Introduction to the Best Software for Property Managers
Running a property management business in 2025 means wearing 12 different hats, and never having enough hands. From handling rent payments, managing maintenance requests, and chasing lease agreements, to navigating evolving laws and high tenant expectations, modern property managers and property owners have a lot pain points to overcome.
This blog post provides in-depth information for property managers and property owners, serving as a comprehensive resource for anyone seeking insights and recommendations on property management software.
Also known as real estate management software, these tools are essential for streamlining operations and improving efficiency.
It starts with the right property management software solution, and in this blog, we break down the best software for property managers today.
In this article, we’ll preview different software options available for property managers and property owners, highlighting how using property management software can help save valuable time and simplify daily tasks.
Top Property Management Software Trends for 2025
The future of property management isn’t just digital. It is data-driven, automated, and tenant-first. A property management system is a digital platform designed to streamline operations for property managers by integrating tools for communication, maintenance, and financial tracking.
If you’re evaluating software, these are the trends shaping the tools your team will rely on to efficiently manage various rental properties, from single-family homes to multi-family units.
Automation and digital tools not only simplify daily tasks but also enhance the management of rental properties by enabling online rent collection, lease management, and property advertising.
A key benefit of adopting these trends is saving time and reducing operational costs, allowing your team to focus on delivering a better tenant experience.
1. Mobile-First Management
The National Association of Realtors tells it like it is: All property managers should be mobile in 2025. With more property managers working remotely and handling multiple properties, mobile apps are no longer optional. The best tools let you manage properties, send lease agreements, and respond to maintenance requests directly from your phone.
2. Automation of Everything
From automatic rent reminders to rent collection to tenant screening, automation is cutting manual tasks and improving overall efficiency. Tools that streamline workflows not only save time but also reduce risk.
3. Security Deposit Flexibility
Younger renters want options. With flexible security deposit payments, you’ll fill vacancies that much faster without any risk. More platforms are offering the ability to pay security deposits in installments, use deposit alternatives, or process refunds quickly with just a few clicks.
4. Integrated Online Payments and Accounting
Expect tighter integration between rent collection, bank accounts, and accounting software. Integrated systems now allow landlords and tenants to collect rent online and rent online, streamlining the entire rent collection process. These features help landlords get paid quickly through online payment methods, giving property managers real-time visibility into property expenses, income, and key metrics.
5. Smarter Tenant Communication
Automated follow-ups, centralized tenant communication tools, and AI chat support will boost tenant experience and reduce support workload, especially during peak leasing seasons. These automated and professional communication tools also lead to improved tenant satisfaction by ensuring clear and timely messaging.
6. Unified Maintenance Management
The ability to manage maintenance requests, assign vendors, and track job status in one system is becoming standard. Leading platforms will also integrate photos, approvals, and cost tracking.
7. All-in-One Platforms with Modular Flexibility
The trend is moving toward one platform that supports your entire operation, while allowing for flexible add-ons like Rentable to handle specific needs such as security deposit compliance and state-specific lease workflows.
What to Look for in Property Management Software
Not all property management systems are built the same. As a PM, you want a cloud-based software solution that doesn’t just store data — it actively saves time, reduces headaches, and increases overall efficiency.
Here are the key features to look for:
- Pay Security Deposit in Installments
Make move-ins easier for potential tenants by offering flexible deposit options. Especially useful in high-turnover or student markets.
- Online Rent Collection
Accept rent payments via credit card, ACH, or debit card with automatic reminders, reducing late fees and speeding up cash flow.
- Lease Management & Digital Leasing
Enable online leasing, electronic lease agreements, and mobile signatures — a must-have for multi-family rentals.
- Rental Listings Management
Easily create, manage, and promote your rental listings to attract more potential tenants and streamline the leasing process.
- Maintenance Management
Log and manage maintenance requests, track progress, and alert vendors from one centralized system.
- Tenant Communication Tools
Automate messages, alerts, and updates to improve tenant satisfaction and reduce inbound support requests.
- Tenant Screening & Rental Applications
Screen quality tenants quickly and collect online rental applications with ID verification, income checks, and credit reports.
- Financial Reporting & Accounting
Your property expenses, rent increases, and financial reports should be ready in a few clicks. Bonus if it syncs with your bank accounts.
- Cloud-Based & Mobile Apps
Manage your residential properties or commercial properties on the go. Must-have for mobile teams and remote operators.
Best All-in-One Property Management Platforms (Features + cost)
These systems combine leasing, communication, accounting, and reporting — built for landlords and property managers scaling fast. In 2025, a wide range of software options are available, allowing property managers to select the property management software solution or real estate management software that best fits their unique needs.
Yardi
Yardi is a powerhouse platform designed for large real estate portfolios that span residential, commercial, and mixed-use assets. It offers robust accounting, investment management, and compliance tools — all under one roof.
Best for: Large, enterprise-grade portfolios
Key Features: Advanced accounting, support for commercial & residential, robust lease workflows
Pricing: Varies by module, custom quote (typically $$$)
Standout Strength: Handles everything from rent collection to investment-level reporting
Ideal Portfolio Size: 500+ units
Integrations: Rentable, Salesforce, banking APIs
Rent Manager
Rent Manager is a versatile and scalable solution that blends accounting, leasing, and maintenance into one system. It’s especially popular among mid-sized operators looking for precision control and deep reporting.
Best for: Mid-size operators that need control over accounting
Key Features: Bank integrations, strong financials, tenant portal
Pricing: Starting at ~$1–$2/unit
Standout Strength: Unbeatable reporting flexibility
Ideal Portfolio Size: 100–1,000 units
Integrations: Rentable, maintenance APIs, credit bureaus
MRI Software
MRI Software is built for complex, customizable property operations. With a modular setup, it’s ideal for institutional landlords, asset managers, and anyone juggling diverse property types or global assets.
Best for: Asset managers and institutional PMs
Key Features: Modular build, custom workflows, global property types
Pricing: Custom quote (typically $$$)
Standout Strength: Most customizable platform on this list
Ideal Portfolio Size: 1,000+ units
Integrations: Rentable, Yardi data pipes, partner APIs
AppFolio
AppFolio is a sleek, mobile-friendly platform known for its intuitive UX and automation-first design. It’s favored by growing property teams that need to streamline leasing, communication, and maintenance workflows.
Best for: Fast-scaling teams and remote operators
Key Features: Sleek UI, task automation, mobile app
Pricing: $1.40–$3/unit (minimums apply)
Standout Strength: Great tenant communication and mobile usability
Ideal Portfolio Size: 50–5,000 units
Integrations: Rentable, Zapier, screening tools
Buildium
Buildium is a user-friendly platform tailored for small to mid-sized residential portfolios. It balances affordability with ease-of-use, making it a strong choice for teams looking for core features without the complexity.
Best for: Smaller residential PMs and first-time teams
Key Features: Leasing, payments, basic accounting
Pricing: $55–$460/month depending on unit count
Standout Strength: Easy to learn with good support
Ideal Portfolio Size: <300 units
Integrations: QuickBooks, Rentable, HappyCo
Specialized Tools That Make a Big Difference
Even with an all-in-one system, most PMs plug in rental property management software tools that solve specific problems.
- Latchel: 24/7 maintenance handling & resident perks
- LeadSimple: Process and task automation
- TenantCloud: All-in-one for individual landlords
- Rentable: Deposit refund & compliance automation
Rentable: Security Deposit Automation That Reduces Risk
Security deposits are often an afterthought — until they’re a lawsuit.
The Problem:
- State laws vary for refund timelines
- Uncashed checks trigger escheatment risk (unclaimed property)
- Staff forget to process deductions or forget deadlines
- Manual logs = no audit trail
- Tenants complain, leave bad reviews, or worse: sue
Rentable Solves It:
Automated Refund Workflows
- No paper checks
- No manual delays
- Instant refunds processed with digital receipts
State-Specific Compliance
- Built-in refund deadlines
- Tracks lease agreements, move-out dates, and itemization windows
Legal-Grade Audit Trails
- Every refund is timestamped
- Exportable reports for audits and disputes
Escheatment Risk Mitigation
- Detects stale refunds
- Avoids penalties up to $5,000/day per state
- Flags issues before you get fined
Seamless Tenant Experience
- Pay deposit online
- Installment deposit options
- Receive refund digitally
- Improve tenant satisfaction with fewer disputes
Best Tools for Independent Landlords
Smaller teams still need automation — without the enterprise price tag.
Avail
Avail is a terrific small-scale platform that helps landlords save time by simplifying things like applicant screening, rent collection and templates for every day use.
Features: Lease templates, screening, rent collection
Free Plan? Yes
Good For: First-time landlords and <10 units
TurboTenant
Features: Online apps, credit checks, rent tracking
Free Plan? Yes (tenant-pays model)
Good For: DIY landlords
DoorLoop
Features: Lease management, mobile-friendly, decent UI
Pricing: Starts at $49/mo
Good For: 50–100 units looking for usability
How to Choose the Right Software for Your Property Management Business
Don’t just pick what’s popular — pick what’s right.
✅ Step 1: Map Your Needs
- Units under management
- Residential vs. commercial
- Need for customization
- State compliance complexity
✅ Step 2: Identify Dealbreakers
- Must-have integrations (QuickBooks, Rent Manager, screening tools, etc.)
- Do you need online leasing?
- Can it handle rent collection and late fees?
✅ Step 3: Demo Top 3 Options
- Ask about mobile apps, tenant communication, financial reporting
- Compare ease-of-use and onboarding time
✅ Step 4: Calculate Cost vs. Time Savings
- Will this save your team hours weekly?
- Will it reduce legal liability or boost tenant retention?
✅ Step 5: Plug Gaps with Tools Like Rentable
Already on Yardi or AppFolio? Rentable adds compliance automation without ripping out your entire system.
Where Rentable Fits in the Property Tech Stack
Rentable is the missing link in most property management software solutions.
It doesn’t replace your platform — it plugs in to:
- Automate security deposit refunds
- Track compliance by state
- Prevent unclaimed property penalties
- Improve tenant experience
- Give your team time back without changing workflows
Works with: Yardi, Rent Manager, MRI, Buildium, AppFolio, and more.
One platform. One problem solved. All the features your leasing team needed yesterday.
Ready to Modernize Your Operations?
The best property management software in 2025 isn’t just about rent and maintenance — it’s about risk, retention, and reputation.
👉 Want to eliminate your biggest legal risk in just a few clicks?
Book a demo with Rentable and automate your deposit workflow today.
