10 Must-Have Digital Tools for Property Management

Property management is easier and more efficient with the right digital tools. This guide highlights 10 essential tools that simplify tasks like rent collection, tenant screening, maintenance tracking, and financial reporting. Here's a quick overview:

• Brickwise: AI-powered platform for maintenance scheduling, document storage, and asset management.
• Buildium: Comprehensive property management software with leasing, payment, and inspection tools.
• AppFolio Property Manager: Cloud-based tool for managing over 200 units, offering advanced integrations.
• TenantCloud: Rental management system with accounting, leasing, and marketing features.
• Matterport: 3D property tour tool for enhancing property marketing.
• Cozy: Rent collection platform with automated reminders and payment tracking.
• TurboTenant: Free landlord software for marketing, screening, and rent collection.
• Google Drive: Cloud-based document storage for secure and organized file management.
• August Smart Lock: Remote access control system for property security.
• Rentec Direct: Property management software with trust accounting and marketing tools.

These tools improve efficiency, reduce manual work, and enhance tenant satisfaction. Choose the ones that align with your property size, budget, and management needs.

9 of the Best Property Management Tools and Technology in ...

1. Brickwise: AI-Powered Home Management

Brickwise uses artificial intelligence to simplify property management tasks. One of its standout features is creating customized maintenance schedules tailored to each property, ensuring upkeep is both organized and efficient.

The platform also includes a secure digital document storage system, allowing property managers to store and manage essential files - like lease agreements, inspection reports, and maintenance records - all in one place. This eliminates the need for physical paperwork and provides instant access when needed.

Brickwise's home inventory management tool helps managers maintain detailed records of property assets, making maintenance planning and asset tracking much easier. On top of that, the system offers interactive, AI-powered support to further streamline management tasks.

One of its most innovative features is the "Talk to Your House" AI Assistant. This tool processes natural language questions about property-related issues, providing instant guidance on maintenance tasks, scheduling, and system inquiries.

The platform also includes a smart notification system to remind managers of important deadlines and tasks. To protect sensitive information, Brickwise employs strong security measures, ensuring property and tenant data remain private and secure.

2. Buildium: Complete Property Operations

Buildium takes a streamlined approach to managing everyday property operations, catering to over 20,000 property management companies across the United States.

At the heart of Buildium is its Resident Center, a mobile-friendly portal where tenants can easily submit maintenance requests and make online payments. Property managers benefit from tools that allow them to track work orders, assign vendors, and handle payments all in one place.

Buildium also offers clear pricing plans starting at $58/month for the Essential tier and going up to $375/month for the Premium tier. Premium users enjoy waived EFT fees, while Essential users pay $1.99 per transaction.

"Buildium is an extension of your team...It's our engine. It's what keeps us going. Buildium is doing so much work for us behind the scenes that we don't have to have someone doing." - Jeannie Connors, VP of Operations & Law Realty Solutions

For inspections, Buildium integrates with HappyCo, enabling managers to conduct property inspections directly from mobile devices. It also includes tools for tracking homeowner violations, making it easier to log and monitor compliance issues.

When it comes to leasing, Buildium offers a full suite of tools, including:

Feature	Functionality
Rental Listings	Syndication across partner platforms
Application Processing	Online rental applications with fee collection
Tenant Screening	Access to criminal, credit, and eviction reports
eSignature	Digital lease signing from any device

Additionally, Buildium provides marketing tools like customizable websites to help property managers boost their online presence and showcase available properties.

"I really like the [Resident Center]. Huge difference. I'm overly excited, it is just so easy to navigate, no question about where to submit work orders or how to make a payment." - Ashley Simonelli, Owner Royal Palm Property Management INC

For managers who rely on data, Buildium includes analytics and insights tools to track performance metrics and guide business decisions. Its Open API allows integration with other applications, letting users tailor the platform to their specific needs.

3. AppFolio Property Manager: All-in-One Solution

AppFolio Property Manager is a cloud-based platform designed for managing over 200 units. Priced at $1.40 per unit per month (with a $280 minimum), it offers tools for multifamily, single-family, commercial, and student housing management.

The platform includes the AppFolio Stack™ marketplace, which connects essential proptech solutions to ensure consistent data across systems. For more advanced integration, AppFolio Stack™ Premium is available at an extra cost. These features help streamline operations and improve workflows.

"With AppFolio Stack we can seamlessly connect the additional solutions we rely on for all that we do and truly unite our proptech stack." - Brian Theobald, Chief Administrative Officer, LB Property Management, Inc

AppFolio stands out for its ability to improve efficiency. For example, Sunbelt Properties transformed their workflow. Chief Operating Officer Danielle Miner shared: "AppFolio has changed the day-to-day dynamic of our property managers. It's allowed them to be away from their desks more than they usually would be."

Key Features

Feature Category	Capabilities
Communication	SMS messaging, online portals for owners and tenants
Financial Management	Smart Bill Entry, online payments, tenant debt collections
Property Operations	Real-time reporting, maintenance tracking
Mobile Access	Full functionality for iOS and Android devices
Integration Options	API access, certified partner connections

AppFolio has been a game-changer for growing property management teams. Since 2015, Fairlawn Real Estate has seen impressive results. Co-Founder and COO Gozen Hartman explained: "We were growing like crazy and it really forced us to take a step back and focus on the foundation. AppFolio's property management software is constantly innovating and adding new services, and making our business better."

4. TenantCloud: Rental Management System

TenantCloud is a cloud-based platform designed to simplify property management tasks. With 76% of landlords spending about 40 hours a month managing their properties, TenantCloud offers tools to automate and reduce that workload significantly.

Financial Management

TenantCloud comes with accounting tools like automated invoicing, bank account syncing, and customizable financial reports. It supports online rent payments via credit cards, debit cards, and ACH transfers. Property managers can easily track paid and overdue invoices, ensuring they stay on top of their finances.

Tenant and Property Operations

TenantCloud includes features to make property management easier:

Feature Category	Key Features
Leasing	Online applications, background checks, e-signatures
Communication	Tenant portal, automated notifications
Maintenance	Online maintenance requests, vendor management
Marketing	Property listing syndication, custom website creation
Documentation	Custom lease templates, other forms like notices

"The ability to create custom leases and have them e-signed in the software is fantastic. The ability to create other template forms such as notices is going to do wonders for streamlining my PM processes." – Charles H.

These tools, combined with integrations, make property management smoother and more efficient.

Integration Capabilities

TenantCloud integrates with popular tools to enhance its features. It works with QuickBooks Online for accounting and Google Calendar for scheduling. In August 2024, TenantCloud partnered with Tenant Turner to automate tour scheduling and lead management, ensuring only qualified tenants schedule property tours.

Keith M., a multi-family property manager, shared: "TenantCloud has great functionality and just keeps getting better. My experience has been seamless and very pleasurable. I've been able to effectively run a large multi-family property with very little learning curve and was able to get fully up to speed within a week or two."

The platform consistently earns high ratings - over 4.2 out of 5 stars on major review platforms. Users praise its easy-to-use interface and broad range of features, making it a go-to solution for modern property managers.

5. Matterport: 3D Property Tours

Matterport has transformed how properties are showcased by providing immersive 3D virtual tours. This tool helps property managers simplify the showing process while drawing in more qualified tenants. Unlike other tools, Matterport focuses on improving property marketing and creating a more engaging experience for potential renters.

Virtual Tour Features

Matterport offers several features that make it easier for property managers to showcase properties effectively:

Feature	Benefit
24/7 Virtual Access	Prospective tenants can view properties at any time, removing scheduling conflicts.
Multi-Platform Integration	Publish directly to platforms like Zillow, Redfin, Vacasa, and VRBO.
Marketing Asset Creation	Generate 2D photos and floor plans from a single scan.
Social Media Sharing	Create interactive listings for platforms like Instagram and Facebook.
Google Street View Integration	Include neighborhood context with property listings.

These features make property listings more accessible and appealing to potential tenants.

Boosting Engagement

Matterport's 3D tours significantly improve property marketing efforts. Data shows that properties presented through 3D digital twins see a 300% increase in viewer engagement. This level of interest often results in more qualified leads and faster tenant placements.

Marketing Versatility

Matterport helps property managers expand their reach by creating detailed digital replicas that can be shared across various platforms. This ensures that property listings gain maximum exposure.

"Attract buyers, close faster, and book more with 24/7 3D tours that allow customers to experience properties on their own terms." - Matterport

With its integration into major real estate websites and booking platforms, Matterport is an efficient solution for modernizing property marketing while saving time and effort.

sbb-itb-17bacab

6. Cozy: Rental Payment Processing

Managing finances efficiently is a key part of property management. Cozy, now integrated with Apartments.com, simplifies this process by automating tasks like rent collection. It eliminates the need for paper checks and in-person payments, making life easier for both landlords and tenants.

Payment Processing Features

Feature	Description
Direct Bank Deposits	Rent payments go straight to the landlord's bank account.
Recurring Payments	Tenants can set up automatic monthly rent payments.
Itemized Charges	Landlords can list separate charges for utilities, parking, or pet fees.
Payment Tracking	A dashboard provides a clear view of all transactions.
Automated Reminders	Tenants receive monthly payment notifications.
Late Fee Management	Late fees are calculated and billed automatically.

These features cut down on manual work, helping property managers stay organized and efficient.

Affordable Payment Options

Cozy offers its payment processing services without requiring a subscription. For those who need faster access to funds, there's an expedited processing option available for $2.99 per unit per month, ensuring payments are delivered within three business days.

Convenient Payment Methods for Tenants

Tenants can choose from multiple payment options:

• Free ACH Transfers: No fees when paying directly from a checking account.
• Card Payments: Debit and credit card payments are accepted, with a 2.75% transaction fee.

Simplified Financial Management

Cozy automates recurring charges, security deposits, move-in costs, utility payments, and late fees. The centralized dashboard keeps property managers on top of all transactions while sending monthly reminders to tenants. This system ensures steady cash flow for landlords and offers tenants a hassle-free way to pay rent.

7. TurboTenant: Landlord Software

TurboTenant simplifies property management with free tools designed to make rental management easier. Trusted by more than 500,000 landlords, it caters to both single-property owners and those managing larger portfolios.

Here’s a quick look at some of TurboTenant’s standout features:

Feature	Description	Benefit
Property Marketing	Distributes listings with one click	Generates an average of 28 leads per listing
Online Applications	Digital rental applications	Speeds up the tenant screening process
Tenant Screening	Offers credit, criminal, and eviction reports	Helps minimize tenant-related risks
Digital Leases	Includes lawyer-approved agreements with e-signatures	Reduces paperwork delays
Rent Collection	Online payments with autopay options	66.09% of tenants prefer digital payments
Financial Tracking	Provides automated accounting and tax reports	Simplifies financial management

Smart Tenant Screening

TurboTenant makes tenant screening fast and effective. Landlords can request essential documents like driver’s licenses, bank statements, and pay stubs. The platform also pre-screens applicants based on landlord-defined criteria, cutting down on the time spent evaluating candidates.

Simplified Financial Management

Rent collection is automated, and the platform generates tax-ready financial reports, making it easier to stay on top of finances.

"Makes managing multiple rents super easy. Everything is logged and recorded in one spot and accessible for review any time. The platform takes all the headache out of screening tenants. Add in the tracking of all rent deposits and you can't beat TurboTenant. I have used the other platforms and this is by far the best one." - Jarod

A Budget-Friendly Option

TurboTenant offers its core features at no cost to landlords. Instead, tenants cover the cost of screening reports, allowing landlords to streamline operations without added expenses. This pricing model also supports flexibility for landlords who are always on the move.

Mobile Accessibility

With the TurboTenant mobile app, both landlords and tenants can handle rental tasks anytime, anywhere. From monitoring payments to addressing maintenance requests, the app ensures everything is manageable on the go.

8. Google Drive: Document Storage

Managing property-related documents securely and efficiently is a must for property managers. Google Drive offers a cloud-based solution with storage options ranging from 15GB to 5TB per user, making it a reliable choice for document management.

Organizing Documents Made Simple

Google Drive's folder system makes it easy to create an organized structure for your files. Here's how you can set it up:

Document Category	Suggested Organization	Access Level
Lease Agreements	By property, tenant, or year	View-only for tenants
Financial Records	Monthly or quarterly folders	Private or team access
Maintenance Logs	By property or service type	Shared with contractors
Property Photos	By unit or date	Marketing team access
Insurance Documents	By policy type and renewal date	Administrative access

Once organized, Google Drive’s security features ensure your files remain protected.

Keeping Your Files Secure

Google Drive uses advanced security measures to safeguard your documents. Files in transit are protected with 256-bit SSL/TLS encryption, while stored files use 128-bit AES encryption. Additionally, two-factor authentication adds an extra layer of protection. This is especially critical, as user error accounts for 63% of data loss in Google Apps.

Collaboration Features

"AI-powered cloud storage for seamless file sharing and enhanced collaboration." – Google Drive

Google Drive makes teamwork easier with tools like real-time editing, comment-based discussions, version tracking, and custom access controls.

Tips for Effective Document Management

• Assign access based on necessity
• Regularly back up essential files
• Minimize app and extension permissions
• Use clear, descriptive file names
• Properly classify sensitive information

Mobile-Friendly Access

With its mobile app, Google Drive keeps property managers connected wherever they are. You can:

• Scan and upload receipts instantly
• Access files during property inspections
• Share documents with stakeholders in real-time
• Save email attachments directly to organized folders

Integration for Streamlined Workflows

Google Drive integrates with tools like Slack, Zoom, and email systems, simplifying your workflow. This allows you to centralize property-related documentation, making daily operations smoother and more efficient.

9. August Smart Lock: Access Control

The August Smart Lock makes managing property access easy and efficient. Here's a closer look at its standout features and how it improves remote property management.

Smart Access Features

The August Wi‑Fi Smart Lock, priced at $199.99, lets you control access through a mobile app. Key features include:

• Remote door monitoring and control
• Digital keys for temporary access
• Automatic locking
• Door status updates with DoorSense
• Entry and exit tracking

Security and Integration

With advanced security measures like two-factor authentication, multi-layer encryption, and lost phone protection, August Smart Locks prioritize safety. If a phone is lost, virtual keys can be disabled instantly. The system works seamlessly with Amazon Alexa, Google Assistant, and Apple HomeKit, enabling voice commands and smart home automation - perfect for property management tasks.

Real Estate Success Story

In January 2024, Sarah Miller, a property manager in Austin, TX, installed August Smart Locks in 15 rental properties. The results? A 40% drop in check-in issues, a 25% boost in positive guest reviews, and no more physical key exchanges.

Enhanced Property Management

For even more convenience, pair the August Wi‑Fi Smart Lock with the Yale Keypad Touch ($109.99). This add-on allows fingerprint and key code access. It installs in under 10 minutes on most single-cylinder deadbolts, keeping your current hardware intact.

Remote Management Advantages

Using the August app, property managers can create temporary access codes for maintenance staff, track entry and exit times, and get real-time alerts. DoorSense technology ensures doors are securely closed, offering reassurance and reducing risks, all while improving property security.

10. Rentec Direct: Property Software

Rentec Direct offers a digital solution for property management, trusted by thousands overseeing more than $200 billion in assets. The platform provides two subscription options: Rentec Pro for independent landlords, starting at $45/month, and Rentec PM for property managers, starting at $55/month, which includes trust accounting features.

Key Features for Property Management

Rentec Direct simplifies essential property management tasks with a range of tools, including:

• Full property and tenant accounting
• Online rent collection with free ACH payments
• Automated maintenance tracking
• Digital storage for important documents
• Custom website creation with listing syndication
• Tenant screening capabilities
• Mobile app for on-the-go access

Security and Data Protection

To safeguard sensitive information, Rentec Direct employs advanced security measures:

• 256-bit encryption that matches banking standards
• Two-factor authentication for secure transactions
• Transaction-level security checks
• Ongoing system monitoring (both automated and manual)
• Offsite data backups through a content delivery network

These measures ensure data remains secure while supporting seamless property management.

Client Success Story

Scott Davis, a Rentec Direct user since 2013, shared his experience: "I began with an Excel spreadsheet until Rentec saved me time and enabled rapid expansion."

Marketing and Communication Tools

Rentec Direct also helps property managers streamline marketing and communication efforts. Key features include:

• Professional rental listing creation
• Syndication of vacancies to popular rental websites
• Online maintenance request management
• Tenant payment history tracking

Specialized Features for Property Managers

For property managers, Rentec PM offers tools tailored to professional needs, such as:

• Trust accounting that complies with state regulations
• An owner portal for real-time property performance updates
• Automated financial reporting
• Check printing capabilities
• Detailed income and expense tracking

With a 4.8-star rating on Google Reviews, Rentec Direct combines ease of use with unlimited US-based support, making it a valuable tool for today’s property management professionals.

Conclusion

Digital transformation plays a key role in modern property management. Leveraging these tools can improve operations, enhance service quality, and optimize efficiency in real estate.

Streamlining Daily Operations

Property management tools simplify everyday tasks, centralize important data, and improve communication. By automating repetitive processes and offering integrated solutions, these platforms help managers focus on delivering better service while reducing their workload. The key is to select tools that fit your specific management requirements.

Choosing the Best Tools

When evaluating property management software, keep these factors in mind:

• Portfolio Fit: Look for scalable options with straightforward pricing structures.
• Integrated Features: Prioritize platforms that include:
  • Online payment systems
  • Digital document storage
  • Maintenance tracking
  • Financial reporting tools
  • Mobile accessibility
• Cost Efficiency: Weigh the features offered against the quality of support and training provided.

Improving Business Operations

These tools minimize manual work, improve tenant satisfaction, and enhance communication with property owners. They also offer valuable insights through data analysis, helping businesses strengthen their market presence and streamline operations.

Staying Ahead

To remain competitive, regularly evaluate your tools, assess their performance, and adopt new technologies as needed. Smart tech solutions like these can reshape property management, laying the groundwork for ongoing growth and success.