Property Management Software for Small Landlords and Businesses

If you are a small landlord, you probably know how much time and effort it takes to manage even a few properties. From finding tenants and collecting rent to handling repairs and keeping track of accounts, the work never seems to end.

Though, you don’t need to do it all manually. Property management software can automate many of these tasks, saving you time and reducing errors. 

In this blog, we’ll discuss the following aspects:

• The key challenges small landlords face.
• How property management software can help.
• Key features to look for.
• A comparison of popular tools.
• How Softices can provide a simpler and tailored solution.

Challenges Small Landlords Often Face

Managing even 2-10 rental units can feel just as demanding as running a large property portfolio. When you rely on manual processes, things can quickly become stressful.

Common challenges include:

• Late rent payments: Chasing bank transfers or cheques takes time and delays cash flow.
• Tenant screening issues: Checking references and backgrounds manually can be slow and leave room for risky tenants.
• Maintenance delays: Calls and texts from tenants can get missed or forgotten.
• Accounting errors: Spreadsheets are easy to update incorrectly, leading to financial mistakes.
• Legal risks: Missing a compliance requirement or local regulation can result in fines.

Day-to-day tasks often include:

• Listing properties and managing inquiries
• Screening and approving tenants
• Drafting and signing rental agreements
• Collecting rent and sending reminders
• Tracking maintenance requests and follow-ups
• Recording expenses and generating financial reports

When these tasks are handled through paper files, messages, and scattered spreadsheets, things slip through the cracks.

Property management software keeps everything in one secure, easy-to-use system. You can track tasks, store records, communicate with tenants, and manage finances, all from one place so you spend less time chasing updates and more time focusing on your rental business.

What is Property Management Software?

Property management software is a tool that helps landlords, property owners, and managers handle all the tasks involved in renting out properties but in a simpler, more organised way.

Instead of using multiple apps, paper files, and manual processes, you get a single platform where you can:

• Advertise and showcase your properties
• Screen tenants faster: Run credit and background checks in minutes.
• Manage leases digitally: Store and sign documents online.
• Collect rent online: Tenants pay automatically, reducing late payments.
• Track maintenance: Tenants submit requests through an app, and you can assign repair jobs.
• Generate financial reports: See income, expenses, and tax-ready statements.

Most modern property management software works on both computers and smartphones, so you can manage your rentals whether you’re at home, in the office, or travelling.

Tailored real estate software solutions help simplify property management tasks by bringing together these features into one easy-to-use platform designed for landlords of all sizes.

For small landlords, the right software can mean fewer headaches, better tenant relationships, and more time to focus on growing your rental income, without needing a large team or expensive systems.

Key Features in Property Management Software for Small Landlords

Not every property management tool is the same. As a small landlord, you need software that’s simple, affordable, and covers the essentials without overwhelming you with features you’ll never use. Here are the most important things to look for:

1. Property Listings and Lead Management

The software should let you create attractive property listings and share them on rental websites or social media directly from the platform. It should also help you keep track of interested tenants, so you don’t lose a potential lead in your inbox or phone messages.

2. Tenant Screening

Screening tenants is one of the most important parts of protecting your property. Look for software that lets you check credit scores, rental history, employment details, and references. Automated screening saves you time and reduces the risk of renting to unreliable tenants.

3. Digital Lease Agreements

Paper contracts can be lost or damaged. With digital leases, you can create, store, and sign agreements online. Some platforms even provide ready-to-use templates, so you can prepare legally sound agreements quickly without starting from scratch.

4. Online Rent Collection

No more tracking bank transfers or visiting the bank to deposit cheques. The software should allow tenants to pay rent online using their preferred method via bank transfer (ACH), credit card, UPI, or automatic recurring payments. Helps in reducing late payments with automated reminders and syncs with accounting tools for easy income tracking.

5. Expense and Accounting Tools

Keeping your finances in order is critical, especially during tax season. A good property management tool will record every payment received, log expenses, and generate simple reports. This helps you track your profits and spot any overdue payments at a glance.

6. Maintenance Tracking

Instead of tenants calling or texting you for repairs, the software should provide a system where they can submit maintenance requests with details and photos. You can then assign the task to a contractor and track its progress until completion.

7. Communication Tools

Clear communication keeps tenants happy and reduces misunderstandings. Some property management platforms have built-in messaging or notification features to send rent reminders, policy updates, or announcements directly to tenants.

8. Mobile Access

For small landlords who manage properties part-time or on the go, mobile-friendly software (on Android and iOS for you and tenants) is essential. You should be able to check rent payments, approve tenants, or update listings from your phone, wherever you are.

These features are just the basics, new tools and trends keep coming up every year. You can read our guide on real estate technology trends to see what’s next in the property management world.

9. Document Storage

A central place to store important documents like leases, receipts, inspection reports, and compliance certificates, keeps you organised and ensures you can access them instantly when needed.

10. Scalability

Even if you only manage a couple of properties now, you might add more in the future. Choose a platform that can grow with you, adding features or units without forcing you to switch to a completely new system.

Bonus: Nice-to-Have Features

• Owner Portals: Share financials with co-owners/investors.
• Local Law Alerts: Notifications about rent control or safety regulations in your area.

Best Property Management Software for Small Landlords and Businesses

1. TenantCloud

TenantCloud is a cloud-based, all-in-one platform that helps landlords manage listings, tenants, rent, maintenance, and finances, all from one dashboard.

Key Features of TenantCloud:

• Tenant screening and rental applications
• Digital leasing and e-signatures
• Maintenance request tracking with photo uploads
• Online and recurring rent payments, auto-pay, and late fees
• Accounting tools and reports with QuickBooks integration
• Built-in messaging for tenant communication

Pros of TenantCloud:

• Affordable plans, starting at around $16/month for small portfolios
• User-friendly interface and mobile-friendly
• Good value for the features offered

Cons of TenantCloud:

• Advanced reporting and premium features require paid upgrades
• Customer support can be slow; occasional downtime reported
• A few users have raised concerns about account suspensions and data access

2. AppFolio

AppFolio Property Manager is a robust SaaS platform built for both residential and commercial portfolios. Initially targeted at small-to-medium managers, it has grown into a widely used, enterprise-friendly tool.

Key Features of AppFolio:

• Full accounting and reporting suite
• Marketing and listing syndication
• Lease tracking and e-signatures
• Maintenance request management
• Large integration marketplace (AppFolio Stack)

Pros of AppFolio:

• Scalable and robust, handles larger portfolios and supports multiple asset types
• Long-standing reputation with a comprehensive feature set

Cons of AppFolio:

• Higher cost, making it less practical for solo landlords
• Overly complex for those managing only a few units

3. Buildium

Buildium is a Boston-based SaaS platform focused on residential property management, best for landlords with 10+ units looking to scale.

Key Features of Buildium:

• Full accounting and financial reporting
• Online rent payments and reminders
• Maintenance tracking and work orders
• Owner and tenant portals for easy access

Pros of Buildium:

• Tailored features for landlords and professional managers
• Strong financial and accounting tools

Cons of Buildium:

• Some users find the interface less intuitive
• Mobile experience and reporting features could be improved
• Pricing can be high for smaller landlords

4. RentRedi

RentRedi is ideal for landlords seeking a mobile-first solution that’s simple and affordable.

Key Features of RentRedi:

• Mobile app for landlords and tenants
• Online rent collection via ACH or card payments
• Tenant screening backed by TransUnion
• Maintenance request tracking
• Lease e-signing
• Pricing: Starts at $12/month for unlimited units

Pros of RentRedi:

• Flat-rate pricing with no per-unit charges
• Very easy to use with minimal learning curve
• Works well for landlords with 1–20 units

Cons of RentRedi:

• Limited accounting capabilities
• No free plan available

5. Avail

Avail is well-known among independent landlords, especially for its strong tenant screening tools. Over 100,000 landlords use Avail.

Key Features of Avail:

• Unlimited free property listings
• Tenant screening with credit and background checks
• Lease builder with state-specific templates
• Maintenance request system
• Pricing: Free (premium features at $9/unit/month)

Pros of Avail:

• Excellent tenant screening capabilities
• Customizable lease agreements
• Free option for small-scale landlords

Cons of Avail:

• Maintenance tracking only available on paid plan

6. TurboTenant

TurboTenant is a free platform focused on rent collection and tenant management for small landlords.

Key Features of TurboTenant:

• Free ACH rent collection
• Tenant screening ($35–$55 per check)
• Digital lease signing
• Listing syndication to popular rental sites
• Pricing: Free (paid screenings)

Pros of TurboTenant:

• No monthly fees for basic use
• Quick to set up and start using

Cons of TurboTenant:

• No maintenance tracking tools
• Limited financial reporting

7. Hemlane

Hemlane is designed for remote landlords who want a mix of software and local property management services.

Key Features of Hemlane:

• Optional full-service leasing
• Maintenance coordination services
• Rent collection and accounting tools
• Local compliance alerts
• Pricing: Starts at $2/unit/month, plus service fees for premium options

Pros of Hemlane:

• Ideal for out-of-state or hands-off landlords
• Offers maintenance concierge services

Cons of Hemlane:

• Additional fees for advanced services
• Limited mobile app capabilities

8. Landlordly

Landlordly is a free, lightweight tool for landlords who just want digital rent and expense tracking.

Key Features of Landlordly:

• Manual rent tracking
• Expense management
• Basic tenant communication
• Mobile-friendly dashboard
• Pricing: Free

Pros of Landlordly:

• 100% free forever
• Simple and easy for basic record-keeping

Cons of Landlordly:

• No automation for rent collection or leases
• No maintenance tracking

8. Stessa

Stessa is best for landlords focused on financial tracking rather than daily property operations.

Key Features of Stessa:

• Automatic income/expense tracking
• Tax-ready financial reports
• Mortgage & equity monitoring
• Receipt scanning
• Pricing: Free basic plan; $12/month for premium reports

Pros of Stessa:

• Excellent accounting and reporting features
• Automatic bank sync
• Free plan covers most essentials

Cons of Stessa:

• No tenant screening or lease tools
• Lacks maintenance and communication features

Market Size and Trends of Property Management Software

The global property management software market was valued at USD 24.18 billion in 2024 and is projected to grow to USD 26.55 billion in 2025, reaching USD 52.21 billion by 2032. This represents a strong compound annual growth rate (CAGR) of 10.1% during the forecast period (2025-2032).

A significant but often overlooked segment is small landlords, those managing 1 to 10 units, who account for 40% of rental properties. Many of these landlords are underserved by large software providers, creating a strong opportunity for solutions tailored to their needs.

Key Growth Drivers:

• Rising demand for mobile-first tools that allow landlords to manage rentals anytime, anywhere.
• Increased use of Artificial Intelligence-powered tenant screening for faster and more reliable decisions.
• Automated compliance features to help small landlords meet local laws without the need for legal expertise.

Regional Insights:

• North America continues to lead the global market, holding a dominant 35.53% share in 2024, driven by high technology adoption rates, mature rental markets, and the presence of leading software vendors.
• Other regions such as Europe and Asia-Pacific are also witnessing rapid adoption, with Asia-Pacific expected to see the fastest growth rate due to urbanization, increased rental housing demand, and the shift toward digital property management.

Choosing the Right Property Management Software for Your Needs

After reviewing these options, here's how to make the best choice for your rental business:

For Landlords Who Want Free Solutions:

• Basic needs: Start with TurboTenant (free rent collection) + Stessa (free financial tracking)
• Manual tracking: Use Landlordly if you prefer simple expense logging

For Landlords Willing to Pay for More Features:

• 1-10 units: RentRedi ($12/month) offers the best balance of price and features
• 10-20 units: TenantCloud ($16/month) provides more advanced tools
• 20+ units: Consider Buildium ($50+/month) for professional accounting

Special Cases:

• Remote landlords: Hemlane's maintenance coordination is worth the $2/unit cost
• Strict tenant screening: Avail has the best free screening tools
• Financial focus: Pair any tool with Stessa for superior bookkeeping

Why Small Landlords Need a Tailored Property Management Solution

If you find that:

• Existing tools don't quite fit your workflow
• You're paying for unused features
• You need unique integrations (e.g., local payment methods)

You can develop custom property management solutions that match your exact needs, often at comparable pricing to off-the-shelf software.

While big property management systems are packed with features, they’re often designed for large portfolios, think 100+ units, multiple managers, and a dedicated admin team. Small landlords, on the other hand, need something different:

• Simplicity over complexity: They don’t have time to navigate dashboards with 50+ options. The most important features should be front and center.
• Affordable pricing: Paying enterprise-level subscription fees doesn’t make sense for someone managing 5 units.
• Mobile-first experience: Many small landlords manage properties on the go, so a smooth mobile app is a must.
• Minimal setup: They don’t have an IT team. The software should work right out of the box.
• Personalized support: A small landlord is more likely to need guidance for setup, compliance, and tenant issues.

This gap in the market means there’s room for solutions that are lightweight, cost-effective, and easy to learn, without compromising on the essentials like rent tracking, tenant screening, and maintenance management.

Opportunities for Innovation in the Small Landlord Segment

The rise of mobile-first tools, AI-powered tenant screening, and automated compliance checks presents a huge opportunity to reimagine property management for this segment.

Some innovation areas include:

AI-driven tenant screening

Faster, more accurate background checks with instant scoring.

Automated compliance reminders

Alerts for lease renewals, safety checks, and local regulation deadlines.

Integrated payment options

UPI, credit/debit cards, and instant digital receipts for both parties.

Smart maintenance requests

Tenants submit requests with photos/videos, automatically assigned to the right vendor.

Data-driven insights

Easy reports that show rent trends, expense breakdowns, and ROI for better decision-making.

By building solutions with these features in mind, providers can win the trust and long-term loyalty of small landlords who have been overlooked for far too long.

Making Property Management Easy for Small Landlords

Managing a few rental units shouldn’t feel like a full-time job. With the right property management software, small landlords can save time, reduce stress, and keep tenants happier, all while staying compliant and financially organized.

The challenge is finding a solution that’s easy to use, budget-friendly, and tailored to smaller portfolios. That’s where forward-thinking tech partners come in.

At Softices, we specialize in building custom property management solutions that match your exact needs whether it’s a lightweight mobile app for rent collection or a complete system covering tenant screening, agreements, payments, and maintenance tracking

Our approach is simple:

• Listen first: Understand your challenges before suggesting features.
• Build smart: Create tools that are easy to use, fast to set up, and work seamlessly on mobile.
• Support always: Provide ongoing guidance so you never feel stuck.

With the market for property management software set to double by 2032, now is the perfect time for small landlords to adopt technology that makes life easier and businesses more profitable.