7 Expert Tips to Prepare for a Property Management Software Transition

Switching property management software can streamline operations and improve efficiency — but only if the transition is carefully planned. A smooth migration requires clear communication, structured timelines, and the right partners to guide you through the process.

1. Understand the Transitionary Period

Typical duration: 60-90 days

Key requirement: Run dual bookkeeping and accounting systems.

During the transition period, maintaining two systems ensures accuracy and minimizes disruption.

Priorities include:

• Accurately recording and reconciling all financial transactions

• Identifying issues early

• Protecting operational continuity

Consultants can play a critical role by managing dual-system workloads and spotting problems before they escalate.

2. Set a Clear Cutoff Date

Best practice: Complete financial migration at the end of a month.

This ensures:

• All financials are closed out

• Bank reconciliations are completed

• The new system starts cleanly on the first day of the next month

Proper timing prevents mid-month disruptions and reduces the risk of messy data overlap.

3. Clean Up and Validate Your Data

Before migrating, confirm that all data is accurate, clean, and standardized.

Steps include:

• Scrubbing historical information

• Deactivating outdated resident records

• Standardizing the chart of accounts

• Conducting a full data audit

• Fixing inconsistencies and preparing the database for migration

High-quality data ensures the new system works correctly from day one.

4. Adopt a Proactive Communication Strategy

Clear communication with owners, vendors, and residents is essential.

Develop communication plans that:

• Outline transition stages

• Set expectations

• Clarify required actions

• Keep all parties updated on timelines

Proactive communication reduces confusion and increases stakeholder cooperation.

5. Take a Staggered Approach to Change Management

Rolling out every change at once can overwhelm your team. A phased approach is more effective.

Example implementation sequence:

• Online portal migration

• AP workflow and vendor communication

• Owner communication and financial reporting

• Leasing migration

Each phase should be fully completed before the next begins. This reduces errors and ensures reliable adoption.

6. Leverage RPA and Automation

Robotic Process Automation (RPA) can significantly improve migration efficiency.

Automation can help with:

• Transferring historical financials

• Migrating attachments

• Reducing manual workloads

• Minimizing human error

Consultants can identify opportunities to use RPA for smoother and more accurate data transfer.

7. Find Support From a Trusted Consultant

Consultants bring specialized expertise that simplifies complex migrations. Their responsibilities may include:

Duplicative Accounting and Bookkeeping

• Managing dual-system accounting

• Ensuring accurate, uninterrupted financial operations

Accounts Payable (AP) Management

• Consolidating vendor invoices

• Handling maintenance-related financials

• Migrating AP data into a unified workflow dashboard

Leasing and Document Management

• Drafting lease templates and notices

• Creating automated workflows

• Managing applications and leasing processes inside AppFolio

Workflow Standardization

• Late fees

• Renewals

• Move-ins/Move-outs

• Management fees

• Inspection workflows

Accounts Receivable (AR) Migration

• Bringing over AR balances

• Managing past-due and COVID-era delinquencies

• Ensuring accurate reconciliation

Bank Reconciliation

• Setting a month-end cutoff

• Aligning reconciliations across old and new systems

Proactive Data Migration via RPA

• Bringing in historical financial data

• Transferring attachments

• Reducing manual data-entry errors

Communication and Change Management

• Creating communication plans

• Aligning owners, residents, and vendors

• Reducing confusion during migration

Staggered Implementation Support

Consultants map out phased rollouts, such as:

This structured approach ensures each phase is fully integrated before moving on.

Conclusion

Switching property management software is a complex, multi-step process that requires planning, precision, and the right expertise. By following best practices — and leveraging experienced consultants — property management companies can ensure an efficient transition and long-term success with their new system.

About Balanced Asset Solutions

AppFolio partners with top proptech and accounting consulting providers like AppFolio Stack™ Solution Partner Balanced Asset Solutions to give businesses a competitive edge. BAS offers:

• Tailored consulting services

• Enterprise-scale capabilities

• CPA-level expertise

• Support for monthly cycles, taxes, audits, and business optimization

Their experience helps property management teams increase efficiency, reduce costs, and execute software migrations with confidence.