Best Property Management Software for 2025

Managing a multifamily property takes more than just collecting rent and fixing leaky faucets. Today’s top operators rely on modern property management software to streamline operations, communicate with residents, and boost ROI.

At Gatewise, we work with property managers every day and know which tools truly make a difference. Here’s our take on the best property management software options available — including their pros and cons — plus tips on how to choose the right one for your portfolio.

Best Property Management Software Tools

Here’s a breakdown of the top tools for property managers in 2025 based on features, scalability, and user experience.

1. Buildium

Best for: Mid- to large-size property management companies

Key features:

• Online rent collection
  
• Maintenance and inspection tracking
  
• Accounting and tax filing tools
  

Pros:

• Designed specifically for property managers
  
• Strong accounting and reporting capabilities
  
• Reliable customer service
  

Cons:

• Slightly dated UI
  
• Not ideal for very small portfolios
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2. AppFolio Property Manager

Best for: Larger portfolios and tech-forward teams

Key features:

• AI leasing assistant
  
• Mobile inspections and communication tools
  
• Owner and tenant portals
  

Pros:

• Modern interface
  
• Automation saves time
  
• Scales well with growing portfolios
  

Cons:

• Higher pricing tiers
  
• Less flexible for smaller teams
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3. TenantCloud

Best for: Individual landlords and small property managers

Key features:

• Free plan for up to 75 units
  
• Online leases and rent payments
  
• Tenant screening
  

Pros:

• Budget-friendly (including a free tier)
  
• Intuitive dashboard
  
• Solid mobile functionality
  

Cons:

• Limited advanced features
  
• May require upgrades for scaling
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4. Rentec Direct

Best for: Small to midsize property owners

Key features:

• Built-in accounting tools
  
• Tenant screening and ACH rent collection
  
• Maintenance requests tracking
  

Pros:

• Easy to use
  
• Transparent pricing
  
• Helpful knowledge base
  

Cons:

• Fewer integrations than competitors
  
• Dated design in some areas
  
  

5. DoorLoop

Best for: New landlords and growing portfolios

Key features:

• Fast onboarding
  
• Tenant portals and reminders
  
• Document management
  

Pros:

• Clean interface
  
• Good customer support
  
• Affordable plans
  

Cons:

• Less robust reporting features
  
• Newer platform still adding features
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6. Yardi Breeze

Best for: Enterprise and multifamily operators

Key features:

• Property accounting
  
• CRM and leasing tools
  
• Built-in compliance modules
  

Pros:

• Backed by one of the largest names in real estate tech
  
• Excellent accounting and reporting
  
• Enterprise-grade security
  

Cons:

• Can feel complex to set up
  
• Customer support can vary by package
  
  

7. TurboTenant

Best for: Independent landlords and part-time investors

Key features:

• Free core plan
  
• Tenant applications and background checks
  
• Marketing and listing syndication
  

Pros:

• Very simple setup
  
• Ideal for landlords managing a few units
  
• Only pay for services when needed
  

Cons:

• Lacks robust accounting or reporting
  
• Not designed for multifamily communities
  
  

8. ResMan

Best for: Operators managing large multifamily and affordable housing portfolios

Key features:

• Compliance and HUD features
  
• Maintenance and vendor management
  
• Customizable dashboards and workflows
  

Pros:

• Built with multifamily in mind
  
• Great for compliance-heavy portfolios
  
• Detailed performance tracking
  

Cons:

• Requires training to get up to speed
• Mid- to high-tier pricing
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Benefits of Property Management Software

Modern property management software delivers far more than just digital convenience. Here's how the right platform can transform your operations:

1. Enhanced Cash Flow Management

• Automate rent collection with customizable payment schedules and reminders
• Reduce delinquencies through early notification systems and payment tracking
• Simplify security deposit management and returns
• Generate financial forecasts based on historical payment data

2. Streamlined Operational Efficiency

• Centralize all property documentation, leases, and communications in one secure location
• Automate repetitive tasks like lease renewals, late notices, and routine communications
• Standardize processes across properties for consistent management quality
• Reduce paperwork and manual data entry, minimizing human error

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3. Elevated Resident Experience

• Provide 24/7 resident portals for payments, maintenance requests, and communications
• Offer digital amenity booking and community event management
• Enable digital lease signing and renewal processes
• Create automated check-in points throughout the resident lifecycle

4. Proactive Maintenance Management

• Implement preventative maintenance schedules to reduce emergency repairs
• Track maintenance request patterns to identify recurring issues
• Provide photo/video documentation capabilities for maintenance issues
• Maintain digital records of all property maintenance history for compliance and planning

5. Data-Driven Decision Making

• Generate comprehensive reports on occupancy rates, revenue, and expenses
• Analyze performance trends across different properties or units
• Monitor key metrics like days-to-lease and tenant retention rates
• Make informed decisions about rent adjustments and property improvements

6. Marketing and Leasing Optimization

• Automatically syndicate property listings across multiple platforms
• Track lead sources and conversion rates to optimize marketing spend
• Streamline the application and screening process
• Reduce vacancy periods with automated marketing workflows

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How to Choose Property Management Software

Selecting the ideal platform requires careful consideration of your specific operational needs:

1. Assess Your Portfolio Characteristics

• Size and Diversity: Consider not just unit count but property types (residential, commercial, mixed-use)
• Growth Plans: Choose software that can scale with your expansion goals
• Geographic Distribution: Multi-state operations may require specific compliance features
• Staff Resources: Consider your team's technical proficiency and training needs
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2. Identify Your Operational Priorities

• Create a tiered list of "must-have" vs. "nice-to-have" features
• Focus on solving your biggest current pain points first
• Consider which processes consume most of your staff time
• Evaluate which features would most directly impact your NOI
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3. Establish Your Budget Framework

• Calculate your current cost-per-unit for management tasks
• Compare pricing structures (flat fee vs. per-unit pricing vs. tiered)
• Factor in implementation costs, training, and potential integration expenses
• Consider the ROI timeline – how quickly will efficiency gains offset costs?
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4. Evaluate User Experience

• Request comprehensive demos with your actual data scenarios
• Involve frontline staff in the evaluation process
• Test mobile functionality, especially for maintenance and leasing teams
• Consider resident-facing interfaces and ease of adoption
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5. Analyze Integration Capabilities

• Map out your existing technology ecosystem (accounting, access control, CRM)
• Prioritize platforms with open APIs or established integration partnerships
• Assess data migration complexity from your current systems
• Consider future technology adoption plans and compatibility
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6. Verify Support and Training Resources

• Compare support availability (24/7 vs. business hours, phone vs. email)
• Evaluate onboarding processes and implementation timelines
• Review training resources (live, self-paced, documentation quality)
• Check user community resources and peer recommendations
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Pro Tip: Pair Your Property with Smart Access Control

Property management software handles operational logistics effectively, but true property modernization requires addressing physical access, a critical yet often disconnected aspect of the resident experience.

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Gatewise's cloud-based access control platform bridges this gap by:

Seamless Software Integration

• Synchronize resident data between your property management software and access control system
• Automatically provision or revoke access rights based on lease status
• Eliminate duplicate data entry and reduce administrative overhead
• Create unified workflows between operational and physical access systems
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Enhanced Resident Experience

• Provide smartphone-based access credentials that residents rarely forget or lose
• Enable remote guest access for visitors, service providers, and deliveries
• Implement amenity access scheduling to prevent overcrowding
• Support self-guided tours for prospective residents, increasing conversion rates
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Advanced Security Management

• Maintain comprehensive access logs for security and compliance purposes
• Implement role-based permissions for staff and service providers
• Respond instantly to security concerns with remote lock/unlock capabilities
• Reduce rekeying costs and security risks from lost physical keys
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Operational Intelligence

• Track amenity usage patterns to optimize community spaces
• Monitor access patterns to improve security protocols
• Generate reports on staff movements and response times
• Identify unauthorized access attempts or security concerns in real-time
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Integrating Gatewise with your property management software creates a truly comprehensive ecosystem that addresses both the operational and physical aspects of property management.

Final Thoughts: Building Your Property Management Technology Stack

The evolution from clipboards to comprehensive digital management represents more than just modernization—it's a fundamental shift in how properties are operated, marketed, and experienced by residents.

The most successful property managers in 2025 are those who view technology not as individual tools but as an integrated ecosystem. Your property management software forms the operational backbone, while complementary systems like Gatewise's access control platform extend this foundation into the physical experience of your property.

When selecting your technology partners, consider:

• Long-term scalability as your portfolio grows or diversifies
• Adaptability to evolving resident expectations and market conditions
• Return on investment through both cost savings and revenue enhancement
• Vendor stability and commitment to ongoing platform development

By thoughtfully building your property management technology stack with integrated, purpose-built solutions, you'll create operational efficiencies that translate directly to improved NOI while delivering the modern, frictionless experience that today's residents demand.

Ready to explore how smart access control can complement your property management software? Contact Gatewise today for a personalized consultation on elevating your property's access experience.

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