Published on November 7th, 2025
By AppFolio

When you think of AppFolio, you might assume it’s built only for large property management firms with thousands of units. It’s a common misconception. In reality, AppFolio was designed to empower property owners and managers of all sizes — including those with portfolios between 50 and 250 units.

Whether you oversee a handful of single-family homes, a small multifamily portfolio, or a growing mix of units, AppFolio gives you the same powerful tools as larger operators — packaged in a way that’s simple, scalable, and cost-effective.

The Challenges of Managing a Smaller Portfolio

For property managers with more than 50 units but less than 250 units, the struggles look a little different than those of enterprise-level companies:

• Limited staff and bandwidth: With smaller teams (sometimes just one person), every manual task takes valuable time away from growth.
• Cost sensitivity: Every dollar counts, so software must provide a clear return on investment (ROI) without hidden fees.
• Growth hurdles: Many “starter” platforms don’t scale. That means switching systems as you expand — a headache no one wants.

These challenges require a platform that’s powerful yet simple, affordable yet scalable. That’s where AppFolio shines.

AppFolio: Big Capabilities, Right-Sized for Your Portfolio

AppFolio delivers enterprise-grade tools without the complexity. Here’s how property managers with 50 to 250 units can benefit:

• Ease of use: Enjoy a clean, intuitive interface designed so you don’t need an IT team to run it.
• Automation for lean teams: Collect rent online, screen applicants instantly, and execute e-signatures without lifting a finger.
• Flexible pricing: Pay only for what you need, with the ability to scale as your portfolio grows.
• Scalability built in: Start with 50 units, grow to 10000 — AppFolio grows with you.

AppFolio AI: Maximum Efficiency for Minimum Staff

For small, lean teams, AppFolio’s integrated AI — collectively known as AppFolio Realm — is arguably the most critical feature. It acts as an indispensable additional member of your team, allowing your lean operation to manage a heavy workload without adding headcount, all while saving over 10 hours of busywork per week. AppFolio AI tools include:

• Realm-X Assistant: Acts as a co-pilot, accessible throughout AppFolio. You can ask it to:
  • Generate ad hoc reports on the fly.
  • Initiate or complete individual and bulk tasks.
  • Draft personalized communications (emails and text messages) and send them en masse.
• Realm-X Messages: A reimagined inbox that helps manage resident communications by sorting, suggesting actions based on message context, and providing quick, personalized responses.
• Realm-X Flows: A workflow automation engine that allows you to standardize and automate time-consuming processes such as rental applications, rent collection, and lease renewals.
• Realm-X Performers (Agentic AI): These are AI agents that can observe, interpret, and take independent actions on your behalf to keep operations flowing, even after hours. Examples include:
  • Realm-X Leasing Performer: Engages prospects, schedules tours, and advances leads.
  • Realm-X Maintenance Performer: Communicates with residents, analyzes maintenance photos, asks follow-up questions, and creates prioritized work orders.
• Smart Bill Entry: Reads PDF invoices, identifies key information, and automatically enters the necessary data into AppFolio for accounting.
• Bank Feed: Simplifies and streamlines your accounting cycle by importing bank transactions into your AppFolio database so your accounting team can easily match transactions and create missing records in a single view.

Marketing and Leasing That Levels the Playing Field

Smaller companies often compete with larger management firms for residents. With AppFolio, you don’t have to compete with limited tools. You get:

• Automated listing syndication to Zillow, Apartments.com (coming soon), and more.
• Centralized lead management — no more juggling spreadsheets or lost emails.
• Digital applications and tenant screening that speed up approvals.
• E-signatures and virtual showings that meet modern renter expectations.

The result: You market like a big player, without the overhead.

Accounting and Maintenance Without the Complexity

For smaller portfolios, accounting and maintenance often consume the most time. AppFolio simplifies both:

• Built-in accounting tailored to property management — no need for separate QuickBooks files.
• Online maintenance requests keep residents happy and organized.
• Mobile access ensures you can stay on top of operations from anywhere.

Instead of chasing down paperwork, you focus on building stronger tenant relationships.

Enterprise-Level Security and Compliance for Every Portfolio Size

Even smaller property managers handle sensitive tenant and financial data. With AppFolio, you get the same enterprise-grade security trusted by companies managing thousands of units:

• Role-based permissions, audit trails, and monitoring keep data safe.
• Compliance with data privacy and payment standards is built in.
• You project professionalism and instill confidence — regardless of portfolio size.

Real Stories From Small Portfolio Successes 

Many AppFolio customers start with fewer than 250 units and scale their business confidently. By adopting modern software early, they run lean, stay competitive, and prepare for growth without constantly switching tools.

Melissa Gentry, Owner of Billings, Montana-based BSG Enterprises (106 units under management), saves an estimated $200,000 annually with AppFolio Property Manager. Its automation and unified workflows drastically cut time on routine tasks like background checks and collections, freeing her lean team to focus on growth.

Why Smaller Portfolios Shouldn’t Wait

Property management software isn’t just for the big guys. For managers of under 250 units, the right platform:

• Saves time through automation.
• Reduces stress by centralizing tasks.
• Elevates professionalism and tenant experience.
• Creates a foundation for long-term growth.

Waiting until you “scale up” only delays these benefits.

Big Power for Small Portfolios

AppFolio isn’t just for enterprise property managers — it’s for anyone who wants to run their business more efficiently and effectively, no matter the size. If you’re managing between 50 and 250 units, AppFolio gives you the tools to compete with larger firms, streamline your operations, and deliver a professional experience to your tenants.

Ready to see how AppFolio can simplify property management for your portfolio size? Schedule a demo today.