Best Property Management Software (2025): Complete Guide for Landlords

Managing rental properties is rewarding, but it comes with endless tasks: tracking rent payments, handling maintenance requests, screening tenants, managing documents, and communicating with everyone involved. For landlords managing even a handful of properties, these tasks quickly become overwhelming.

That's where property management software comes in. The right tool can automate repetitive tasks, keep everything organized in one place, and give you back hours every week—time you can spend growing your portfolio or simply enjoying life.

In this guide, we'll cover everything you need to know about property management software: what it is, why you need it, key features to look for, and how the top options compare. By the end, you'll know exactly how to choose the right software for your rental business.

Property management software is a digital tool designed to help landlords and property managers handle the day-to-day operations of rental properties. Instead of juggling spreadsheets, paper files, and scattered notes, you get a single platform that centralizes everything.

Core functions typically include:

• Rent tracking and collection - Monitor who's paid, who's late, and automate payment reminders
• Tenant management - Store tenant information, lease terms, and communication history
• Maintenance tracking - Log repair requests, assign contractors, and track completion
• Document storage - Keep leases, inspection reports, and receipts organized and accessible
• Financial reporting - Generate income statements, expense reports, and tax documents
• Communication tools - Send messages, emails, and SMS to tenants from one place

The best property management software goes beyond these basics with features like AI automation, tenant screening, online rent payments, and integrations with accounting tools like Xero or QuickBooks.

You might be wondering: "I only have a few properties. Do I really need software?" The answer is almost always yes—and here's why:

1. Time savings Manual property management is time-consuming. Tracking rent in spreadsheets, filing paper documents, and playing phone tag with tenants eats up hours every week. Software automates these tasks, often saving landlords 5-10 hours per week.

2. Fewer mistakes Manual processes lead to errors: missed rent payments, forgotten maintenance requests, lost documents. Software creates systems that catch these issues before they become problems.

3. Better tenant relationships Quick responses to maintenance requests, easy online rent payment, and professional communication tools make tenants happier—and happy tenants stay longer.

4. Scalability Managing 3 properties manually is tough. Managing 10 or 20 is nearly impossible. Software gives you the infrastructure to grow without drowning in admin work.

5. Legal protection Documented communication, signed leases, and maintenance records protect you if disputes arise. Software makes it easy to keep these records organized and accessible.

6. Financial clarity Knowing your true income, expenses, and cash flow is essential for making smart investment decisions. Software generates these reports automatically.

Not all property management software is created equal. Here are the features that matter most:

Must-Have Features:

• Rent tracking with automated reminders - Never chase late payments manually again
• Online rent collection - Let tenants pay electronically (ACH, credit card, or bank transfer)
• Maintenance request management - Log, assign, and track repairs from submission to completion
• Tenant and lease management - Store all tenant info and lease terms in one place
• Document storage - Upload and organize leases, receipts, and inspection reports
• Mobile access - Manage properties from anywhere on your phone

Nice-to-Have Features:

• AI automation - Automatic categorization of maintenance requests, data extraction from leases, smart insights
• Tenant screening - Credit checks, background checks, and income verification
• Tenant portal - Self-service for tenants to pay rent and submit maintenance requests
• E-signatures - Sign leases electronically without printing or scanning
• Accounting integrations - Sync with Xero, QuickBooks, or other accounting software
• SMS notifications - Text tenants about payments, maintenance updates, and more
• Communication logging - Automatic records of all tenant interactions

Let's compare the top property management software options available today:

AppFolio - Best for: Large portfolios (50+ units) - Pricing: $1.40-$3 per unit/month (minimum $280/month) - Pros: Full-featured, accounting built-in, tenant screening - Cons: Expensive for small landlords, complex interface

Buildium - Best for: Mid-size property managers (20-100 units) - Pricing: $55-$375/month depending on units - Pros: Comprehensive features, good reporting - Cons: Learning curve, higher price point

TurboTenant - Best for: Small landlords looking for free options - Pricing: Free basic tier, $12.42/month premium - Pros: Free listing syndication, tenant screening - Cons: Limited features in free tier, basic reporting

Stessa - Best for: Investors focused on financials - Pricing: Free basic, $20/month for premium - Pros: Excellent financial tracking, tax reports - Cons: Limited tenant management, no maintenance tracking

Avail - Best for: DIY landlords (1-10 units) - Pricing: Free basic, $7/unit/month unlimited - Pros: Easy to use, good tenant screening - Cons: Limited automation, basic features

UnitHub - Best for: Modern landlords who want AI automation - Pricing: Free for up to 3 properties, $29/month for up to 200 properties - Pros: AI-powered automation, Xero integration, e-signatures, tenant portal, SMS notifications - Cons: Newer platform

Each platform has strengths depending on your portfolio size, budget, and feature priorities. Small landlords often start with free options and upgrade as they grow.

With so many options, how do you pick the right one? Follow this framework:

Step 1: Assess your portfolio size - 1-3 properties: Look for free or low-cost options with essential features - 4-20 properties: Mid-tier solutions with automation and reporting - 20+ properties: Full-featured platforms with accounting and team features

Step 2: Identify your pain points What takes up most of your time? If it's chasing rent, prioritize payment automation. If it's maintenance coordination, look for strong work order features. Match the software to your specific needs.

Step 3: Consider your tech comfort level Some platforms are simple and intuitive; others have steep learning curves. Be honest about how much time you're willing to invest in learning a new system.

Step 4: Think about growth If you plan to acquire more properties, choose software that scales. Migrating data between platforms is painful—pick something that can grow with you.

Step 5: Try before you buy Most property management software offers free trials. Test 2-3 options with real data before committing. Pay attention to: - How easy is it to add properties and tenants? - Can you actually find what you need? - Does the mobile app work well? - How responsive is customer support?

UnitHub is property management software designed specifically for landlords who want to save time with modern technology.

What makes UnitHub different:

AI-Powered Automation UnitHub uses artificial intelligence to handle tedious tasks automatically. When a tenant submits a maintenance request, AI categorizes it, suggests a priority level, and estimates repair costs. Upload a lease PDF and AI extracts tenant names, rent amounts, and key dates. Your dashboard shows AI-generated insights highlighting what needs attention today.

Tenant Screening with Risk Scores Screen applicants with AI-powered risk assessment. Get detailed analysis of income stability, employment history, and rental references—plus a clear A-F grade and recommendation.

Online Rent Collection Tenants pay through a secure portal powered by Stripe. Payments automatically update in your dashboard. Late fees apply automatically after your grace period.

E-Signatures Built In Send leases for electronic signature without leaving the platform. No DocuSign or Adobe Sign subscription needed.

Tenant Portal Give tenants their own login to pay rent, submit maintenance requests, and view lease details. Less phone calls for you, more convenience for them.

Xero Integration Sync expenses and income directly with Xero. No double data entry.

SMS Notifications Text tenants about payment reminders, maintenance updates, and more. Built-in, no extra cost.

Pricing: - Free: Up to 3 properties - Smart: $29/month for up to 200 properties - Professional: $59/month with priority support

UnitHub is built for landlords who want powerful features without enterprise complexity or pricing.

Ready to streamline your property management? Here's how to get started:

1. Sign up for a free account Most platforms (including UnitHub) offer free tiers or trials. Start there to test the waters.

2. Add your properties Enter basic property information: address, unit details, and rent amounts.

3. Add your tenants Input tenant names, contact information, and lease terms. Upload existing lease documents.

4. Set up rent tracking Configure rent amounts, due dates, and late fee policies.

5. Enable online payments Connect a payment processor so tenants can pay electronically.

6. Invite your tenants Send tenants access to the tenant portal. They can then pay rent and submit maintenance requests online.

7. Explore automation As you get comfortable, enable features like automated payment reminders, AI categorization, and accounting integrations.

The best time to implement property management software is before you're overwhelmed. Start with a free trial today and see how much time you can save.