4 Common Software Switching Roadblocks & How to Overcome Them
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However, staying with outdated software can cost your business more over time.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 SoftwareRequest demos from providers and assess:
User-friendliness
Flexibility and customization
AI capabilities
Innovation speed
Seek Peer InputAsk other property management businesses:
What software they use
What they like/dislike about it
Survey StakeholdersPoll 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.
Next Step
Download AppFolio’s free guide to learn:
How to overcome switching fears
How to evaluate vendors effectively
How to ensure your next software investment supports long-term success