Tag Archives: best property management software

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.

How can you help with your rental property?

Not too long ago we discussed the subject of property managers, and whether or not hiring one was the right choice for you; given the work that is required to manage a property, it’s usually in your best interest.

So, once you’ve found your property manager, or property management company, what can you do to make sure that they have the right tools to succeed?

It’s a good idea to set up an office of some sort. If your property is a small community (apartment complex, gated community, etc.) you can set up an office in the center of the property so that all of your residents have easy access to it. If your properties are separate, you can set up an office in a central location that’s convenient for you, your tenants, and your property manager. Having an office set up is nice because it provides your tenants with a place to direct any problems or concerns they may have with the property. It also provides you with an address where all property related correspondence can be sent. Definitely provides a sense of organization for everyone!

As far as maintaining the rental, you should set your property manager up with some kind of software they can use to keep everything organized. Tenant File is an awesome option as far as rental property software. Tenant File offers all kinds of features that’ll help keep your rental property organized. Your property manager will be able to keep track of tenants and maintenance requests, post rent, and email you and your tenants (plus wayyyy more) with the help of a single software program! If you think this rental property software sounds too good to be true, download a sample and see for yourself!

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The best in rental property software!