13 Best Property Management Technology Tools for 2025 (Expert-Tested) - Arvy Realty

The 2025 Industry Report reveals some eye-opening numbers. Property rental owners have embraced online business operations at 99%, and 84% of property managers save valuable time by using technology.

Our team has seen property management technology change everything about how this business works. The numbers tell the story – 63% of managers save money, and 48% use these tools to streamline their operations. The market offers so many choices that picking the right property management solution can feel daunting.

We’ve put our experience to work by testing dozens of platforms. This piece breaks down the 13 best property management technology tools for 2025. You’ll learn about each tool’s features, costs, and ground performance to pick what works best for your business.

Buildium: The All-in-One Property Management Platform

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Buildium leads the pack as a cloud-based property management platform that serves property managers of all sizes. Our extensive testing shows this platform makes day-to-day operations efficient with its complete feature set.

Buildium Key Features and Capabilities

The platform has resilient accounting tools with automated bank reconciliation and detailed financial reporting capabilities. The maintenance tracking system helps managers respond quickly to tenant requests through a mobile-responsive resident portal.

The AI-enhanced tenant screening stands out by combining rental applications with RealPage’s big database to get a full picture during background checks. The platform also comes with a free marketing website builder that lists properties on major rental sites like Zillow and Trulia.

Buildium Pricing Plans

Buildium gives you three pricing options:

Essential Plan: $55 per month gets you core features to run daily operations
Growth Plan: $174 monthly adds unlimited eSignatures and lower ACH fees
Premium Plan: $375 monthly unlocks Open API access and priority support

Real User Reviews and Performance

Property managers see real improvements after using Buildium. A management company saw 98% of rent payments come in on time just one month after starting. Users love the platform’s audit reports that help track the core team’s performance.

Best Use Cases for Buildium

The platform works best for:

Residential property managers with portfolios ranging from single units to 5,000 properties
Community association managers who run HOAs and condo associations
Property management companies that want to automate accounting and maintenance work
Independent landlords who need better tenant communication and rent collection

Growing property management businesses find the platform’s scalability perfect, especially when moving from manual to automated systems. The integrated marketplace combines smoothly with third-party apps to match specific business needs.

AppFolio: Smart Property Management Solution

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AppFolio stands out as a leading cloud-based solution with an impressive 98% customer satisfaction rate among property management firms. The platform manages over 5 million units in its ecosystem, showing its flexible infrastructure.

AppFolio’s Advanced Features

The platform optimizes operations through six main categories: Communication & Services, Accounting & Reporting, Maintenance & Efficiency, Staffing & Training, Management & Growth, and Marketing & Leasing. Property managers who use AppFolio see a 25-30% boost in operational efficiency. The software’s Smart Maintenance feature delivers 24/7 support and handles emergencies quickly with AI-driven intake, dispatch, and billing systems.

Pricing Structure

AppFolio’s subscription comes in three tiers:

Core Plan: Costs $1.49 per unit monthly with a $298 minimum monthly spend. This plan works best for portfolios with 50+ units
Plus Plan: Runs at $3.20 per unit monthly with a $960 minimum spend. Perfect for managing 300+ units
Max Plan: Sets you back $5.00 per unit monthly with a $7,500 minimum spend. Built for portfolios larger than 1,500 units

Integration Capabilities

AppFolio Stack™ provides uninterrupted integration with leading proptech solutions. The marketplace has strategic collaborations with:

ButterflyMX to handle access controls
Conservice to manage utilities
HappyCo to oversee inspections
Knock to track performance
Lowe’s to streamline e-procurement
Property Meld to run maintenance

Stack™ Premium integration service costs $0.50 per connected unit monthly, with a $100 minimum per account. Plus subscription users get this service at no extra cost.

Recent surveys show that 30% of renters value responsiveness, flexibility, and technology in their rental experience since the pandemic. AppFolio’s mobile app usage has jumped 50% over the last several years, showing how the platform adapts to meet tenants’ changing needs through tech innovation.

Property Meld: Revolutionary Maintenance Management

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Property Meld stands out in maintenance management. The platform helps schedule 85% of maintenance requests between residents and vendors in under 4 minutes. Property managers can handle multiple maintenance issues at once thanks to its advanced scheduling and communication tools.

Key Maintenance Features

The platform excels with automated workflows and AI-powered responses that coordinate maintenance. Property managers get complete oversight of their operations through a centralized dashboard with up-to-the-minute metrics. The system provides:

Automated triage and dispatching capabilities
Customizable owner portal that speeds up approvals
Multi-chat interface for uninterrupted communication

Cost Analysis

Monthly pricing begins at $1.60 per unit, with a $160 minimum monthly commitment. The platform scans active units each month and adjusts billing. Property management companies using Property Meld cut their maintenance costs by a lot – between $1,680 to $2,592 per unit.

User Experience Review

The platform shows impressive results:

Repairs take 3.4 days on average
Technician efficiency jumps 32-34%
Residents rate the service 4.2-4.6 out of 5 stars

Property managers love how the platform eliminates work order backlog and cuts maintenance-related calls by 75%.

Implementation Guide

The process happens in three main phases:

Original Setup: Customizing notification settings and emergency protocols
Stakeholder Integration: Bringing vendors, residents, and maintenance teams onboard
Workflow Automation: Setting up automated processes for routine maintenance tasks

The platform works best for management companies with 100+ doors. Residents can submit maintenance requests through their mobile devices or computers using the web-based interface. The system’s owner hub comes with three notification levels that ensure proper maintenance oversight.

TenantCloud: Budget-Friendly Property Management

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TenantCloud stands out as a cloud-based SaaS platform that automates daily property management tasks with affordable solutions. The platform’s reliability earned it a spot on the Capterra Shortlist 2023.

Core Features Overview

Property administration becomes simpler with TenantCloud’s complete tools. The platform’s strong maintenance management system lets tenants submit requests online and quickly assigns them to service providers. Property managers can track potential tenants with an easy-to-use tool.

TenantCloud’s cloud-based interface provides:

Electronic lease signing with customizable templates
Online rent collection via credit card, debit card, or ACH
Automated accounting with tax report generation
Marketing website creation for vacancy promotion
Tenant screening with credit, criminal, and eviction checks

TenantCloud Pricing

Users can choose from three subscription tiers:

Starter Plan: $15 monthly, has essential features with unlimited properties
Growth Plan: $50 monthly, adds PDF lease builder and QuickBooks integration
Business Plan: Custom pricing, includes team management tools

Storage capacity grows with each tier, from 1GB in Starter to 100GB in Business. The Growth plan supports up to 500 pieces of equipment and 30 document templates.

Integration Options

TenantCloud works naturally with several key services to improve its features. The platform connects with:

Stripe for payment processing
Zillow for listing syndication
QuickBooks Online for accounting synchronization
Tenant Turner for automated tour scheduling

QuickBooks integration syncs income and expense transactions automatically, which makes financial management easier. Property managers can schedule tours and handle lead communications efficiently through Tenant Turner integration.

Yardi Breeze: Enterprise-Level Property Technology

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Yardi Breeze blends simplicity with robust features to streamline operations for enterprise-level property management. The software works well with residential, commercial, and affordable housing portfolios.

Advanced Features

The platform stands out with its detailed maintenance tracking system that lets users store photos, videos, and progress notes in one place. Property managers can create mobile-optimized websites to boost search visibility through built-in marketing tools. The software has:

Results from automated screening in under 60 seconds
A utility billing program that tracks consumption and spots issues
Capital commitment tracking with built-in CRM tools
24/7 call center integration for emergency maintenance

Enterprise Pricing

Yardi Breeze bases its pricing on property types:

Residential: $1 per unit monthly with $100 minimum
Commercial: $2 per unit monthly with $200 minimum
Affordable Housing: $3 per unit monthly with $400 minimum
Associations: $1 per unit monthly with $400 minimum

Implementation Requirements

The platform uses proven methods for a structured implementation. The process has:

Process analysis and data conversion
Custom training programs
Third-party integration setup
Project management support

Yardi’s teams help organizations set goals, procedures, and realistic timelines. Large real estate companies get dedicated support from Consulting Practice Groups when they need help with complex implementations.

Success Stories

ABC Property Management grew substantially after switching to Yardi Breeze Premier. The software helped them:

Speed up tenant onboarding
Handle multiple operating accounts better
Grow their portfolio with expandable features

Rimrock Property Management saw similar results and doubled their portfolio size while cutting operational costs. Their success came from automated processes that made payment tracking, resident screening, and team communication simple. The easy-to-use system worked great for training new staff members who had never managed properties before.

RentRedi: Mobile-First Property Management

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RentRedi transforms rental property management with its mobile-first approach. This all-in-one landlord-tenant platform makes essential tasks simple. Property managers can handle everything from tenant screening to maintenance coordination through a single mobile interface.

Mobile Features

Landlords can manage their entire rental portfolio right from their smartphones. The RentRedi mobile app lets property managers:

List properties on Realtor.com, Zillow, Trulia, and Hotpads
Process tenant applications and run prescreening checks
Handle maintenance requests with video submissions
Complete lease agreements using built-in e-signature tools

A dedicated mobile app helps tenants pay rent at over 90,000 retail locations. The app supports ACH, credit cards, and cash deposits to make rent collection flexible.

Cost Structure

RentRedi’s subscription plans come with simple flat-rate pricing:

Monthly: $29.95 per month
Semi-annual: $20.00 per month
Annual: $12.00 per month

Each plan has unlimited properties and tenants among other features like maintenance management and tenant screening. Additional transaction fees apply:

ACH/Cash payments: $1.00 per transaction
Card payments: 3.1% plus $0.30 per transaction

User Reviews

Property managers love RentRedi’s customer support team that provides 24/7 help through live chat, phone, and email. The platform makes operations smooth while keeping the human touch in property management.

In spite of that, some users find payment management challenging and worry about transaction fees. The platform maintains high customer satisfaction ratings and stands out as the best rental payment software and most promising PropTech solution.

The software shines in maintenance coordination. It provides free maintenance personnel accounts and repair request updates. The platform also works smoothly with REI Hub to track finances, sync properties automatically, and create preset rental transaction templates.

Avail: DIY Landlord Technology Solution

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Avail, a part of Realtor.com’s network, helps independent landlords manage their rental properties through its DIY-focused platform. The platform serves landlords who handle their rental portfolios on their own.

Key Features for Independent Landlords

The platform stands out with its detailed listing distribution across more than 20 popular rental websites, including Realtor.com, Redfin, and Zumper. Landlords can access TransUnion-powered screening reports that show credit, criminal, and eviction histories.

Tenants can submit maintenance requests with photos through their portal. The system automatically alerts landlords and contractors by email to keep communication clear. The platform’s accounting tools make it easy to track expenses and digitize receipts. A financial dashboard helps monitor cash flow and late payments.

Pricing Plans

Avail has two subscription options:

Unlimited (Free): Has syndicated listings, background screening, state-specific leases, online rent collection, maintenance tracking, tenant portal, and property accounting
Unlimited Plus ($9.00/unit/month): Adds FastPay rent payments, waived ACH fees, customizable applications, customizable leases, property websites, and better customer support

Tenants on the free plan pay $2.50 for each bank transfer. Credit or debit card payments cost 3.5% whatever the subscription type.

Setup Process

Setting up an account takes about 10 minutes. The steps include:

Creating a landlord account with secure login credentials
Adding rental property details and unit information
Uploading existing leases or creating new ones using state-specific templates
Setting up online rent collection priorities
Inviting tenants to join the platform

Bank-level encryption ensures you retain control of your data and secure transactions. Your personal information stays protected. The platform’s servers run with a 99.7% uptime guarantee and 24/7 monitoring systems keep everything running smoothly.

DoorLoop: Cloud-Based Property Management

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DoorLoop manages hundreds of thousands of properties in 100 countries. Their cloud-based solution makes property operations smooth with automation and resilient security features.

Cloud Features

Property managers can oversee their portfolios from any location using the platform’s cloud infrastructure. The unified portal gives users access to:

Automated rent collection with multiple payment options
Integrated accounting with QuickBooks synchronization
Digital lease management with eSignature capabilities
Up-to-the-minute maintenance request tracking
Custom reports that help make data-backed decisions

The cloud architecture keeps data in sync instantly. All stakeholders can see current information at all times. Property managers have cut their workload by 50% by using DoorLoop’s automated systems.

Security Measures

Data protection is DoorLoop’s top priority, backed by enterprise-grade security protocols. The platform uses:

256-bit military-grade encryption for data at rest and in transit
Automated backups every 5 minutes on multiple geo-redundant servers
Two-factor authentication that improves account security
Role-based access controls for team management
PCI-compliant payment processing

AWS infrastructure helps the platform maintain 99.9% server uptime. This matches security standards that industry leaders like Netflix and LinkedIn use.