4 Common Software Switching Roadblocks & How to Overcome Them

Published on October 31st, 2025
By Brittany Benz

Many property managers express hesitation when considering new software, often saying things like:

“Maybe next year.”
“We are good with what we have.”
“We don’t have the time to dedicate to this.”
“It’s too expensive.”

These concerns are understandable — transitioning to new software takes time, effort, and training.
If you’ve had to switch systems before, hesitation is natural.

However, staying with outdated software can cost your business more over time.
The right platform can:

Improve operational efficiency
Deliver a better resident experience
Reveal new growth opportunities

Below are four of the most common software-switching roadblocks and strategies to overcome them.

1. Resistance to Change

Core Issue: Teams who have had bad past experiences switching systems often resist future change.

Risk: Failing to adapt limits competitiveness and customer service quality in a rapidly evolving industry.

How to Overcome Resistance

Communicate the “Why”
- Explain reasons for the switch and long-term benefits.
- Emphasize outcomes such as reduced manual tasks or faster workflows.
Identify Pain Points
- - Have each team member list frustrations with the current system.
  - Link these to improvements a new system would provide.
Take Incremental Steps
- Evaluate small inefficiencies before launching a full-scale switch.
- Start with a pilot group if possible.
Involve the Team in Decisions
- Collect feedback early.
- Use their input to build a pro/con chart comparing current vs. new software.

2. Comfort With Current System

Core Issue: Familiarity with existing tools creates complacency.

Reality Check: What worked in the past may not meet future needs or support business growth.

Actions to Break the Comfort Barrier

Demo Other Software
Request demos from providers and assess:
- User-friendliness
- Flexibility and customization
- AI capabilities
- Innovation speed
Seek Peer Input
Ask other property management businesses:
- What software they use
- What they like/dislike about it
Survey Stakeholders
Poll both residents and staff for feedback on:
- Ease of use
- Missing features
- Pain points with current tools

3. Lack of Prioritization

Core Issue: Property management teams are busy, making large initiatives like software switching easy to postpone.

Key Insight: There is no “perfect” time to switch. If it’s never prioritized, it rarely happens.

Steps to Make Switching a Priority

Assess Fit
- Determine if your current software meets your business needs or if your company has outgrown it.
Dedicate Time
- Schedule weekly sessions to evaluate alternative software solutions.
- Set recurring meetings to ensure accountability.
Assign Ownership

Create a clear timeline and assign tasks for evaluation and implementation.
Maintain a goal list and track progress.

4. Hesitance to Pay More

Core Issue: Higher upfront software costs can deter decision-makers, especially with tight budgets.

Insight: Paying slightly more for software that saves time or improves service can yield long-term ROI.

Methods to Evaluate Cost vs. Value

Evaluation Method	Description	Outcome
Feature Comparison	Create a table comparing features, add-on costs, and inclusions across vendors.	Reveals hidden expenses in current software.
Time Savings Analysis	Measure hours spent on key tasks before vs. after automation.	Quantifies ROI via labor efficiency.
Perks Assessment	Compare access to training, support, and events.	Identifies value beyond base cost.

Real-World Results: Property Managers Who Switched to AppFolio

AppFolio has helped thousands of customers successfully migrate to its platform.
Implementation is guided, collaborative, and optimized for long-term success.

What Makes AppFolio Different

Agile Development: Rapid feature innovation based on customer feedback.
All-in-One Platform: Manage entire portfolios within one system.
Extensive Support Resources:
- On-demand help articles
- Training videos and webinars
- Award-winning customer care

Customer Satisfaction Metrics

Metric	Result	Source
Implementation and migration easier than other solutions	91% agree	TechValidate survey, April 2021
User interface easier than other solutions	85% agree	TechValidate survey, April 2021
Prefer AppFolio over other property management software	92% agree	TechValidate survey, April 2021
Respondents surveyed	500+ satisfied AppFolio customers	TechValidate survey, April 2021

Customer Success Stories

“Switching to AppFolio has been sheer bliss. It is the most user-friendly software we have ever encountered… We could not be happier!”
— John Koerner, The Management Emporium, Inc.

“Our online rent collection is up about 30% since switching. Application processing dropped from 3–7 days to 1–2 days.”
— Jeremiah Meyer, PPM Inc.

“Our previous software was not user-friendly. AppFolio may look similar, but once you use it, the difference is huge.”
— J.C. Register, Register Real Estate

“We used our previous software for nearly 30 years. Since moving to AppFolio, our growth has gone through the roof.”
— Holly Wyse, Wyse Properties

Key Takeaway

Switching software can feel daunting — but the technology you use defines your efficiency and growth potential.
By reframing change as an opportunity, you can evaluate solutions objectively and choose what best serves your business.