The Best Property Management Software for Small Landlords

So, you have a few rental properties, and you're trying to manage them by using spreadsheets, making phone calls, and meeting tenants in person to collect rent. Exhausted by the thought of it? Us too. Luckily, there's a better way to handle all those tasks, with property management software for small landlords like you.

This article covers the ways in which this kind of software can make your life easier. We'll cover the difference that operating out of a centralized database makes for your business, as well as what features you should look for in a good property management system.

You'll get a rundown on some of the top software options out there tailored for small landlords with key details on pricing and capabilities.

No more struggling to stay organized or wasting time on repetitive tasks. This is your chance to simplify your rental business and turn it into a profitable wealth-building machine.

Why you need property management software

As a small landlord, you juggle many responsibilities — finding new tenants, handling maintenance requests, keeping up with regulations, and confirming on-time lease renewals and rent payments. It's a lot to handle and keep organized.

Property management software acts as a central hub to manage all aspects of your rental business. It handles resident communications, work orders, and finances. With key information and automated reminders in one place, you can stay on top of duties instead of feeling overwhelmed.

What to look for in rental property management software

Here are some things property managers and landlords should evaluate:

Cost

Cost is a huge factor. Don't overpay for an overpriced, bloated solution with excessive features you'll never use. Find something reasonably priced for your current portfolio and future growth plans.

Have to change property management software is a major pain, so make the right choice upfront. Many software options also offer free tiers, which can be a way to get started with a few properties and then add more as you grow.

Comprehensive platform

Piecing together one-off tools and apps is extra work you don't have time for when managing rental properties on your own. Look for a comprehensive property management platform that provides all the capabilities you need to run your business seamlessly within a single system.

Having a centralized platform eliminates the need to manually transfer data between multiple disconnected tools. It allows information to flow smoothly between critical areas like rent tracking, maintenance, and accounting. This speeds up processes and removes the hassle of constantly toggling between disjointed systems.

Scalability

You need a solution that can easily accommodate portfolio expansion without hitting roadblocks or requiring a platform change. Look for pricing models for your current portfolio size and technology that can handle increasing data and transaction volumes as you grow.

Ease of use

Look for an intuitive, user-friendly solution that you can easily operate without extensive training. No one wants to spend months learning how to use software.

Flexibility

A rental property business may shift over time. For instance, you might start with single-family homes and then move into apartment complexes. Or, you might decide to change your strategy from long-term to mid-term rentals. Either way, look for software that can handle the various niches within residential and commercial properties.

The best property management software

Let's get into our list of best property management software for small landlords:

Azibo

Azibo is an all-in-one, comprehensive platform that handles the financial and administrative tasks of owning rentals. As a free property management software with high ratings on both Trustpilot and Capterra, it provides an easy-to-use solution for residential and commercial landlords.

Key features:

• Rent collection: Azibo provides an easy way for tenants to make online rent payments. Landlords can easily track payment status and send tenants reminders to reduce manual rent collection hassle.
• Banking services: The platform offers dedicated banking services for landlords, including the ability to open separate bank accounts for each property. This helps keep rental property accounting organized and simplifies tax preparation.
• Expense management: Landlords can track and manage property-related expenses through Azibo. This feature allows for expense categorization, which can be helpful during tax season or for financial analysis.
• Tenant screening: The platform makes it easy to screen tenants with tools that help landlords evaluate applications via credit reports, criminal background checks, and eviction history.
• Lease builder: Create legally compliant state-specific lease agreements to protect yourself and your investment property. Plus, digital signature capabilities to speed up the leasing process.
• Document storage: Azibo allows users to securely store important documents such as leases, addendums, and other legal documents online. This helps maintain an organized repository that is accessible from anywhere.
• Reporting tools: The software provides robust reporting tools so that landlords can generate detailed information for their properties, helping them make business decisions and monitor performance.
• Maintenance management: Azibo makes it easy for tenants to submit maintenance requests and track the status of open requests.

Pricing:

Most of Azibo's features are free for landlords.

Paid items include state-specific leases for $29.99 and digital lease signings for $9.99. Credit and background checks are $39.99, charged directly to the applicant.

Guesty

Guesty's property management software focuses exclusively on short-term and vacation rentals. It streamlines operations through automation and integration with multiple short-term rental listing platforms, such as Airbnb and Vrbo.

Key features:

• Messaging: Guesty offers a unified inbox that centralizes all guest communications from various booking platforms into a streamlined inbox. This makes it easier for property owners to send quick responses and organize the management of messages, inquiries, and reservations from multiple sources.
• Multi-calendar: Multi-calendar manages reservations across multiple rental properties from different rental platforms. It synchronizes booking calendars to avoid double bookings and helps property managers visualize occupancy rates from a unified dashboard.
• Automation tools: Guesty's automation tools automate key operations such as sending pre-arrival instructions, updating pricing based on market demand, and asking for guest reviews post-stay.

Pricing:

Guesty offers three main pricing plans based on the number of listings managed:

• Lite: This plan is for 1-3 listings and costs $39 per month per listing. It includes basic features like integration with major booking platforms, a unified inbox, and task management.
• Pro: For property owners with 4-199 listings, you'll need to contact Guesty for specialized pricing. This tier includes advanced features like revenue management, Guesty CRM, and advanced analytics.
• Enterprise: This plan offers customized features and support for real estate businesses with 200+ listings. Pricing and details are available upon consultation with Guesty.

Landlordy

Landlordy is a smartphone property management app that focuses on ease of use and mobility. It's a solution for property managers who need a simple app that offers financial reporting.

Key features:

• Mobile integration: Integrates with smartphone features like the camera and messaging, allowing landlords to manage properties, track expenses, and communicate with tenants.
• Financial management: Offers tools to track rent payments, generate instant financial reports, and manage expenses by capturing digital receipts directly through the app.
• Maintenance checks: This feature enables scheduling and reminders for property and appliance safety checks and maintenance.

Pricing:

Landlordy offers three premium upgrade options with one-time fees:

• Mini: Priced at $14.99, this version manages up to 2 units.
• Plus: This option is $49.99 for property owners with 10 units and includes features for recurring rent invoices and PDF/text invoice sharing.
• Pro: For a large portfolio, the Pro purchase at $99.99 allows for an unlimited number of units and includes features like multiple portfolios and advanced template modifications.

Landlordy also offers a free version for managing one rental unit, including basic features like rent and expense tracking.

Rent Manager

Rent Manager's software supports small landlords and rental property management companies in residential, commercial, RV parks, and self-storage.

Key features:

• Accounting system: Rent Manager's accounting system handles cash and accrual accounting simultaneously so you can use the method that best fits your real estate business.
• Reporting capabilities: The software provides access to over 450 report options, allowing for detailed investment management reports.
• Marketing tools: This platform also includes tools for marketing vacancies, such as pushing property information directly to major listing services to find renters quickly.

Pricing:

Rent Manager offers three pricing bundles for their property management software, each priced per unit per month with unlimited users:

• Basic: This bundle is priced at $1.00 per unit per month, with a monthly minimum of $200. It includes features like a complete accounting system and work order management.
• Plus: $1.50 per unit per month, with a monthly minimum of $300. This bundle adds more features, such as owner and tenant portals.
• Premium: This plan is priced at $2.50 per unit per month, with a monthly minimum of $500. It includes advanced features such as video inspections, maintenance scheduling, and a customer success team.

RentRedi

RentRedi is a property management platform that's accessible via a mobile app.

Key features:

• Rent payments: Provides a way for tenants to make online rent payments with multiple payment options and auto-pay features.
• Tenant vetting: Landlords can order screening reports that include credit, criminal history, and past evictions.
• Accounting templates: Offers accounting software and templates for scenarios like recording security deposits.

Pricing:

RentRedi offers uniform features across its subscription plans but differentiates in price based on the duration of the commitment. The company provides various discount plans for its rental property management software, incentivizing longer-term subscriptions with greater savings:

• Monthly plan: If you want to pay as you go, the software is $29.95 per month.
• 6-month Plan: $20 per month, offering a savings of $120 per year.
• Annual plan: $12 per month, billed annually, saving $215 per year.

Additional services like premium maintenance and property accounting software are available for an extra fee.

SimplifyEm

SimplifyEm provides several tools to facilitate the oversight and operation of rental properties.

Key features:

• Maintenance management: Offers capabilities for tenants to submit maintenance requests and for landlords to track statuses.
• Financial management: SimplifyEm helps monitor income and expenses, providing real estate investors with financial summaries and customizable reports.
• Tenant and lease management: The platform allows for easy handling of tenant information, lease tracking, and online lease signing.

Pricing:

SimplifyEm offers tiered pricing based on the number of units managed, starting at $40 per month for up to 10 units and scaling up to $2,015 per month for up to 2000 units. Users can also take advantage of a free trial to demo the software.

TurboTenant

TurboTenant focuses on small landlords who self-manage their properties and need solutions for managing listings.

Key features:

• Tenant screening: TurboTenant's screening process includes checks on credit history, criminal records, and past evictions.
• Automated listing and marketing: Landlords can create a single listing that gets automatically posted to the top rental sites. This aims to generate an average of 28 leads per listing, replacing the need for manual postings and print ads. It also includes features for tracking and managing leads efficiently.
• Online rent collection: TurboTenant also offers online rent collection for tenants to pay their rent through bank transfers or credit/debit cards.

Pricing:

TurboTenant offers two main pricing plans:

• Free plan: This plan costs $0 per month and includes some basic features like property listings and online rent collection. Features available for a fee include state-specific leases at $59.99, integrated accounting, and coordinated maintenance.
• Premium plan: This bundle is $119 a year. It offers everything from the free plan plus priority listing review, lower tenant screening fees, e-signatures, and expedited rent payouts.

Zillow Rental Manager

Zillow Rental Manager focuses on certain components a property manager needs to fill vacancies.

Key features:

• Tenant screening: Zillow provides screening reports for prospective tenants, including credit checks, background checks, and eviction history.
• Rent collection: Property managers can collect rent online through the platform.
• Listings and marketing: Since Zillow is primarily a listing platform, its property management features for listing vacancies on Zillow, Trulia, and Hotpads can potentially reach millions of renters.

Pricing:

The platform offers various pricing components for landlords:

• Premium listings: A flat fee of $29.99 provides a premium listing for up to 90 days.
• Tenant screening: Tenants pay a $29 fee for screening reports, which include credit checks, background checks, and eviction history. These reports are valid for any Zillow rental application submitted within 30 days.
• Payment processing: Tenants using the platform for online rent payments have a 2.95% fee for credit card payments and a $9.95 convenience fee for debit payments.

Deciding on property management software for small landlords

So, you're ready to look at property management software solutions. What steps should you take to make the best decision for your business? Here are our recommendations:

Define requirements

Identify what you need from the software. List essential features, your budget, the scale of operations, and any specific challenges you need the software to address.

For instance, do you just need basic accounting features, or are you looking for a more comprehensive suite? Also, consider the types of properties you manage. Do you only need the software for residential properties, or do you also have commercial properties to consider?

Research options

Start by gathering a list of available software that meets your basic criteria. Use industry reviews on sites like Trustpilot and Capterra, testimonials, and expert blogs to find the most highly recommended solutions.

Also, make sure the software is compatible with your existing systems and technology infrastructure. It should integrate smoothly with any tools you already use.

Request demos and trials to evaluate usability

Contact software providers to request demos and free trials. Hands-on experience will help you understand how well the software meets your needs and how easy it is to use. Does it have an intuitive user interface? Will it require a lot of training because of a steep learning curve? You'll need to be able to use the software quickly and easily.

Customer support

Check the support team's responsiveness and the availability of training resources. Also, ask about onboarding support or customer success managers.

Compare pricing models

Look at each software option's pricing structure. Consider initial costs, subscription fees, add-on costs, and any potential hidden costs.

Rental property software for small landlords

Now, you have an inside look at how property management software can transform your small landlord operations from chaotic to streamlined. No more juggling spreadsheets, playing phone tag with tenants, or making special trips just to pick up rent checks.

With the right software solution, everything from marketing vacancies to handling maintenance requests to tracking financials happens in one central hub. That kind of organization and efficiency gives you a serious productivity boost.

Not all property management software is created equal. Make sure you choose an option that meets your needs, such as comprehensive capabilities, an easy-to-use interface, scalability for growth, and pricing that makes sense for your portfolio size.

The bottom line is that you should find property management software that eliminates major landlord headaches while setting you up to maximize your rental income potential. Who couldn't use more simplicity and bigger profits?

Property management software for small landlords FAQs

How do I organize my rental property files?

Consider using property management software to organize your property files. This tool can help you categorize and store documents such as leases, receipts, and maintenance records digitally.

Is there a software to track rental properties?

Yes, property management software can help track rental properties. These tools can manage leases, tenant information, rent payments, and maintenance requests.

Is Quickbooks suitable for landlords?

Yes, QuickBooks can be suitable for landlords. However, dedicated property management software is better for more specialized rental property functions like tenant screening or lease management.