The Ultimate Guide to Evaluating Property Management Software

A strong relationship with your software provider is key to growing your business, adapting to change, and staying successful. A poor partnership can quickly erode your team's integrity and confidence.

When evaluating new software, it is vital to ask the right questions and be methodical. Here are the top five things to look for when choosing property management software.

1. Easy to Use and Mobile

A major complaint is software being too complicated or having a disjointed user experience. This increases frustration and decreases productivity by forcing teams to spend too much time on basic tasks and onboarding.

Look for a technology partner that prioritizes:

• Usability and Mobility: Choose software with an intuitive, responsive design.

• Benefits: This leads to seamless handoffs, efficient onboarding, better workflow processes, and decreased human error.

• Mobile Access: Software available on mobile devices enables your team, renters, and owners to access information and carry out tasks anywhere, anytime.

Action Item: The ease of use will be immediately apparent. Get hands-on experience with a demo before making a final decision.

2. Dedicated Support Resources

Without dedicated, ongoing support, your business will struggle with onboarding and navigating changes or issues. This leads to inconsistencies, reduced productivity, and a lack of growth.

Key Support Requirements:

• Ongoing, Single-Platform Support: Ensure the provider offers support from one platform, not disjointed point solutions or third-party providers.

• Safety Net: Look for a variety of on-demand resources, such as:

  • How-to articles and forums

  • Customer events

  • Live chat

• Availability: Dedicated resources should be available 24/7.

Outcome: A fully supported team is more satisfied and productive, making business growth easier. Be sure to ask potential providers about the types of ongoing support they offer.

3. Robust Set of Features

You should have access to a comprehensive set of mobile features, automated tools, and integrations all on one platform, covering business-critical workflows such as:

• Accounting

• Leasing

• Maintenance

Prioritize Latest Features: Look for modern capabilities that streamline and simplify work, such as AI tools and mobile communication features.

4. Passion for Innovation

As the real estate industry evolves, your provider's approach to innovation matters. A technology partner is separated from a mere vendor by how they think ahead and innovate.

Questions to Assess Innovation:

• Do they keep up with the latest trends (e.g., advancements in AI) and inform customers of recent developments?

• Do they regularly host or participate in events focused on the future of property management?

• Do they openly ask customers for product feedback and implement that feedback?

• What were their latest innovations, and how are they meeting the industry’s current needs?

A committed technology partner will be able to answer these questions and be committed to keeping your business at the forefront of the industry.

5. Value Over Cost

While cost is important, it should not be the single driving factor. The cheaper option could ultimately cost your business more in the long run. You must examine the full picture of what each software offers.

How to Assess Value:

• Inclusions: Ask what their core tier truly includes. Beware of perks that cost extra once you read the fine print.

• Built-in Features and Integrations: Look into these deeply.

• Scalability: Investigate how the software will accommodate your needs as your business grows.

• Customer Experience: See what current customers are saying about:

  • Their pain points

  • How they are using the features

  • Whether the software has helped their business grow

Goal: Weighing the pros and cons based on the full picture ensures you are getting the most long-term value.

Unlock New Success with a Powerful Platform

Invest in your business's success by choosing a technology partner who is committed to a long-term relationship. The best software is the one that puts your needs first.

AppFolio Property Manager prides itself on putting customers at the heart of the organization, reflected in its intuitive design, passion for innovation, and dedication to support.

Download the free guide below to learn why finding the best software for your needs is essential and how to get the partnership you deserve.