Essential Tools for Property Managers: What Software Do They Need?

31 January 2026

Managing rental properties is no walk in the park. Whether you oversee a handful of units or a sprawling real estate empire, staying organized and efficient is the key to success. But how do you juggle rent collection, tenant communication, maintenance requests, and financial reporting—all while keeping your sanity intact?

The answer lies in property management software.

From automating tedious tasks to keeping everything in one place, the right tools can make your life infinitely easier. But with so many options on the market, how do you know which ones are worth your time and money?

In this guide, we’ll break down the must-have software solutions for property managers, covering everything from rent collection and tenant screening to accounting and maintenance tracking.

Let’s dive in!

1. Property Management Software (PMS)

Think of Property Management Software (PMS) as the Swiss Army knife of property management. A good PMS automates most of the repetitive tasks that would otherwise eat up your day.

Key Features of PMS:

- Online Rent Collection – No more chasing tenants for checks.
- Tenant Screening – Background checks, credit reports, and rental history in one place.
- Lease Management – Digitized contracts, e-signatures, and automated renewals.
- Maintenance Tracking – Assign, monitor, and follow up on work orders easily.
- Accounting & Reporting – Keep your books in check without needing a finance degree.

Best Property Management Software Options:

- Buildium – Best for mid- to large-scale property managers.
- AppFolio – Great for managing multiple property types.
- TenantCloud – Ideal for independent landlords.
- DoorLoop – A newer but user-friendly and feature-rich option.

If you’re serious about streamlining your workflow, investing in a solid PMS should be your first priority.

2. Accounting Software for Property Managers

Managing a rental business means dealing with income, expenses, and taxes. Let’s be honest—unless numbers excite you, handling finances can be a nightmare. This is where dedicated accounting software saves the day.

Why You Need It:

- Automated Expense Tracking – Sync bank transactions and categorize them effortlessly.
- Tax Preparation – Generate tax-compliant reports to simplify tax season.
- Financial Reporting – Stay on top of cash flow, profits, and losses.

Top Choices for Property Accounting:

- QuickBooks – A go-to option with powerful financial tracking.
- Stessa – Tailored specifically for real estate investors.
- Wave – A free option for landlords with simple accounting needs.

Even if your PMS provides basic accounting tools, standalone property accounting software can offer deeper financial insights.

3. Online Rent Collection Platforms

Gone are the days of collecting physical checks. In today’s fast-paced world, tenants expect an easy, digital way to pay rent.

Why It’s Essential:

- Faster Payments – Tenants can pay via ACH, credit card, or digital wallets.
- Automatic Reminders – Reduce late payments with scheduled notifications.
- Instant Records – Keep track of payment histories with ease.

Best Rent Collection Platforms:

- RentRedi – Offers payment processing and tenant communication.
- Zelle & Venmo – Simple peer-to-peer payment apps.
- PayRent – Specifically designed for landlords.
- Avail – Features rent autopay and built-in late fee enforcement.

A solid rent collection software eliminates late payments and cash flow headaches, making your job much easier.

4. Tenant Screening Software

A bad tenant can cause nothing but headaches. Unpaid rent, property damage, and eviction hassles—these are just a few nightmare scenarios. That’s why thorough tenant screening software is a must-have.

Key Features:

- Credit & Background Checks – Know their financial and criminal history.
- Employment & Income Verification – Ensure they can afford rent.
- Eviction Reports – Spot red flags before signing a lease.

Best Tenant Screening Tools:

- MyRental by TransUnion – Provides detailed credit and background reports.
- SmartMove by TransUnion – A great option for independent landlords.
- RentPrep – Offers customizable screening reports.

A small investment in tenant screening software can save you thousands in potential losses down the road.

5. Maintenance & Work Order Management Software

Property maintenance is one of the biggest pain points for landlords and property managers. From broken plumbing to electrical repairs, keeping up with maintenance requests requires a streamlined system.

Why You Need It:

- Automated Work Orders – Assign jobs to vendors and track progress.
- Tenant Request Portals – Tenants can submit maintenance requests digitally.
- Cost Tracking – Keep track of maintenance expenses over time.

Best Maintenance Management Software:

- Property Meld – Focuses on improving maintenance efficiency.
- Buildium & AppFolio – Offer built-in maintenance tracking.
- UpKeep – A general maintenance tool great for large properties.

A well-organized maintenance tracking system ensures that repairs get done quickly and tenants stay happy.

6. Communication & Tenant Engagement Tools

Keeping open lines of communication reduces misunderstandings and improves tenant satisfaction. Whether it’s lease reminders, rent notifications, or general updates, you need a reliable way to communicate with tenants.

Popular Communication Tools:

- TenantCloud – Includes built-in messaging features.
- Slack – Ideal for managing communication between team members.
- WhatsApp Business – Great for quick tenant updates.
- TextMagic – SMS-based tenant communication.

Clear and prompt communication leads to higher tenant retention, which means fewer vacancies and more profit.

7. Electronic Signature (E-Sign) Software

Paper leases are becoming a thing of the past. With remote leasing becoming more common, electronic signature software speeds up the entire leasing process.

Best E-Sign Software for Property Managers:

- DocuSign – The most popular e-signature platform.
- Adobe Sign – Integrated with Adobe tools, great for document-heavy contracts.
- HelloSign (Dropbox Sign) – A user-friendly, budget-friendly alternative.

E-signature tools cut down paperwork time and make lease signing effortless for both you and your tenants.

8. Marketing & Listing Management Tools

To keep vacancies low, you need a strong rental listing strategy. That means posting to the right websites, taking great property photos, and crafting compelling descriptions.

Top Listing Platforms & Tools:

- Zillow Rental Manager – Syndicates listings across multiple sites.
- Apartments.com – A must for reaching qualified renters.
- RentPath – Works well for larger property portfolios.
- Facebook Marketplace – A free and fast-growing rental advertising platform.

Great marketing tools ensure that your properties get rented faster.

Final Thoughts

Being a property manager means juggling multiple responsibilities. Without the right software, the workload can quickly become overwhelming. But with tools for rent collection, tenant screening, maintenance tracking, and communication, you can automate the busywork and free up time to grow your business.

If you’re not using these essential tools yet, you’re leaving money on the table. So why not simplify your life and maximize your efficiency today?