PropertyWare Alternatives: Options for Growing Landlords

Recent changes in the property management software landscape have caught many landlords off guard. PropertyWare, a popular solution owned by RealPage (which also owns Buildium), recently announced reductions in customer service offerings. 

This shift, along with the mandatory migration to Buildium, has prompted many landlords managing 50-200 units to reassess their software solutions, ensuring they align with their evolving business needs.

If you're in this boat, you're not alone. These changes have opened up an opportunity to reassess your property management software needs and explore alternatives that might better suit your growing portfolio. 

Whether you're actively looking to switch from PropertyWare or simply want to stay informed about your options, this guide will provide valuable insights to help you find a solution that not only meets your current needs but can also grow with your business.

Quick overview: PropertyWare alternatives

For landlords managing 50-200 units, several robust alternatives to PropertyWare are worth considering:

1. Azibo: A modern, property management platform that simplifies rent collection, expense tracking, and provides valuable insights for property investors.
2. Buildium: Also owned by RealPage, Buildium offers a comprehensive solution known for its user-friendly interface and strong accounting features.
3. AppFolio: This cloud-based software is popular for its all-in-one approach, offering features like online rent collection, maintenance management, and marketing tools.
4. DIY approach: A flexible method allowing landlords to combine traditional practices with standalone services. While customizable, this approach is often manual, time-consuming, and uses separate tools that don't integrate, potentially leading to longer processing times and increased complexity.

Who each PropertyWare alternative is best for

• Azibo: Best for landlords of any portfolio size seeking a free, scalable solution with comprehensive features and strong customer support.
• Buildium: Ideal for landlords managing 50-200 units who need an all-in-one solution with robust accounting features and are willing to pay for a more comprehensive platform.
• AppFolio: Suited for tech-savvy landlords looking to leverage AI and automation in their property management, particularly those with larger portfolios within the 50-200 unit range.
• DIY Approach: Best for very small portfolios (typically less than 10 units) or unique situations where highly specialized processes don't fit into existing software solutions. Not recommended for most landlords managing 50-200 units due to inefficiency and potential hidden costs.

Each alternative offers unique features and benefits that could align better with your property management needs. In the following sections, we'll dive deeper into each platform, exploring their strengths, potential drawbacks, and how they stack up against PropertyWare in key areas such as rent tracking, tenant screening, and customer support.

By the end of this guide, you'll have a clear understanding of how these alternatives compare, helping you make an informed decision about the best software solution for your growing property management business.

1: Azibo: A scalable, free alternative to PropertyWare

Azibo offers a comprehensive property management solution that's free for landlords, regardless of portfolio size. This makes it an attractive option for those managing 50-200 units and beyond. Let's explore what sets Azibo apart:

Strengths

1. Completely free platform: Azibo's core platform is free with no hidden fees, offering significant cost savings compared to subscription-based alternatives.
2. Unlimited scalability: Unlike many competitors, Azibo scales with your portfolio at no additional cost, making it suitable for growing landlords.
3. Comprehensive property management tools: Azibo provides a full suite of features, including rent tracking, lease management, and maintenance request handling.
4. Strong tenant screening: Azibo's tenant screening capabilities ensure compliance while helping landlords make informed decisions.
5. User-friendly interface: The platform is praised for its ease of use, making it accessible for landlords of all tech skill levels.
6. Responsive customer support: Users consistently rate Azibo's US-based support team highly for their effectiveness and helpfulness.

Potential considerations

1. Lack of mobile app: While the platform is mobile-responsive, the absence of a dedicated mobile app might be inconvenient for some users.
2. Customization options: The platform offers a broad set of features designed to meet various needs, though some users might seek further customization to better align with their specific preferences.

Key differentiators from PropertyWare

1. Free, scalable platform: Unlike PropertyWare's tiered pricing, Azibo remains free regardless of portfolio size.
2. Focus on property management: Azibo provides a comprehensive set of property management tools without overemphasizing financial services.
3. Unlimited units: Azibo can handle portfolios of any size without additional fees, making it suitable for growing landlords.

Azibo stands out as a robust, scalable, and cost-effective solution for landlords managing portfolios of any size, including those in the 50-200 unit range and beyond.

Try Azibo for free, today 

2: Buildium: A Comprehensive alternative to PropertyWare

Buildium, like PropertyWare, is owned by RealPage, but it offers a distinct set of features that may better suit landlords managing 50-200 units.:

Strengths

1. All-in-one solution: Buildium excels in providing a comprehensive platform that integrates property management, accounting, and tenant communication in one place. This can streamline operations for landlords juggling multiple properties.
2. User-friendly interface: With its intuitive design, Buildium is generally easier to navigate than some competitors. This can be particularly beneficial for landlords who may not be tech experts.
3. Robust accounting features: Buildium's automated bookkeeping, detailed financial reporting, and 1099 e-filing capabilities can simplify financial management for growing portfolios.
4. Strong customer support: With 24/7 live assistance and multiple support channels, Buildium's award-winning customer service is a significant advantage, especially given PropertyWare's recent customer service reductions.
5. scalability: The tiered pricing structure allows landlords to start with basic features and scale up as their portfolio grows, potentially making it a good long-term solution.

Potential drawbacks

1. Pricing structure: While the Essential plan starts at a reasonable $55/month, landlords with 50-200 units will likely need the more expensive Growth ($174/month) or Premium ($375/month) plans to access all necessary features.
2. Learning curve for advanced features: Some users report that more complex tasks, like setting up rent collection, can be less intuitive.
3. Limited commercial property features: Landlords with a mix of residential and commercial properties may find Buildium lacking in features specific to commercial lease management.

Key differentiators from PropertyWare

1. Resident center: Buildium's tenant portal is highly rated for its user-friendliness and comprehensive features, potentially improving tenant satisfaction and reducing administrative work.
2. Mobile responsiveness: While PropertyWare has mobile capabilities, Buildium's mobile-responsive design for both property managers and tenants may offer a smoother experience for on-the-go management.
3. Open API on premium plan: For landlords looking to create custom integrations, Buildium's open API (available on the Premium plan) provides flexibility that PropertyWare may not offer.

Is Buildium right for you?

Buildium could be an excellent choice if you:

• Are looking for an all-in-one solution that can scale with your growing portfolio
• Value user-friendly interfaces and strong customer support
• Need robust accounting and financial reporting tools
• Want to offer tenants a comprehensive online portal for payments and communication

However, if you manage a significant number of commercial properties or require highly specialized features, you may need to carefully evaluate if Buildium meets all your needs.

3: AppFolio: An AI-powered alternative to PropertyWare

AppFolio offers a modern, technology-driven approach to property management that could be particularly appealing to landlords looking to leverage AI and automation in their operations. Let's explore what sets AppFolio apart:

Strengths

1. AI-powered features: AppFolio's integration of AI in leasing and maintenance workflows sets it apart, potentially offering significant time savings and operational efficiencies.
2. Comprehensive mobile functionality: The mobile app allows users to perform nearly all functions remotely, which can be a game-changer for hands-on landlords managing 50-200 units.
3. Intuitive user interface: The platform's universal search feature and user-friendly design make it accessible even to those without extensive technical expertise.
4. Robust accounting tools: With over 80 customizable report templates and real-time financial reporting, AppFolio provides strong accounting capabilities crucial for growing portfolios.
5. Scalability: The tiered pricing structure and feature set are designed to accommodate growth, making it a potential long-term solution for expanding landlords.

Potential drawbacks

1. Pricing structure: With a minimum monthly fee of $298 and per-unit pricing, AppFolio may be more expensive for landlords on the lower end of the 50-200 unit range.
2. Limited API capabilities: The one-way data transfer limitation of the API could be restrictive for landlords needing more complex integrations with other systems.
3. Customer support concerns: Some users have reported dissatisfaction with support responsiveness and availability, which could be a concern for landlords transitioning from PropertyWare.
4. Limited report customization: While offering numerous templates, the platform may not satisfy landlords needing highly customized reports.

Key differentiators from PropertyWare

1. AI integration: AppFolio's use of AI for leasing and maintenance workflows could provide a significant edge in efficiency over PropertyWare.
2. Universal search feature: This highly praised feature could simplify day-to-day operations, especially for larger portfolios.
3. Mobile capabilities: While PropertyWare offers mobile features, AppFolio's comprehensive mobile functionality may offer a more seamless experience for on-the-go management.

Is AppFolio right for you?

AppFolio could be an excellent choice if you:

• Are interested in leveraging AI and automation to streamline your property management tasks
• Need a platform with strong mobile capabilities for managing properties on-the-go
• Value an intuitive user interface and are looking for a scalable solution
• Require robust accounting and financial reporting tools

However, if you rely heavily on complex third-party integrations or require highly customized reporting, you may need to carefully evaluate if AppFolio meets all your needs.

4: DIY approach: Combining traditional methods and multiple services

While comprehensive property management platforms offer all-in-one solutions, some landlords might consider a do-it-yourself approach, combining traditional methods with various standalone services. 

However, this approach can be more challenging and potentially more costly than it might initially appear, especially for those managing 50-200 units.

What Does a DIY approach involve?

1. Spreadsheets and manual records: Using tools like Excel or Google Sheets for tracking rent, expenses, and tenant information.
2. Separate accounting software: Employing general accounting software that isn't specifically designed for property management.
3. Multiple point solutions: Using different services for various needs such as tenant screening, rent collection, and maintenance tracking.
4. Email and phone communication: Relying heavily on email and phone for tenant communications and maintenance requests.
5. Paper-based systems: Maintaining physical files for leases, receipts, and other important documents.

Challenges of the DIY approach

1. Time-intensive: Managing multiple systems and manual processes can be extremely time-consuming, especially as your portfolio grows.
2. Prone to errors: Manual data entry across different platforms increases the risk of mistakes in critical areas like financials and tenant information.
3. Lack of integration: Using multiple services often means data doesn't flow seamlessly between systems, leading to duplicate work and potential inconsistencies.
4. Scalability issues: As your portfolio expands from 50 to 200 units, these manual and disconnected processes become increasingly difficult to manage effectively.
5. Hidden costs: While individual services might seem affordable, the combined cost of multiple subscriptions, plus the value of your time, can often exceed the price of a comprehensive platform.
6. Compliance risks: Without a unified system, ensuring compliance with leasing laws and maintaining proper records becomes more challenging.
7. Limited automation: Many time-saving automations available in dedicated property management software are lost in a DIY approach.

When Might a DIY approach be considered?

• For very small portfolios (typically less than 10 units) where the complexity doesn't justify a full platform.
• In unique situations where highly specialized processes don't fit into existing software solutions.
• As a temporary measure while evaluating long-term software options.

The value of integrated solutions

For landlords managing 50-200 units, the efficiency, accuracy, and time savings offered by comprehensive platforms like Azibo, Buildium, or AppFolio often far outweigh any perceived cost savings of a DIY approach. These integrated solutions provide:

• Centralized data management
• Automated workflows
• Compliance support
• Scalability as your portfolio grows
• Time savings that allow you to focus on growing your business

While the DIY approach might seem cost-effective initially, it often proves to be more expensive and less efficient in the long run compared to using a dedicated property management platform.

Making your decision: Key factors to consider

Assess your current pain points

Start by evaluating your experience with PropertyWare. Identify specific features or processes that are causing frustration and any functionality gaps hindering your efficiency. Consider how well PropertyWare has scaled with your growth so far and reflect on the quality of customer support you've received.

Growth projections and scalability

Estimate how many units you expect to manage in the next 2-5 years. Assess each solution's ability to handle your projected growth. 

Consider whether pricing scales reasonably with increased units and if features become more robust or restrictive as you grow.

Learning curve and training needs

Evaluate the user-friendliness of each platform's interface and consider the time required for your team to become proficient. Look into available training resources such as videos, webinars, and documentation.

Also, assess the ongoing support options for new team members as your business expands.

Total cost of ownership

Look beyond base subscription fees to understand all potential costs. Consider transaction fees for rent collection and other services, evaluate any setup or onboarding fees, and factor in potential savings from increased efficiency or automation. 

Integration capabilities

Evaluate each solution's ability to integrate with your existing systems. Consider the importance of an open API for custom integrations and assess how well each platform can serve as a central hub for your operations.

Research and testing

Read user reviews on multiple platforms to get a balanced view. Reach out to peers in the industry for their experiences and recommendations. 

Request demos or trials to get hands-on experience with each platform, ensuring you test the specific features that are most critical to your operations.

Customer support quality

Investigate the availability and responsiveness of customer support for each option. Consider the different support channels offered and look into the quality of self-service resources like knowledge bases.

Compliance and security features

Ensure the software helps you stay compliant with relevant laws and regulations. Evaluate data security measures and encryption standards, particularly how well the software handles sensitive financial and personal data.

Tenant experience

Assess how each solution impacts your tenants. Consider features that improve tenant satisfaction, such as easy rent payment options and streamlined maintenance request processes.

Future-proofing your choice

Look into each company's product roadmap and recent updates. Consider the longevity and stability of the software provider and evaluate how well each solution adapts to industry trends and technological advancements.

Remember, the best solution depends on your specific needs, management style, and growth plans. Take the time to thoroughly evaluate each option against these criteria to find the best fit for your property management business. 

Don't hesitate to involve key team members in the decision-making process, as their input can be valuable in choosing a solution that works for everyone.

Choosing the right path forward

As we've explored, the landscape of property management software offers several robust alternatives to PropertyWare, each with its own strengths and considerations. Whether you're drawn to Buildium's user-friendly interface and strong accounting features, AppFolio's AI-powered efficiencies, or Azibo's innovative, all-in-one platform that combines powerful functionality with unbeatable value, there's likely a solution that aligns with your specific needs.

Azibo, in particular, stands out not only for its comprehensive suite of tools designed to streamline every aspect of property management but also for its commitment to superior customer service. With a dedicated US-based support team available to assist you promptly, Azibo ensures you're never left struggling with software issues. 

This personalized support, combined with automated rent collection, expense tracking, maintenance management, and robust reporting – all scaling effortlessly with your growing portfolio at no additional cost – makes Azibo a compelling choice for landlords who value both cutting-edge technology and reliable human support.

Try Azibo for free, today