Tag Archives: find property management software

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Common Sense Property Management Software

Property Manager WorkingCommon Sense Property Management Software

I hear all the time the comment, “I thought my previous software was going to make my life easier, but it just gave me more frustration”. Property management is hard enough by itself without having to struggle with slow software, missing data, constant questions, and a difficult learning curve. We hear from rental property owners every day that are still using spreadsheets to manage their property, or they have purchased a program that is way more than they actually need.

Make sure it works the same way you do

First, if you can’t try out the software before you buy it, run the other way! That is the only way you can be sure it is right for you. When you do try the software, start with one task, such as “I want to charge rent to my tenants”. Then, see how long that task takes. If it is more than 10 seconds, it is too long, even if you have hundreds of rentals. Better yet, look for an option to charge rent automatically without user intervention.

How about this? “I want to update the tenant’s rent amount, and then correct an amount that I accidentally posted to the tenant’s accounting”. Many programs make you navigate to multiple menus to do seemingly easy common sense tasks, so make sure it is easy to correct mistakes.

Other things you might want to look for would be the ability to automatically increase rents on a specific date in the future, the ability to either print checks or transfer via ACH, receive rent online, a way to make automatic payments, and a vendor file that keeps important information on all of the vendors that you work with.

Common sense extras that you might look for would be a reminder system for Owners, Tenants, and Vendors, and a scheduler to help keep track of upcoming repairs, vacations, and notices. You might want to use the reminder to keep track of tenant birthdays so that you can maintain a good relationship with your tenants.

Keep your valuable data with someone you trust – you!

If you keep your own information, it will be safer. Find a program that allows you to make a local backup of your valuable data quickly and easily. It should be as simple as clicking a ‘backup’ button then pressing ‘go’. If not, maybe that software is not for you. Some users prefer web based software, so if that is you, be sure that you can download your important data, and that your valuable information is encrypted and stored on servers with redundant backups. Even then, you could be at risk of a hacker attack that could shut down the servers, so you might consider on-premise software if that is a concern.

Don’t get more or less than you actually need

Another common complaint I often hear is that the customer had previously paid ‘thousands of dollars’ for another complex software, yet they only manage a few rentals. Or, on the other side, they manage over 100 rentals and the software they have is just too limited. Ask the vendor their average number of rentals per user, and the market they strive for. Do they work with owners of rental property or mostly with property managers? You need powerful features in your software without paying too much. At the same time, avoid ending up with overly complicated requirements with features you don’t need.

Common sense assistance

With any new software you need a little help. Avoid companies that don’t provide a phone number or any free support – eventually you will need some assistance. The trend is to not provide phone support, which may mean that you will have to either search a knowledge base for an answer, or wait for a return response to your online support request. Make sure that you can get immediate help through paid phone support.

Follow these common sense guidelines, and your property management software investment will help your business run a lot more efficiently, smoothly, and stress free.

New User Questions

Get Your Property Summer Ready

Whether you are new to the property management game or have been managing properties for years, a little help is always welcomed. The Tenant File property management software is an innovative program that helps to simplify your property management system. Although our rental property management software is very user friendly, we know that any new software can be daunting at first, so we provide industry leading support to help new users get started and comfortable with the program. Our property management expertise goes beyond just software know-how and we love to offer up advice whenever we can. So let’s talk seasonal maintenance…

It’s already June which means summer is upon us. If you haven’t already started summer maintenance tasks on your rental property, you should probably think about doing so. Completing these seasonal tasks as early as possible will ensure that summer is enjoyable for both you and your tenants. Here are some key tasks you want to be sure to check off the list this summer:

You may want to start inside the units and work your way out to the exterior. Make sure your tenants keep cool all summer long by scheduling cleaning and maintenance services for the air conditioning systems. It’s probably a good idea to leave behind some interior filters for the AC systems so your tenants can change those on a regular basis. For units with ceiling fans, tighten loose screws and adjust the direction of the fan blades to achieve optimal cooling. Finally, checking the windows and doors for air leaks, and sealing leaks if necessary, will ensure maximum energy efficiency.

When it comes to the exterior of your property there are plenty of preventative maintenance tasks that you can do every summer to keep your property in optimum physical condition, but we will just cover a few here. First, you’ll want to take a look around the outdoor walkways and paths. Fixing any damage or fractures will not only make the property more aesthetically appealing, it will also help to prevent possible injuries to tenants and guests. Next, you’ll want to inspect all the wood, wash the windows and clean the siding. Finally, cleaning and repairing the gutters is an important maintenance task that must be tackled regularly. Taking preventative measures like these to ensure that the outer surfaces and areas of your property are in the best condition possible could save you a lot of money in potential future repairs.

Here’s wishing you a relaxing, fun and sunny summer, from all of us here at Tenant File.

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How should you go about eviction?

Recently on the Tenant File Blog, we talked about signs that you should consider finding a new tenant (check it out here). Once you decide that you want your tenant out, how do you go about the eviction process?

Now, eviction laws and the eviction process vary from state to state, so for the sake of all of our readers, we’re going to make this a fairly basic outline of the process.

1. First comes the eviction notice. The eviction notice is the written notice where the tenant is asked to vacate the premises. This notice usually includes the reason for the eviction, the amount of time the tenant has to leave, the date and your signature, and any conditions that may affect the eviction.

2. If you’ve already given your tenant an eviction notice and they’ve failed to leave by the specified date, it’s time to move on to the next step: filing a lawsuit. Once your tenant is served, you’re both responsible for showing up to trial; for the most part, this ends with the judge giving your soon to be ex tenant a date by which they have to leave the property.

3. If after all of that your tenant still hasn’t left, you have the right to have them removed from the property. You can ask someone from your local sheriff’s office to escort them out of their property and place their possessions outside.

These steps are just the general process for eviction, make sure you check out what your state requires before you take the plunge.

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