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How to Select Property Management Software

Select the Software You Need

Smart landlords and property managers know how important technology is to their businesses. It’s being applied in every area of rental property management resulting in higher performing portfolios.

Now in 2024, SaaS-based solutions are the gold standard.  And while we’re on the topic of Software as a Service, landlords can leverage SaaS too to automate payments and give self-service options to tenants who want them.

Additionally, landlords can adopt SaaS to offer new digital services (digital amenities) to build new revenue streams.

The adoption of a modern SaaS property management software opens up doors to lower costs, better services and higher revenues.

But how will choose the best property management software for you?

The Holy Grail: Efficiency and Mastery

New, updated, managed applications provide worry-free performance and better service for tenants. The ultimate goal of your software is grow profit margins.  The accent on revenue growth and cost reduction keeps your businesses’ outlook positive — just like your cash flow.

The benefits are clear to taking time to choose well: easier workloads for your tired staff, fewer errors and rework, smoother automated processes, automated payments, insightful reports, improved operations, and simplified accounting. 

Focus: Your Top 5 Pain Points

We urge you right now to write down on paper, the top 5 work problems you’re suffering. Then you can work backwards to the reasons why they keep happening.  It might not be apparent as to why your staff are overworked, why bottlenecks happen, lack skills/motivation, why tenant communications are poor, why margins are falling, or how your budget is being eaten up mysteriously.

Clarifying the Features that Solve Business Pain

In this post, we help you establish your key problems out of the many you may have.

To find your 5 BIG Pains, consider:

  • what are your top 5 costs?
  • which manual tasks are repeated?
  • how much time do you spend with tenant communications?
  • which types of tasks have low completion rates?
  • what is your legacy software not doing?
  • what’s at the root cause of tenant complaints?
  • why do your tenants always seem uninformed and disinterested?
  • why do you keep processing payments manually?
  • why do you struggle to acquire good information to make smart decisions?

Don’t move on until you’ve committed to writing down your top 5 pain points.  This is how you’ll gain clarity, so you can move forward.

The Most in Demand Software Features

If you review ManageCasa’s service features, you’ll learn what most rental property managers are struggling with. The software responds to your key pain points, giving you inspiration and confidence that you can finally get these problems rectified.

  • simplified user interface requiring less training and personal expertise (staff are overworked and finding tasks too complicated)
  • integrated dashboard helps staff get more accomplished (too many tools not integrated)
  • powerful, dedicated property accounting module with smart automation (serious accounting power which property accountants love)
  • online rent payment and bill payment functionality (automated payments eliminate low-value admin work)
  • vacancy listing ad syndication (automated listings for better tenant acquisition)
  • leasing management tools to improve turnover costs (easing tenant changeups and the work involved)
  • easy management of online maintenance requests and scheduling (automating and helping tenants provide essential information)
  • online portal to enable tenant self-managed-services (tenants love self-service and it saves managers time)

What Do Property Managers Not Like about their Software?

Landlords and PM’s often speak of how solutions didn’t meet their needs:

  • too difficult for staff to learn – intimidating, frustrating, deflating
  • not integrated with your other software (payments/accounting)
  • lacking essential features
  • promising much but not delivering real-time and money-saving results
  • software oversteps its true core competencies and thus creates more problems
  • time-consuming migration and adoption process
  • staff, tenants, investors, and contractors not liking it

While software buyers want bells & whistles features, it’s the core services that get business done well.

As you can see ManageCasa has each aspect of your work covered and simplicity is a theme of our brand.

A 6 Step Review Process:

  1. establish what you need the software to do for your business such as specific tasks that are mission critical and other services you’re not doing well now – lease management, double-entry accounting, lease-based accounting, automation for bills, disbursements and reconciliation, online rent payment, and flexible insightful reporting, along with effective tenant communications
  2. determine whether it will work with your current software, partners, etc. and if it’s scalable for growth
  3. assess whether it’s easy to use, intuitive, and determine whether your staff will like it
  4. ascertain whether and how it helps you meet your state regulatory compliance and financial requirements
  5. determine its accounting capabilities and whether it can help you manage your expenses well for each individual property
  6. determine whether it will reduce your administration time or if it’s built to nickel and dime you out of money with escalating charges

Major Property Management Platforms

Let’s review a few of the most obvious products, some designed for large enterprise space or mid-sized property management companies.

Key Software Features to compare and evaluate:

All-in-One Property Management Software
Global Time-Zone supportXXX
Unlimited Properties✔ (average $1 per unit. No monthly minimum)✔(average $ 1.8 per unit. Minimum $ 48 per month)✔ (average $ 1.25 per unit. Minimum $ 250 per month)
✔ (average $ 1.5 per unit. Average minimum $ 350 per month)
Single Unit Properties
Multi-Unit Properties
Multi-Purpose PropertyX
Residential Properties
Commercial PropertiesXX
Mixed-use PropertiesXX
Property RelationshipsXXX
Lease Management
Capture core lease dates
Lease history tracking/managementX
Lease relationship based on lease termsXXX
Automatic lease expirationXXX
Contact Management
Contact Management All UsersXXX
Contact related data pointsXXX
Maintenance Dashboard
Logging/tracking maintenance issues
Notification of maintenance statusX
Integrated communicationXXX
Dedicated discussion around maintenanceXXX
Historic tracking of status changesXX
Multi-media rich maintenance ticketsXXX
Accounting & Reports
Accounting DashboardXX
Full double-entry bookkeeping
Default and customizable chartsXX
Record invoice/Expenses(bills)
Support for Cash and accrual based accounting
Support for files & images in accountingXXX
1099 fillingsXExtra FeesExtra FeesX
Online wireFrom Fall 2018Extra FeesExtra FeesExtra Fees
Multiple user typesXXX
Discussion framework for:XXX
– StandaloneXX
– One-on-oneXX
– One-to-manyXXX
– Property relatedXXX
– Multi-unit announcementsXXX
– Multi-building relatedXXX
– Maintenance relatedXXX
– Lease relatedXXX
Ability to add/remove users at any time in the discussionXXX
File Management SystemXX
Organize Files by propertyXXX
Organize by default foldersXXX
Create folders and sub-foldersXXX
Share/Unshare FilesXXX
Share/Unshare FoldersXXX
Drag & Drop capabilityXXX
All files stored encryptedXXX
*Competitive Data as of Dec 2017


Upgrade to a Complete Digital Platform

Rest assured ManageCasa™ is engineered for property managers with the payment, accounting, maintenance scheduling, and tenant communications power a professional expects. Property management is digital in 2024, and ManageCasa is the right platform.

We’d be delighted to hear your questions about property management property management software features and productivity.

Call our Sales Team now to chat about ManageCasa at 415 800-1245.  One conversation to make your business successful in 2024.


Property Management Automation | Comparison of Property Management SoftwareProperty Management Software Pricing | All in One Software | Property Accounting SoftwareWhat is Property Management?Property Management Software

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