenant screening
- Lease creation and e-signing
- Online rent payments
Pricing: Basic features are free, fees for some services like rental listings in certain areas.
Each of these property management software have their own unique features that can benefit small landlords. The best one for you will depend on your specific needs, size of your portfolio and management style.
7 Questions to Ask When Choosing Property Management Software
So, which of these tools is the best for your landlord needs?
Each offers features that you can put into place pretty quickly, but depending on your particular needs, some property management tools might be better than others. Here are some questions to consider when browsing the options.
How Many Properties Will You Be Managing?
- 1-10 properties: Look for cheap options with the basics. Many offer free plans for tiny portfolios.
- 11-50 properties: Consider more advanced options with features like financial reports and maintenance tracking.
- 50+ properties: You may need enterprise-level software with team management and owner portals.
Remember, choose software that will fit your current needs and scale with you as you grow.
What’s Your Budget for Property Management Tools?
Property management software comes in many price points.
- Free: Good for getting started but may lack advanced features.
- Paid: Often has more tools and better support. Look for pricing that scales with your portfolio size.
- Return on Investment (ROI): How much time and money will the software save you in the long run?
Cost vs functionality is key. Don’t just look at the price; look at the value to your business.
What Features Are Must-Haves for Your Business?
Identify the features that are most important for your property management. Common must-haves include:
- Online rent collection
- Tenant screening
- Maintenance request management
- Financial reporting and accounting
- Lease management and e-signing
- Property listing and marketing tools
Prioritize software that knocks it out of the park in the areas that matter most to your business.
Do You Need Mobile Access to Your Property Management Tools?
You and your tenants will appreciate being able to access important information and tools on the go. Look for software that offers a mobile app or responsive website design.
- Is there a mobile app?
- Can you do important tasks on the go, like process rent payments or respond to maintenance requests?
- Is the mobile interface user-friendly for you and your tenants?
Will You Need to Integrate with Other Tools or Services?
Think about how the software will fit into your existing workflow. Integration can save you time and reduce manual data entry errors. Do you need to integrate with:
- QuickBooks?
- Payment processors for online rent collection?
- Property listing sites for marketing vacancies?
- Communication tools for tenant interactions?
How Much Support and Training Will You Need?
Even the best software can be challenging at times. The level of support can make a big difference in your experience with it, especially during the setup and learning phase.
- Fast customer support
- A good knowledge base or help center
- Training resources like webinars or video tutorials
- An active community of users for peer support
Do You Need Advanced Reporting and Analytics?
Good property management software should give you insights to make informed decisions. Ask yourself:
- Do you need custom financial reports?
- Are real estate metrics important to you?
- Do you want vacancy and occupancy tracking?
- Is expense categorization for tax purposes a must-have?
The right reporting will give you a better view of your rental property performance and help you see where to improve.
Grow with the Best Property Management Software
As a small landlord, the right property management software can be a game-changer for your rental property business. It can help you automate tedious tasks, improve communication with tenants, and provide valuable insights into your property performance. After considering various options and key factors, one solution stands out for its comprehensive features and user-friendly interface: TenantCloud.
TenantCloud offers a robust set of features that address the unique needs of small landlords:
- From tenant screening and online rent collection to maintenance request management and accounting, TenantCloud provides all the essential features in one platform.
- User-Friendly Interface: Its intuitive design makes it easy for both landlords and tenants to navigate, reducing the learning curve and improving adoption.
- Scalability: As your rental property business grows, TenantCloud can grow with you, offering more advanced features in its paid plans.
- Integrated Communication: The platform facilitates easy communication between landlords, tenants, and service professionals, streamlining property management tasks.
Remember, effective property management is about working smarter, not harder. The right software can be your partner in achieving this goal, allowing you to focus on growing your business and providing the best possible experience for your tenants.
