How to Write a Residential Real Estate Management Agreement (Complete Guide)

If you’re a property manager, you’ve probably felt that uneasy moment before signing a new client. Your mind keeps asking you questions like “What if the owner expects more than what’s in the agreement?” or “What if maintenance approvals become a nightmare?” That’s precisely why you need to learn how to write a well-drafted residential real estate management agreement. It’s your safety net, your rulebook, and your best defense against disputes.

If you continue reading, you’ll learn how to write a residential real estate management agreement step by step. So let’s get started. 

What Is a Residential Real Estate Management Agreement?

A residential property management agreement is a legal contract between a property owner (client) and a property manager (service provider). It establishes the boundary of services, duties, payment, and regulations for how the manager executes daily operations, finances, and tenant relations. You can say it is the “terms of engagement” as it shields both parties while also providing clarity.

Why Every Property Manager Needs a Strong Agreement

A weak or inaccurate contract can result in:

  • Unclear maintenance responsibilities
  • Payment disputes
  • Liability risks
  • Poor owner–manager communication

Whereas a comprehensive and fair agreement:

  • Establishes trust and professionalism
  • Minimizes legal liability
  • Defines expectations early on
  • Simplifies operations and approvals

If you’re setting up your property management business, our guide on essential steps for starting a property management company breaks down the foundation you need before drafting agreements.

Step-by-Step: How to Write a Residential Property Management Agreement

Let’s divide this into practical steps you can use, whether you’re updating your current template or writing one from scratch.

1. Start with the Basics

Begin with:

  • Full legal names of the property owner(s) and management company
  • Contact details of both parties
  • Description of the property (address, type, units)

Example:

“This agreement is entered into by Sunrise Property Management LLC (“Manager”) and John D. Thompson (“Owner”) regarding the residential property at 1234 Maple Avenue, Austin, Texas 78701.”

This section establishes the legal basis. Double-check entity names to avoid future litigation.

2. Define the Scope of Services Clearly

List all tasks the manager is entitled (and not entitled) to do.

Typical inclusions:

  • Rent collection and tenant communication
  • Marketing vacant units
  • Screening and leasing tenants
  • Coordinating maintenance and repairs
  • Financial reporting and accounting
  • Evictions and legal notices (if applicable)

Example:

“Manager shall be responsible for advertising vacancies, screening tenants, collecting rent, coordinating routine repairs, and managing vendor relationships. Manager shall not undertake structural modifications or capital improvements without Owner’s prior written approval.”

Tip: 

The clearer the scope, the easier it is to justify your management fees later.

You can also explore how automation simplifies these tasks in Enhancing Property Management Efficiency with Propertese.

3. Specify Management Fees and Compensation Structure

This section establishes how you are paid.

Common fee structures:

  • Percentage of monthly rent: 8–12% for residential
  • Flat monthly fee: Usually for small portfolios
  • Leasing fee: Generally, half or the whole month’s rent for new tenants
  • Maintenance markup: 10–15% on vendor invoices

Example:

Owner shall pay Manager a monthly management fee of 10% of gross rent received. Other fees are a one-time leasing fee of 50% of one month’s rent and a 10% markup on maintenance work.”

4. Clarify Owner’s Responsibilities

This avoids depending too much on the manager.

Owners typically deal with:

  • Property insurance
  • Major capital repairs
  • HOA fees or taxes
  • Legal compliance (like lead paint disclosure, state registration)

Example:

“Owner shall keep adequate property insurance, service all mortgage charges and property taxes, and abide by laws governing housing. Manager shall not be responsible for Owner’s default in any of these obligations.”

For guidance on compliance, see Navigating the Real Estate Landscape: Legal and Operational Requirements for Property Management Startups.

5. Detail Financial Management and Record-Keeping

This is a high-risk category if not dealt with in a transparent manner.

Include:

  • Rent collection method
  • Security deposit handling
  • Owner disbursements (timing and process)
  • Monthly reporting schedule

Example:

“Manager shall keep accurate financial records and submit monthly income and expense reports to Owner on or before the 10th of each month. All rental proceeds must be deposited into an escrow or trust account before owner disbursement.”

If you want to organize your books efficiently, check out Organizing Your Finances: Setting Up the Ideal Property Management Chart of Accounts.

6. Include Maintenance and Vendor Management Policies

Define who approves what:

  • Minor repairs under a specific limit (e.g., $300) can be auto-approved.
  • Anything beyond that needs written approval.

Example:

“The manager can authorize approval of repairs up to $300 without prior approval. For repairs over $300, Manager shall obtain Owner’s written permission unless the repair is considered an emergency that impacts habitability or safety.”

Tip: Emergency definition clarity prevents billing conflicts later.

Learn more about cost control in Proven Ways for Property Managers to Lower Maintenance Expenses.

7. Define the Term and Renewal Conditions

Determine for how long the agreement holds and how it will renew.

Example:

“This agreement shall take effect on January 1, 2025, and shall continue for a term of one (1) year. It shall renew automatically for successive terms of one year unless either party gives notice of termination in writing at least 30 days before expiration.”

Tip: Use calendar reminders to track renewal dates. It’s a basic but effective retention strategy.

8. Add a Termination Clause

Termination is where many legal disputes arise.

Include:

  • Notice period required (30 or 60 days)
  • Outstanding early termination charges (if any)
  • Obligations upon termination (final report, key handover)

Example:

“Either party may cancel this agreement with 30 days’ written notice. In the case of premature termination by Owner without reason, Manager shall be compensated one month’s management fee.” 

9. Liability, Indemnification, and Insurance

This safeguards you against lawsuits or damages that are beyond your control.

Example:

“Manager will not be responsible for any loss, damage, or injury to property or persons due to causes outside the control of Manager. Owner will indemnify and hold Manager harmless against all claims except those due to gross negligence or willful misconduct.”

For a deeper dive into risk management, read The Cornerstone of Credibility: Best Practices for Managing a Property Management Trust Account.

10. Legal Compliance and Fair Housing

Add a clause to confirm compliance with:

  • Federal Fair Housing Act
  • State and local landlord-tenant laws
  • Anti-discrimination policies

Example:

“Manager agrees to manage the property in complete compliance with federal, state, and local law, including the Fair Housing Act. Manager will not discriminate based on race, color, religion, sex, handicap, familial status, or national origin.”

Learn more about ethics and compliance in Key Principles of Exceptional Customer Service in Property Management.

11. Communication and Reporting

Miscommunication ranks #1 as a source of conflict between managers and owners.

Set expectations early:

  • Preferred communication channels (email, portal, phone)
  • Frequency of updates
  • Reporting format

Example:

“Manager shall submit monthly performance reports and answer Owner questions within two business days. The parties agree to have professional communications via specified email addresses.”

Explore how tech simplifies communication in Smart Solutions for Efficient Tenant Communication in Real Estate Management.

12. Handling Tenant Disputes and Evictions

Outline how you’ll handle rent arrears, late fees, and evictions.

Example:

“Manager shall enforce lease terms, including late fee collection and eviction proceedings, in compliance with state laws. Manager is authorized to initiate eviction actions after providing notice to Owner.”

For marketing-related tenant issues, see Maximizing Occupancy Rates: The Power of Effective Property Management Advertising.

13. Technology and Record Access

Modern agreements include digital record-keeping.

Example:

“All records, invoices, and communications shall be maintained in the Manager’s cloud-based management system and accessible to the Owner upon request.”

Learn how AI improves this process in How Generative AI Is Helpful for Property Management Software.

14. Signatures and Execution

Always get both parties’ signatures and the date of execution. E-signatures (such as DocuSign) are now legally binding in all 50 states.

See how automation helps in 5 Ways Propertese DocuSign Integration Improves Lease Signing Compliance.

FAQs 

Q1: How long should a property management agreement be?

The majority of agreements are 8–12 pages, but what’s important is that it’s clear, not lengthy.

Q2: Is it possible to use the same agreement for multifamily and single-family residences?

You can, but add property-specific terms for maintenance, insurance, and tenant communication.

Q3: Do I need to add performance guarantees?

Only if you can quantify them specifically (e.g., vacancy rate less than 5%), otherwise, use service-level expectations.

Bonus Tip: Keep It Review-Friendly

Review your agreement at least annually. Laws, technology, and service expectations change.

You can also utilize newer software such as Propertese to archive agreements, monitor renewal dates, and include digital signatures to make the process error-prone and easier.

Final Thoughts

A solid residential real estate management contract is your business backbone. It establishes trust, professionalism, and long-term relationships with customers. If you’re ready to centralize how you administer client contracts, accounting, and communication, learn how Propertese assists property managers to make documentation easy, automate rent monitoring, and manage portfolios more wisely, all from one platform.

We are waiting for your call :).

Best Real Estate Document Management Software for Property Professionals

Buried under paperwork? You’re not the only one. Have you ever had to dig through a dozen emails to locate a single signed lease, or wasted hours matching scanned contracts with property records? If yes, then you understand how disorganized real estate documents can become. Between lease agreements, inspection reports, title deeds, financial statements, maintenance logs, and compliance papers, even a small property portfolio can create thousands of files each year. And when those documents reside in separate folders, inboxes, or drives, your time and your peace of mind suffer. That is why real estate document management software is necessary.

These systems are your digital filing cabinet, compliance tracker, and workflow assistant, all in one. But with so many tools available, which is best for you? Let’s take a look at the top real estate document management software for property managers and discover how the right system can save hours each week, cut risk, and make your whole operation easier.

What Is Real Estate Document Management Software?

Real estate document management software (or DMS) is an online platform that assists real estate professionals to store, organize, monitor, and secure property-related documents. It’s basically Google Drive, but specifically created for real estate.

These systems are designed for:

  • Property managers juggling multiple leases and tenant files
  • Real estate agents and brokers who are juggling listings, offers, and sales contracts
  • Developers and investors who require clear access to legal and financial documents
  • Facility and HOA managers who monitor compliance reports and vendor agreements

Examples of Documents Managed:

  • Lease agreements
  • Tenant applications
  • Title deeds & mortgage documents
  • Vendor contracts
  • Property inspection reports
  • Maintenance logs
  • Compliance certificates
  • Financial statements & tax files

Fun Fact:

According to a report by Grand View Research, the size of the global document management system market was estimated at USD 7.68 billion in 2024 and is projected to reach USD 18.17 billion by 2030.

Why Property Professionals Need Document Management Software

Real estate is one of the most paper-intensive industries on the planet. From tenant turnover to legal requirements and financial auditing, manual management isn’t only unproductive but it’s dangerous. Property managers need document management software because of the following reasons: 

1. Save Time

No more searching through inboxes or resending signed versions. With DMS, you can locate any document in seconds with smart search or filters (like “lease expiring next month”).

2. Improve Collaboration

Agents, landlords, and tenants can securely share documents, with no more endless email threads.

3. Stay Compliant

Most tools automatically timestamp and store documents for audit trails, assisting you in satisfying regional housing and legal requirements.

4. Secure Sensitive Data

Encryption, access controls, and cloud backups safeguard financial and personal information from loss or breaches.

5. Reduce Paper & Printing Costs

Go paperless, go green, while minimizing storage expense and admin burden.

What To Look For in the Best Real Estate Document Management Software

When you are looking for real estate document management software, look at how well the software integrates with your workflow, not the pursuit of every feature. Here’s what real estate professionals should be looking for:

FeatureWhy It Matters
Cloud Storage & AccessibilityWork from anywhere — mobile, tablet, or desktop.
Version ControlKeep track of document edits and prevent overwriting.
E-Signature IntegrationSpeed up lease signings and contract approvals.
OCR (Optical Character Recognition)Convert scanned files into searchable, editable text.
Automation & WorkflowsAutomatically name, categorize, and route documents.
Role-Based AccessLimit who can view, edit, or share sensitive files.
Audit TrailMaintain transparency and meet compliance requirements.
Integration with Property Management ToolsSeamlessly connect with accounting, leasing, and CRM systems.

Pro Tip: If you’re already using tools like NetSuite, QuickBooks, or Propertese, make sure your DMS integrates easily with them for a unified ecosystem.

Top 10 Real Estate Document Management Software in 2025

Let’s discuss the best software solutions that real estate professionals are utilizing to effectively manage their documents.

1. Propertese

Best for: 

Real estate companies, developers, and property managers looking for a fully integrated management system.

Why it stands out:
Propertese is not only a document manager, it’s a full-service real estate operations suite. From unit and property management to lease and investment tracking, maintenance requests, and contract management, it consolidates all functions into one system.

Key Features:

  • Single document repository for all property documents
  • NetSuite and other ERP integrations
  • Contract workflows & lease renewal automation
  • Role-based access & electronic approval flows
  • Localization for region-based compliance
  • Community association management
  • Real-time reporting & dashboards

Bonus: 

Tenants and landlords can retrieve documents via a self-service portal.

2. M-Files

Best for: 

Large brokerages and compliance-oriented firms. M-Files employs metadata to structure files smartly. Rather than folders, it groups documents according to what they are, rather than where they’re located.

Highlights:

  • AI-powered search
  • Automated audit trail with version control
  • Smooth integration with CRM and ERP systems
  • Automation of approvals and renewals workflows

3. DocuWare

Best for: 

Teams seeking advanced automation and secure archiving, DocuWare is popular in both the real estate and finance sectors. It offers a robust e-signature workflow and detailed permission settings.

Features:

  • Digital signatures
  • Template-based document filing
  • Cloud and on-premises deployment
  • GDPR and SOC2 compliant

4. PandaDoc

Best for: 

Real estate agencies focusing on digital contracts and proposals. PandaDoc makes lease and sales agreement workflows effortless.

Key Advantages:

  • Drag-and-drop contract templates
  • Real-time tracking for document views and signatures
  • Integration with CRMs such as HubSpot and Salesforce
  • Embedded eSignature compliance

Example: 

A real estate agent can set up a new lease template once and use it for hundreds of tenants, saving hours each month.

5. Zoho WorkDrive

Best for: 

Small to medium property teams. A cost-effective, collaborative solution with file sharing, version history, and team folders.

Highlights:

  • Secure client portals
  • Live document collaboration
  • 100GB+ cloud storage per user
  • Integrates well with Zoho CRM and Books

6. Box for Real Estate

Best for: 

Businesses require secure, compliant document storage. Box’s enterprise-grade encryption and workflow automation make it a favorite among big property firms.

Features:

  • Audit log-enabled file sharing
  • AI-powered document scanning
  • Box Relay custom workflows
  • Microsoft 365, Google Workspace, and Salesforce integrations

7. OpenDocMan

Best for: 

Open-source proponents or teams with bespoke requirements. A lightweight, open-source document management system with rudimentary versioning and web-based access.

Pros:

  • Free and highly customizable
  • Easy-to-use interface
  • Role-based access control

Cons: 

Limited support for integrations and automation.

8. SharePoint (Microsoft 365)

Best for: 

Existing Microsoft ecosystem users. SharePoint allows teams to store, manage, and collaborate on property documents securely in the cloud.

Benefits:

  • Enterprise-level security
  • Version tracking
  • Power Automate automated workflows
  • Perfect for document-intensive property management teams

9. Google Workspace

Best for: 

Small real estate offices with simple collaboration requirements. Though non-industry-specific, Google Workspace remains popular among small teams due to simplicity.

Advantages:

  • Simple file sharing & permission management
  • Integration with hundreds of real estate CRMs
  • Affordable pricing tiers

10. Laserfiche

Best for: 

Enterprises looking to prioritize automation and compliance. Laserfiche is powerful in workflow automation, document routing, and granular permissioning.

Top Features:

  • Advanced metadata tagging
  • Audit-ready document tracking
  • AI-driven search capabilities
  • Integration with financial and CRM tools

Comparison Table

SoftwareBest ForKey FeaturesStarting Price
ProperteseProperty managers, developersAll-in-one platform with document & investment managementCustom quote
M-FilesCompliance-heavy firmsAI organization & automation$20/user/mo
DocuWareSecure cloud storagee-signature & version controlCustom quote
PandaDocContracts & proposalsTemplates, tracking, e-signatures$19/user/mo
Zoho WorkDriveSMBsCollaboration & storage$2.50/user/mo
BoxEnterprisesSecure sharing & workflows$15/user/mo
OpenDocManCustom dev teamsOpen-source, basic featuresFree
SharePointMicrosoft usersCollaboration & automationIncluded in M365
Google WorkspaceSmall officesBasic storage & sharing$6/user/mo
LaserficheEnterprisesWorkflow automationCustom quote

How to Choose the Right Document Management Software for Your Real Estate Business

Here’s a five-step framework to make an informed decision:

1. Map Your Workflow

Write down all touchpoints where documents are created, reviewed, or shared. E.g., lease renewals, vendor contracts, HOA communications.

2. Identify Integration Needs

Verify whether your CRM, accounting, or ERP systems (such as NetSuite) require syncing with the DMS.

3. Evaluate Security Requirements

If you process tenant financial information, search for SOC2, GDPR, or ISO-certified platforms.

4. Consider Scalability

Your document load increases with your property portfolio. Choose cloud systems that scale seamlessly.

5. Test Usability

A too-complicated tool will slow your team down. Most vendors include free trials — use them.

FAQs

Q. What is the best document management software for real estate professionals?

The most suitable document management software for real estate professionals will be based on your requirements. For end-to-end property management, Propertese is the best. For contract workflows, PandaDoc is excellent. For enterprise-level compliance, Box or M-Files are safe choices.

Q. How does document management software help property managers?

It digitizes leases, automates renewals, and centralizes documents in one location. Property managers can manage every file without having to change tools.

Q. Is document management software secure for real estate firms?

Yes, the majority of systems provide end-to-end encryption, role-based access, and cloud backups, protecting all property and tenant information from being compromised.

Q. Can I integrate document management software with property management systems?

Absolutely. Solutions such as Propertese and M-Files connect to ERPs such as NetSuite, accounting systems, and CRM software to keep workflows unified.

Real Estate Industry Insights

  • According to the National Association of Realtors, 62% of agents mention “paperwork and administrative tasks” as one of the chief problems.
  • Digital transaction management solutions cut lease turnaround time by up to 50%, says Zillow Research.
  • Paper storage is a $1,200 annual cost per employee on average, according to Forbes Real Estate Council data.

Migrating from a traditional document management system to a cloud-based system not only saves time but also improves compliance and client satisfaction.

Emerging Trends in Real Estate Document Management

1. AI-Powered Document Tagging

AI tools automatically identify and tag documents. For example, a lease versus an inspection report.

2. Blockchain Verification

Specific current DMS solutions are employing blockchain to authenticate ownership and avoid document tampering.

3. Mobile Accessibility

Mobile-first design is becoming the norm, enabling property teams to upload and refer to documents on site visits.

4. Automated Compliance Monitoring

The system warns managers when licenses are near expiration, insurance is out of date, or there are missing safety reports.

5. E-Signature Standardization

Digital signatures are now legally binding in more than 180 nations, making remote transactions easier.

Real-World Example

Imagine you manage 200 rental units across three cities. Without a DMS:

  • Lease renewals are manually tracked in Excel.
  • Maintenance requests arrive via text, email, and WhatsApp.
  • Contractors send invoices as PDFs without version control.

Now, using a platform like Propertese:

  • All contracts are stored in one secure dashboard.
  • Renewal notifications trigger automatically.
  • Invoices are matched to maintenance records.
  • Landlords, tenants, and vendors access files through a unified portal.

This is called operational excellence.

Measuring ROI of Document Management Software

How do you know your DMS investment is paying off? Track these key metrics:

MetricBefore DMSAfter DMS
Time spent searching documents3-4 hours/week<30 minutes/week
Lease turnaround time7 days2 days
Compliance errorsFrequentRare
Document loss incidents1-2/month0/month
Customer satisfaction (CSAT)75%90%+

Within a few months, most teams see productivity improvements of 30–50%.

The Future

The real estate management future is integration (bringing document management, accounting, leasing, and communication together under one umbrella). That’s where Propertese excels, not only as a DMS, but as a complete real estate operating system.

It combines:

  • Property & Unit Management
  • Investment & Subsidiary Management
  • Maintenance Request Handling
  • Contract & Compliance Automation
  • Reporting, Localization, and Community Management
  • Online rent payments and communication tools

Final Thoughts

In real estate, every paper has a story to tell: a lease, a sale, an investment. But without those stories accessible and usable, they’re worth nothing. By implementing the proper real estate document management software, you regain time, minimize stress, and introduce order to chaos. From individual-property landlords to handling thousands of units, software such as Propertese, M-Files, or Box can revolutionize the way you work.

Start small. Digitize your leases. Automate renewals. Then scale up.

Ready to go paperless and productive? Explore Propertese today.

5 Best Yardi Alternatives to Consider in 2025

If you manage more than one property, you’re already familiar with how important it is to have software that aligns with your processes, not the other way around. Although Yardi is still among the most established property management names, many companies today are checking out Yardi alternatives because their portfolios require greater agility, automation, and tailored capabilities.

Whether you’re managing a small residential portfolio or overseeing commercial assets in multiple cities, the ideal platform can make accounting easier, automate rent collection, and provide real-time insights without adding manual labor. And that’s why investigating Yardi alternatives in 2025 is worth it.

In this guide, we’ll explore the top 5 best Yardi alternatives, compare their features, and break down which ones are best for different use cases.

Key Takeaways 

Which Yardi alternative is best to test first?

  • Propertese — All-around best modern, AI-driven, cloud solution for mixed portfolios. 
  • Buildium — Most suitable for residential and HOAs because it is easy to use.
  • AppFolio — Best for automating and scaling; excellent at scale.
  • Re-Leased — Best for commercial and mixed-use property landlords.
  • Rent Manager — Best for extreme customization and modular workflow.

Why Property Managers Are Looking for Yardi Alternatives

Although Yardi has been a reliable name in property management for some time, many professionals are currently looking for alternatives for a couple of important reasons:

  • Complex Setup and Learning Curve – Yardi’s enterprise structure can be overwhelming for small to mid-sized property owners.
  • Limited Automation – Manual data entry, rigid workflows, and a lack of modern AI tools can slow down teams.
  • High Cost – Yardi Voyager pricing often fits larger enterprises but can feel heavy for lean property firms.
  • Less Mobile-Friendly Experience – Compared to newer competitors, Yardi’s mobile experience isn’t as intuitive.

With increased operational requirements and hybrid work as the new norm, contemporary platforms that leverage automation, analytics, and scalability are quickly gaining popularity.

Did you know? 68% of property managers intend to change or replace their software stack by the end of 2025, according to the Propertyware industry study.

So let’s look at the top Yardi alternatives that can meet those changing requirements.

What to look for in a Yardi alternative (short checklist)

When evaluating a replacement, test for these capabilities:

  • Cloud-native & mobile-first access
  • Built-in accounting & reconciliation
  • Automated leasing & tenant communication
  • Maintenance management with vendor tracking
  • Reporting and dashboards (exportable)
  • APIs & integrations (listing syndication, payment gateways)
  • Scalable pricing and transparent TCO

1. Propertese 

If you’re looking for an all-in-one, AI-powered alternative to Yardi, Propertese deserves the top spot.

Built from the ground up for property management firms, real estate investors, and landlords, Propertese simplifies business with automation, analytics, and marketing features all in one place.

Key Features That Set Propertese Apart

  • Smart Automation & AI Insights: Propertese collects rent, tracks maintenance, and provides financial reports — all with AI-powered insight pointing out trends and predicting issues.
  • Unified Communication Hub: No longer juggling separate email threads. Manage tenant messages, maintenance requests, and owner communications from a single dashboard.
  • Accounting Made Easy: With built-in accounting functions, it handles everything from payments to reconciliation without requiring third-party plugins.
  • AI-Driven Marketing Features: From automated listings to AI-driven ad campaigns, Propertese makes it easier for you to attract tenants quickly.
  • Scalability: Be it 50 or 5,000 units, Propertese scales with your company size — no code, no mess.

Best For

  • Mid to large-sized property management firms
  • Teams seeking AI-powered insights and automation
  • Companies looking for improved marketing + operations integration

Why It’s a Strong Yardi Alternative

Propertese is responsive. The platform is uncluttered, mobile-optimized, and designed to reduce manual processes, from tenant setup to invoicing, which can be automated in one or two clicks.

2. Buildium 

Buildium is among the longest-standing property management software brands and a solid replacement for Yardi for residential real estate and HOA management.

Key Features

  • End-to-End Accounting: Automates payments, late fees, and owner disbursements.
  • Maintenance Tracking: Simplified work order management, vendor assignment, and status updates.
  • Tenant Portal: Allows residents to pay rent, request maintenance, and renew leases online.
  • Community Association Management: Custom tools for HOAs, such as violation tracking and communication boards.

Best For

  • Residential property managers
  • HOAs and community associations
  • Property owners handling fewer than 500 units

Why It’s a Strong Yardi Alternative

Buildium offers simplicity. It’s cloud-based, fast to deploy, and integrates easily with online payment tools.

Pro Tip: If you’re just starting your property management journey, check out our Guide to Choosing the Right Property Management Software.

3. AppFolio Property Manager 

AppFolio remains one of the most-preferred Yardi competitors, and for good reason. Its automation-led architecture suits the needs of expanding portfolios seeking efficiency at scale.

Key Features

  • AI Leasing Assistant (Lisa): Prepares automated responses to tenant questions 24/7.
  • Smart Maintenance Requests: Tenants can submit pictures, and the system automatically assigns tasks.
  • Data-Driven Insights: Integrated performance dashboards enable you to know costs, occupancy, and ROI.
  • Marketing Automation: Syndicates listings across the biggest sites, including Zillow, Apartments.com, and Realtor.com.

Best For

  • Mid-sized property management companies with 200–5,000 units
  • Teams that want to automate and track growth
  • Managers who value tenant experience

Why It’s a Strong Yardi Alternative

AppFolio emphasizes speed, AI, and tenant happiness. It also grows more smoothly for mid-sized firms.

If automation is a top priority for your business, explore our deep dive on AI in Property Management — including use cases and examples from 2025.

4. Re-Leased 

A highly suitable alternative for commercial property managers requiring a more contemporary platform than Yardi Voyager, Re-Leased is the crème de la crème.

Key Features

  • Commercial-Focused Accounting: Easily manages multi-tenant leases, service charges, and rent reviews.
  • Cloud-Based Lease Management: Easily access and manage lease information securely from anywhere.
  • Visual Reporting Dashboards: Live finance and operation information with exportable reports.
  • Xero and QuickBooks integrations: Ideal for finance teams that already use modern accounting software.

Best For

  • Commercial property companies
  • Mixed-use portfolio managers
  • Office, retail, or industrial landlords

Why It’s a Strong Yardi Alternative

Re-Leased offers a user-friendly option with strong reporting capabilities, without the complexity of an enterprise solution.

5. Rent Manager

Rent Manager pairs extensive customization with robust reporting features, making it the most adaptable Yardi alternative available.

Key Features

  • Customizable Dashboards: Make views and workflows match your specific process.
  • Comprehensive Accounting: Manages AR, AP, and the general ledger accurately.
  • Mobile App (rmAppSuite): Complete mobile management for managers, tenants, and owners.
  • Open API: Allows easy integration with third-party tools and apps.

Best For

  • Property managers with custom workflows
  • Teams that require integration flexibility
  • Mid to large-sized property companies

Why It’s a Strong Yardi Alternative

Rent Manager provides users greater flexibility and modularity. That liberty allows property managers to adapt quickly as business models shift.

Quick Comparison Table: Yardi vs. Its Top Alternatives

Feature / PlatformProperteseBuildiumAppFolioRe-LeasedRent Manager
AI & AutomationAdvanced AI InsightsBasic automationStrongLimitedModerate
Portfolio TypeResidential + CommercialResidential + HOAResidential + MixedCommercialMixed
ScalabilityHighModerateHighHighHigh
Mobile AppYesYesYesYesYes
Best Suited ForGrowth-focused property firmsHOAs & small landlordsMid-sized teamsCommercial managersCustom workflow users

Migration and data considerations 

Moving from Yardi can be difficult, but it can be accomplished with the right plan. Use these steps: 

  1. Map your data first — rent roll, lease terms, tenant contacts, vendor lists, deposit balances.
  2. Export and clean — export CSVs and strip out duplicates, outdated contacts, and inactive accounts.
  3. Pilot with a subset — import 20–50 units first to test mappings and reports.
  4. Plan training blocks — staggered training for accounting, leasing, and maintenance staff.
  5. Run parallel — leave Yardi live for 2–4 weeks and reconcile reports to identify mismatches.
  6. Automate and document — create automated workflows for recurring tasks and document them.

How to Choose the Right Yardi Alternative in 2025

To make a decision about which platform suits best, look at the following factors:

  1. Portfolio Type: Residential, commercial, or mixed-use?
  2. Team Size: Enterprise features or startup-friendly simplicity?
  3. Automation Level: Do you need simple reminders or AI-powered insights?
  4. Integration Ecosystem: Do you need integration with accounting or CRM software?
  5. Budget: Don’t focus only on base costs — include onboarding and training expenses.

For a detailed framework, explore our Property Management Software Comparison Guide to evaluate pricing and features side-by-side.

10 quick questions to ask during any vendor demo 

  • Can you import a rent roll with lease terms and application history?
  • How does your maintenance workflow prioritize emergencies?
  • Do you support owner/tenant portals with role-based access?
  • What APIs do you provide for integrations?
  • Can you generate owner statements and trust reconciliations automatically?
  • What mobile features exist for field technicians?
  • How do you handle data backups and disaster recovery?
  • What training and onboarding packages are included?
  • Can we run a 30-day pilot with our data?
  • How often do you release updates, and are they included in the price?

Frequently Asked Questions (FAQ)

What is the best alternative to Yardi in 2025?

Propertese is the top replacement due to its user-friendly dashboard and cost-effective scalability for residential and commercial portfolios.

Which Yardi alternative is most budget-friendly?

Buildium has the lowest price for entry-level plans, particularly for residential managers or HOAs.

Which software has the best mobile app?

Propertese and AppFolio both possess responsive, mobile-optimized dashboards perfect for mobile management.

Can I migrate my Yardi data to another platform?

Yes. All platforms, such as Propertese and Re-Leased, provide data import functionality or specialized onboarding teams to make it easy.

What makes Propertese different from Yardi?

Propertese brings together real-time analytics, marketing automation, and accounting into one unified experience — designed for 2025’s digitally native property managers.

Final Thoughts

The property management landscape is shifting fast. AI-driven tools, integrated marketing, and cloud flexibility have become must-haves. It’s time to look into platforms that prioritize multi-property management with speed.

If you are interested to switch to Propertese, you can book a demo call with us so our experts can show you how it works.

Relevant Reads: 

5 Best Tax Strategies for Multifamily Property Management in 2025

Ever wondered why two multifamily property owners with similar portfolios end up paying drastically different tax bills? The answer is not the difference in their luck, but in strategic tax planning. As property management continues to evolve in 2025, property managers need to stay ahead of new IRS guidelines, bonus depreciation changes, and entity structuring strategies to make a difference between break-even and maximized returns.

Whether you oversee a thriving multifamily portfolio or are new to the real estate game, this guide talks about five of the best tax strategies for multifamily property management.

We’ll discuss:

  • Time-tested strategies to shrink taxable income and boost cash flow
  • What’s new in the 2025 tax regulations that might impact multifamily investors
  • The most common mistakes and how to set up your business for maximum savings

Let’s get started.

Best Tax Strategies for Multifamily Property Management

Below are the best strategies you can follow in 2025:

1. Optimize Depreciation Deductions

Depreciation is perhaps the strongest tax weapon multifamily investors possess. It allows you to deduct part of the value of your property annually without ever spending a dime.

What Is Depreciation and Why Does It Matter?

In simple words, the IRS lets you “expense” part of the building’s value over 27.5 years for residential properties. This lowers your taxable income even if your real profits don’t change.

Example:
If your multifamily building is worth $2.75 million, you can generally deduct $100,000 annually under straight-line depreciation. That’s a big victory for your bottom line.

Go Beyond Basics: Cost Segregation Studies

In 2025, more property managers are turning to cost segregation studies, a technique that breaks down your property into faster-depreciating components like lighting, flooring, and landscaping. This can accelerate depreciation and generate larger tax deductions in the first few years.

If you’re exploring tools that make it easier to track and categorize property assets, Propertese’s software for multifamily property management can help simplify your bookkeeping and expense tracking.

2. Leverage 1031 Exchanges to Defer Capital Gains

Perhaps the best strategy for multifamily investors is the 1031 exchange, which takes its name from Section 1031 of the IRS code.

How It Works

If you’re selling one investment property and putting the proceeds into another “similar” property, you can delay capital gains taxes otherwise due on the sale. That keeps your money working for you rather than for the IRS.

Example:
Sell an asset for $2 million, realize a $400,000 profit, and reinvest it in another eligible multifamily property. You never pay taxes now—only when you finally sell out.

Why 2025 Is a Crucial Year

With possible revisions to capital gains tax levels and depreciation timelines being considered in Congress, getting your 1031 exchange timing right is more critical than ever.

3. Take Advantage of Bonus Depreciation Before It Phases Out

Bonus depreciation lets investors deduct a substantial portion of eligible assets in the first year instead of amortizing deductions over decades.

What’s Changing in 2025

The Tax Cuts and Jobs Act (TCJA) permitted 100% bonus depreciation until 2022, which began decreasing to 60% in 2024 and will be 40% by 2025 unless new laws extend it.

What You Can Do Now

  • Perform a cost segregation study to determine qualifying assets (such as HVAC systems or appliances). 
  • Prioritize property improvements in early 2025 to secure higher deductions.

If you’d like a complete breakdown of how this works, check out Accelerated Rewards: Understanding Bonus Depreciation on Rental Property. It dives deeper into this topic with real-world examples.

4. Deduct Operating and Management Expenses the Right Way

Any dollar you spend managing your multi-family property can translate into substantial deductions if they are correctly categorized.

Common Deductible Expenses Include:

  • Property management software and subscriptions
  • Maintenance, utilities, and cleaning services
  • Professional and legal fees
  • Marketing and advertising costs

Pro Tip for 2025

Artificial intelligence-powered platforms now enable automatic tracking of deductible expenses. If your business is still using spreadsheets, you might be leaving money on the table.

Our blog on Enhancing Property Management Efficiency with Propertese covers how automation tools simplify accounting and streamline cost tracking.

Use Case:

If you pay $12,000/year in repairs, $6,000 in marketing, and $4,000 in management software, you can subtract $22,000 right off of your taxable income. That’s a direct, legal reduction in your tax bill.

5. Maximize Passive Losses and Offset Active Income

Multifamily investors often overlook the power of passive activity losses (PALs). These loss situations happen when your rental deductions are more than your rental income, and they can offset other income under certain conditions.

Real Estate Professional Status (REPS)

If you or your spouse is a real estate professional, you may deduct an unlimited amount of passive losses against active income, such as W-2 wages or business earnings.

To qualify, you must usually:

  • Spend 750+ hours per year on real estate activities, and
  • Work more than half of your working hours on those activities.

Example:
If you have $60,000 of passive losses and are eligible for REPS, you might deduct from your taxable income the same sum, potentially saving more than $15,000 in taxes.

For related reading on optimizing your property’s performance, explore How Multifamily Performance Software Is Revolutionizing Property Management.

How to Choose the Right Business Entity for Multifamily Tax Efficiency

Selecting the appropriate legal structure for your property management company can make a huge impact on how much you pay in taxes.

Common Entity Types for Multifamily Owners

  • LLC (Limited Liability Company): Provides flexibility and pass-through taxation.
  • LP (Limited Partnership): Suitable for various investors grouping capital together.
  • S Corporation: Can lower self-employment taxes for active managers.
  • REIT (Real Estate Investment Trust): Facilitates public investment but demands strict adherence.

Use Case

Let’s assume you have four multifamily properties under one LLC. If you establish individual LLCs for each property, you can:

  • Segregate liability exposures, and
  • Maximize tax planning by prudently allocating depreciation and income.

For more on structuring your business and understanding software needs, visit Blueprint for Success: Understanding the Property Management Business Model.

Common Tax Mistakes Multifamily Investors Should Avoid in 2025

Even seasoned property owners get into costly, avoidable pitfalls that cost thousands a year.

Mistake #1: Forgot to Recalculate Depreciation After Renovations

Each time you improve your property, like the addition of new flooring, lighting, or HVAC, you must recalculate your depreciation schedule.

Mistake #2: Misclassified Repairs vs. Improvements

Repairs (such as patching leaks) are deductible immediately. Improvements (such as constructing an additional room) must be capitalized and depreciated over time.

Mistake #3: Overlooking State-Level Property Taxes

Some states, such as California and New York, impose additional property tax surcharges that may be avoided with improved structuring and timing of purchases.

For expert advice on improving operational efficiency to free up cash flow, read The Bottom Line: Effective Tactics to Elevate Property Management Revenue.

Quick Checklist to Prepare for 2025 Tax Season

  • Complete a cost segregation study before year-end
  • Examine all operating expense categories
  • Evaluate entity restructuring for tax efficiency
  • Max out depreciation and 1031 potential
  • Talk to a real estate CPA

Final Thoughts

Multifamily investing is about making a profit by being wise and tactical in tax management. With changing IRS regulations, phase-outs of bonus depreciation, and the emergence of AI-based accounting software advances, 2025 presents new challenges as well as unprecedented opportunities for property holders.

If you’re willing to manage your tax planning and increase your returns, Propertese can assist you in taking your multifamily property management to the next level. Propertese automates financial reporting, simplifies lease and tenant management, and delivers real-time insight into portfolio performance, all while maintaining your operations efficient, compliant, and tax-ready.

What’s the next step on the path to smarter property management? Book a demo with Propertese today and discover how technology can get the best out of your returns in 2025 and beyond.

Top 5 Property Management Billing Software Solutions for Automated Invoicing (2025)

Late rent payments, manual invoicing, and accounting chaos at month-end just drain all the energy. The tiring part is that this cycle is recurring at every month’s end. Every property manager follows the same drill: chase tenants for rent reminders, update spreadsheets, send follow-up emails, and reconcile transactions that don’t add up. It’s time-consuming, error-prone, and stressful. But here’s the good news: property management billing software has evolved. 

In 2025, property management platforms do far more than just generate invoices; they automate every part of the billing and payment cycle, integrate with accounting systems, and keep your financial data clean and audit-ready.

Let’s see the top 5 property management billing software solutions for automated invoicing in 2025. We’ll also highlight 5 other noteworthy tools that you can consider for specific use cases.

What Is Property Management Billing Software?

Property management billing software streamlines rent invoicing, payment collection, and expense tracking for property managers and landlords. It’s built to minimize administrative burdens, eliminate manual mistakes, and consolidate multiple properties’ financial information.

In simple terms, It upgrades your spreadsheets to an intelligent billing engine that automatically generates invoices, sends reminder notices, charges late fees, and updates your accounting dashboard.

Core features often include:

  • Rent invoicing and payment tracking
  • Late fee automation and reminders
  • Utility billing (RUBS – Ratio Utility Billing System)
  • Expense management
  • Owner and tenant portals
  • Integration with accounting tools like QuickBooks or Xero

If you’re unsure how RUBS in real estate works, our detailed guide on RUBS billing explains how utilities are divided fairly among tenants.

Why Automated Invoicing Matters in Property Management

Manual invoicing results in mistakes, late payments, and subpar tenant experiences. Automated processes correct all of that by making the process smooth and uniform.

Here’s how automation makes a difference:

  • Less human error: Invoices are automatically created based on lease agreements and due dates.
  • Improved collections: Rent reminders are sent out on time, and tenants can pay online through portals.
  • Improved reporting: All transactions are monitored, making audits and financial reports easy.
  • Happier tenants: Transparent billing earns trust.
  • Scalable operations: As many as 10 or 1,000 units, automation takes care of it.

More than 88% of renters expect to pay rent online, says Buildium. It is a clear indication that digital billing has become mandatory.

The Top 5 Property Management Billing Software for 2025

Below are the five leading solutions redefining billing automation this year.

1. Propertese 

Website:

Propertese.com

Ideal for: 

Property managers and landlords who require an all-in-one, easy-to-use solution for automated billing, rent collection, and tenant engagement.

Overview:
Propertese is an all-in-one cloud platform with power-packed features for all your real estate needs. It combines tailored solutions for property operations, market and leasing activities, accounting tasks, and billing automation with advanced analytics. It allows you to monitor payments, automate invoices, and interact with tenants hassle-free.

Key features:

  • Integration with NetSuite
  • Contract management
  • Lead and contact management 
  • Rent collection and billing
  • Ownership agreement
  • Rent escalation 
  • Marketing automation

Example:
Picture having 50 units in three cities. Rather than sending 50 monthly rent reminders by hand, Propertese emails all invoices automatically and tracks payments in real-time.

Why it stands out:

  • Clean, modern interface built for ease of use
  • Cloud-based automation for anytime access
  • Smart analytics for faster financial decision-making

If you want to explore modern property automation tools beyond billing, check out this guide on the best marketing tools for property management companies.

2. Buildium 

Website:

Buildium.com

Ideal for: 

Mid to large-sized property management businesses that require a robust accounting foundation.

Overview:
A reputable industry player, Buildium features one of the most comprehensive billing and property management environments. It integrates accounting, leasing, tenant communication, and maintenance management under one dashboard.

Key features:

  • Complete accounting system with automated expense tracking and billing
  • Owner balance sheet reports and owner statements
  • Integrated payment gateways for residents
  • Late fee settings that can be adjusted
  • Support for residential and association management

Example:
When a resident pays rent through Buildium’s portal, the payment is automatically posted to your accounting ledger, a receipt is sent, and the information syncs for financial reports.

3. AppFolio Property Manager 

Website: 

AppFolio.com 

Ideal for: 

Enterprises or property managers handling multiple portfolios.

Overview:
AppFolio streamlines large-scale billing with automated features, tenant screening, and AI-based insights. It’s a go-to tool for managers of hundreds or thousands of units.

Key features:

  • Automated invoicing for rent and utility charges
  • Intelligent workflows for overdue payments
  • Owner and tenant digital portals
  • Financial dashboards in real-time
  • Machine learning-based accounting recommendations

Example:
AppFolio automatically identifies recurring payments and applies them — saving hours of hand-bookkeeping.

If you’re exploring AppFolio comparisons, our blog on the best AppFolio alternatives can help you decide which solution fits your needs.

4. Propertyware 

Website: 

Propertyware.com 

Ideal for: 

Large property management companies that require customized workflows.

Overview:
Part of the RealPage platform, Propertyware provides complete control over billing, automation, and accounting. It’s very flexible and scalable, particularly in mixed-use property portfolios.

Key features:

  • Custom billing templates and batch invoicing
  • Integration with Xero and QuickBooks
  • Owner statements and 1099 generation
  • Maintenance billing tracking
  • Deposit and payment automation rules

Example:
Using Propertyware, managers can set up a rule-based solution that automatically issues invoices for routine charges such as pet rent, utilities, or parking.

5. MaxBill 

Website:

MaxBill.com

Ideal for: 

Property managers who process multi-service billing (subscriptions, utilities, and common facilities).

Overview:
MaxBill is ideal for intricate billing schemes where numerous services, such as water, gas, and internet, should be billed individually.

Key features:

  • Billing management for utilities and telecom
  • Contract management flexibility
  • Auto-billing for tenants and service providers
  • Revenue tracking transparency
  • SaaS platform scalability

Example:
If you operate a residential complex providing Wi-Fi, parking, and water billing, MaxBill can create bundled invoices for all those services automatically.

5 More Property Management Billing Tools Worth Exploring

Although the top 5 are for the most popular and full-featured platforms, these five more tools provide excellent billing capability for specialized purposes:

  1. TenantCloud: Ideal for small landlords. Offers free basic billing, online payments, and accounting tools.
  2. DoorLoop: A modern, mobile-friendly platform focusing on quick rent collection and payment automation.
  3. MRI Software: Best for commercial property billing and advanced analytics.
  4. SimplifyEm: Lightweight billing tool for independent landlords managing under 50 units.
  5. Rent Manager: Combines accounting, billing, and communication tools with strong reporting features.

How Does Automated Billing Improve Tenant Experience?

  • Tenants automatically receive invoices and reminders.
  • Mobile-friendly payment links for instant payments.
  • Transparent billing decreases disputes.
  • Self-service portals enable tenants to see balances and receipts at any time.

Overall, automation produces a smoother, more professional interaction that deepens tenant satisfaction and trust.

Key Features to Look For in Property Management Billing Software

Before choosing your billing software, consider these must-have features:

FeatureWhy It MattersExample
Automated InvoicingSaves time and reduces manual effortPropertese, AppFolio
Tenant PortalsSimplifies rent paymentsBuildium, DoorLoop
Utility Billing (RUBS)Fairly divides shared costsMaxBill, Propertese
Accounting IntegrationSyncs financial data seamlesslyPropertyware, Buildium
Customizable ReportsHelps analyze performanceMRI Software, Rent Manager

How to Choose the Right Billing Software for Your Property

Ask yourself:

  1. How many units do I oversee?
  2. Do I require built-in accounting or third-party interfacing?
  3. What’s my budget and growth requirements?
  4. Do I collect utilities or only rent payments?

If you oversee fewer than 20 units, TenantCloud or SimplifyEm might be enough. If you have 200+ units, systems like Propertese, AppFolio, or Propertyware are more effective.

AI and Billing Automation: What’s Next?

AI is transforming property billing. Powerful property management software already employs predictive analytics to predict cash flow and identify anomalies.

Emerging trends to watch:

  • Predictive rent analytics: AI predicts who’s going to pay late.
  • Smart reconciliation: Matches invoices with payments automatically.
  • Conversational billing assistants: Renters can ask Alexa or Google to “check my rent balance.”
  • Blockchain integration: Secure, transparent transaction histories.

FAQs

Q1. What is property management billing software?

Property management billing software automates invoicing, rent collection, and payment tracking for landlords and property managers.

Q2. Which billing software is best for property managers?

Propertese, Buildium, and AppFolio are among the best billing solutions for property managers in 2025.

Q3. What’s the benefit of automated invoicing?

It saves time, reduces human errors, and speeds up rent collection by automating reminders and receipts.

Q4. Can billing software handle utility charges?

Yes, advanced tools like MaxBill and Propertese support RUBS (Ratio Utility Billing System) for shared utility costs.

Q5. Is cloud-based billing software secure?

Absolutely. Platforms like Propertese use encryption and role-based access controls to keep financial data safe.

Final Thoughts

Manual billing is sucking the life out of your time, energy, and profits. Automate the monotonous tasks with property management billing software such as Propertese and eliminate errors to scale your portfolio, automate rent collection, invoicing, and tenant communication.

If you’re ready to explore how Propertese can simplify your entire property management process, schedule a demo today and see automation in action.

How to Communicate Security Deposit Policies to Tenants (Simple Guide)

Imagine this: a tenant vacates and expects to receive the complete security deposit. A week has passed since you sent them a deduction statement. Your inbox is filled with furious emails, negative reviews, and threats to “report you.” Ring a bell? Miscommunication regarding security deposit policies is perhaps the leading cause of conflict between landlords and tenants. Even when you conduct business professionally, ambiguous terms or poor communication can mushroom into legal trouble or reputational loss.

This guide explains how to communicate your security deposit policies clearly from day one, establish trust, and safeguard your property business.

What Are Security Deposit Policies (and Why They Matter)?

Security deposit policies determine how much tenants have to pay initially, what it will cover, the procedure for making deductions, and when the refund is made. It’s basically the landlord-tenant interest rulebook. In the U.S., most states govern how deposits are taken and returned.
For example:

  • In California, landlords have to return the deposit within 21 days of the tenant’s move-out.
  • In New York, it’s 14 days.
  • In the U.K., deposits are kept in government-approved tenancy deposit schemes.

Across the world, the concept is the same: the deposit secures responsibility for the upkeep of the property and unpaid rent, but clear communication keeps the disagreements at bay.

Why Communication Is the Key to Avoiding Disputes

The majority of deposit-related disputes aren’t a result of evil intentions — they’re the result of inadequate communication. When tenants aren’t clear on what’s included, when refunds are issued, or why deductions are made, they jump to conclusions.

Clear communication:

  • Decreases tenant conflicts and bad reviews
  • Enhances trust and retention over time
  • Demonstrates professionalism and adherence
  • Saves hours of back-and-forth emails at move-out

If you’re exploring broader strategies to retain good tenants, read Insider Tips: How to Retain Good Tenants – 8 Key Strategies for more retention-focused communication techniques.

Step 1: Start Communication Early 

Security deposit policy clarity should start before tenants sign the lease. Transparency upfront prevents future misunderstandings.

Here’s what to include in your pre-lease communication:

  1. Deposit amount and due date: Explain when it’s due and acceptable payment methods.
  2. Purpose of the deposit: State clearly that it is for unpaid rent, damages above normal wear, and possible cleaning charges.
  3. Conditions for refund: Detail your refund period and inspection procedure.
  4. Legal references:  Reference your state or country’s deposit law for clarity.
  5. How communication will be handled: Email, tenant portal, or property management software alerts.

For digital-first landlords, Propertese makes this process easy by creating reminders, recording communications logs, and storing digital files — so there’s no “he said, she said” come move-out day.

Step 2: Include Deposit Terms Clearly in the Lease Agreement

The lease agreement brings legal and operational transparency as it explains the security deposit policies clearly. Ensure it has:

  • The specific amount of the deposit to be given
  • How it’s being held (escrow, trust account, etc.)
  • Refund window after move-out
  • Terms for deductions
  • Information regarding deposit options (such as surety bonds)

Pro tip: Keep your language consistent throughout all documents. Tenants tend to be confused when spoken words and written words do not agree. If you’re new to lease management, check out The Guide to Property Lease Management Software to understand how digital tools can help you manage terms and tenant updates effortlessly.

Step 3: Use Visuals and Move-In Checklists

A photo speaks louder than a paragraph of legal jargon. During move-in:

  • Document every room with pictures or video
  • Make tenants sign an electronic condition report
  • Store these documents safely in your property management platform

At move-out, these images are proof of any deductions. To further organize move-out inspections, give this a read: The Ultimate Move-Out Procedures Checklist for Tenants.

Step 4: Communicate Deductions Transparently

Q: How do landlords notify tenants of security deposit deductions?
A: Include a clear itemized list with photos, receipts, and descriptions within your legal timeframe. Transparency avoids controversy and demonstrates good faith.

Whenever deductions are made:

  • List them out line by line (e.g., “Wall repaint – $85, carpet cleaning – $60”)
  • Add supporting images from your inspection report
  • Send via email and tenant portal (Propertese can automate this for you)

Transparency in this case defends your reputation and increases tenant trust — both crucial to expanding your property management business.

Step 5: Respect Legal Timelines (U.S. + Global)

Honor Legal Timeframes (U.S. + International)

Various countries and U.S. states have standardized refund timeframes. Failure to meet these deadlines can result in fines or prosecution.

For example:

  • California: 21 days
  • New York: 14 days
  • Texas: 30 days
  • U.K.: Deposit must be returned within 10 days after agreement
  • Australia: Bond must be refunded within 14 days

Propertese automates refund timeline reminders so you never forget a deadline — even in multiple jurisdictions.

If you want to better understand your operational requirements, Navigating the Real Estate Landscape: Legal and Operational Requirements for Property Management Startups offers valuable insights.

Step 6: Use Digital Tools for Ongoing Communication

Employ Digital Tools for Continual Communication

Follow-ups are manual no more. Today’s tenants want mobile-friendly, instant notifications. Propertese provides intelligent automation tools like:

  • Tenant notifications for deposits and refunds
  • Document tracking and e-signatures
  • Automated reminders for inspections
  • Centralized communication logs

If you’re exploring how technology shapes tenant relationships, read Smart Solutions for Efficient Tenant Communication in Real Estate Management — it covers communication strategies that improve tenant satisfaction and retention.

Step 7: Reinforce Policies During the Tenancy

Deposit communication shouldn’t end at move-in. Reinforce it through:

  • Periodic reminders before inspection
  • Maintenance notices with gentle deposit reminders (“Avoid nail holes to prevent deductions”)
  • Tenant education emails

Automation in Propertese lets you schedule such reminders at custom intervals, reducing misunderstandings and improving tenant experience. For ideas on consistent communication, see Effective Communication in Property Management.

Step 8: Prepare for Move-Out with Clarity

When tenants are moving out, clarity matters most. Send them:

  • A move-out guide detailing expectations
  • Cleaning and repair checklists
  • A notice of your inspection date

You can also automate these touchpoints using Propertese, which ensures every tenant receives the same professional experience. Combine this with Tips for a Smooth Move-Out Process for a seamless transition that minimizes disputes.

Step 9: Handle Disputes Professionally

Despite warnings, disputes still occur. Here’s how to resolve them with diplomacy:

  1. Reply quickly and politely.
  2. Cite your recorded reports.
  3. Provide supporting facts.
  4. Describe legal rights and future steps.
  5. Be courteous and sympathetic.

Read Resolving Issues and Retaining Residents: Best Practices for Customer Service in Property Management to see how professional communication builds trust even during conflicts.

Step 10: Document Everything

Documentation brings legal backup and peace of mind. Document the following:

  • Inspection reports
  • Tenant emails and responses
  • Photos and receipts
  • Payment confirmations

Digital tools such as Propertese do this sorting automatically, so it’s available when you need it. This minimizes human error and creates an open record trail. If you want to enhance your operational efficiency overall, explore Enhancing Property Management Efficiency with Propertese — it’s a must-read for modern landlords.

Common Mistakes to Avoid When Sharing Security Deposit Policies

  • Lack of written evidence of deposit notification
  • Failure to keep tenants informed of the refund status
  • Disregarding local legislation or deposit limits
  • With ambiguous language such as “damages may apply”
  • Not saving inspection photos or receipts

Minor oversights can turn into significant disputes. Automation and communication through Propertese can help you avoid them effortlessly.

Bonus: Sample Template for Deposit Communication

Here’s a sample message you can adapt:

Subject: Your Security Deposit Details for [Property Address]

Hi [Tenant Name],

Thanks for choosing [Property Name]. Your security deposit of $[Amount] covers potential damages and unpaid rent.

You’ll receive your refund within [XX] days of move-out, as per [State/Country] law.

To ensure a smooth process, please follow the attached checklist and contact us for a pre-inspection appointment.

You can track updates anytime in your Propertese tenant portal.

Best,
[Your Name]
[Property Management Company]

This short, friendly message sets the right tone while reinforcing professionalism.

Final Thoughts

Security deposits don’t need to be stressful. If tenants know the security deposit policies, timelines, and procedures, they are much less likely to contest deductions. With Propertese, property managers can systematize each step — from sending reminders and monitoring communication to handling deductions and refund timelines — with compliance and trust. A transparent, clear communication approach not only safeguards your business; it builds your brand reputation and results in more satisfied tenants.

5 Best AppFolio Alternatives to Consider in 2025

If you’ve been using AppFolio for years, you’ll recall how easy it initially seemed with all the information in one dashboard: accounting, tenants, and maintenance. However, with the rise of other competitive property management software, many property managers and landlords are seeking more flexible options that best suit their management workflows. 

As your portfolio increases, so do your demands. You need automation that truly saves you time, reports that adjust for your ownership model, and a pricing scheme that doesn’t penalize you for expanding your operations.

In 2025, a wave of more innovative and cost-effective property management software is bringing change to the industry to facilitate property managers so they can work with precision and insight, rather than stress and spreadsheets.

Below, we explore the best AppFolio alternatives that are worth your time and investment in 2025 and how they will enable you to operate a more profitable, data-driven, and resident-centric business. Each offers its unique strengths, from deep financial visibility and predictive analytics to effortless scalability and customization, to help property managers operate with precision and less complexity.

Why Property Managers Are Looking for AppFolio Alternatives

Let’s examine why thousands of property managers are on the hunt for property management software that translates their challenges into manageable tasks. Here are the reasons why users switch:

  1. Data fragmentation: Legacy tools often create data silos, making it difficult to view performance across different asset types.
  2. Lack of customization: Many traditional systems follow a one-size-fits-all approach, which doesn’t fit hybrid portfolios.
  3. High operational costs: Rising license and add-on costs can limit scalability.
  4. Slow adaptation to AI: The market is shifting toward platforms that use predictive analytics to anticipate maintenance and tenant behavior.
  5. Integration needs: Property managers want software that easily connects with accounting platforms, CRMs, and business intelligence tools.

How to Choose the Right AppFolio Alternative

Changing platforms is a significant decision. Before you even begin comparing tools, ask yourself:

  • What’s my greatest pain point? (price, automation, analytics, or reporting?)
  • Do I deal with residential, commercial property, or both?
  • How much customization do I really need?
  • Do I need AI capabilities for forecasting and insights?
  • How much time can I spend on migration and onboarding?

You can also explore what features matter most in next-gen platforms in our blog on streamlining property management with advanced software solutions.

5 Best AppFolio Alternatives to Consider in 2025

1. Propertese 

Propertese 

Propertese represents the next generation of property management technology. Designed for both simplicity and intelligence, it is tightly integrated with an ERP like NetSuite. Moreover, Propertese caters to various property types, including residential, commercial, community associations (HOA), and affordable housing

Why Propertese leads the pack

  • Caters to different property types: Custom-tailored solutions for different property types
  • Single dashboard: View financials, performance, and maintenance from a single window.
  • Real-time analytics: Get timely intelligence on tenant churn, ROI, and expense forecasting.
  • Scalable architecture: Built for solo investors as well as enterprise-sized property managers.
  • Deep integrations: Integrates seamlessly with CRMs, ERPs, and third-party accounting platforms.

Pros

  • Predictions for occupancy and maintenance powered by AI
  • Intuitive no-code dashboards
  • Data security enterprise-grade
  • Customized for residential, commercial, and mixed portfolios

Cons

  • Advanced analytics can come with a short learning curve
  • Custom pricing (portfolio size dependent)

2. Buildium 

Buildium has been a trusted choice among small to mid-sized property management firms thanks to its balance between simplicity and control.

Why Buildium stands out

  • Comprehensive suite: From accounting and maintenance to leasing and communication.
  • Transparent pricing: Starting at $55/month, it scales per unit and offers clear upgrade paths.
  • Powerful owner & tenant portals: Enhance communication and minimize admin tasks.
  • Automated workflows: Manages recurring tasks such as late fees, rent payments, and renewals.
  • Outstanding accounting functionality: Integrated general ledger, bank reconciliations, and 1099 e-filing.

Pros

  • Easy onboarding
  • Great balance of simplicity and control
  • Trusted by 17,000+ property managers
  • Cloud-based and mobile-friendly

Cons

  • Add-on fees can increase as you grow
  • Few custom dashboard images

It is ideal for small to mid-sized property managers who oversee 50 to 5,000 units and appreciate a simple framework.

3. DoorLoop 

If you’ve ever dreamed of a simpler property management software, DoorLoop is the answer. DoorLoop focuses on speed, usability, and transparency and offers an intuitive interface and a quick onboarding process.

Why users love DoorLoop

  • Simple setup: Get started within hours, and no IT team required.
  • Transparent pricing: Flat $59/month — no per-unit surprises.
  • Modern interface: Easy for both landlords and tenants.
  • End-to-end functionality: Accounting, screening, leasing, maintenance — all in one place.
  • Excellent mobile experience: Manage everything from your phone.

4. Rentec Direct

For smaller portfolios, Rentec Direct proves you don’t have to sacrifice quality for cost. Rentec Direct combines affordability with essential functionality that is ideal for managers with smaller portfolios.

Key highlights

  • Budget-friendly pricing: Starting plans from $45/month, among the lowest rates in the market.
  • Full accounting: Double-entry accounting for precise bookkeeping.
  • Tenant & owner portals: Easy rent collection and communication.
  • Free data import: Perfect for users converting from AppFolio or Buildium.
  • Security emphasis: Bank-level encryption for secure data.

5. Re-Leased 

Re-Leased focuses on the complexities of commercial real estate, like industrial, retail, and mixed-use assets. It’s widely used across global portfolios for its lease intelligence and data analytics. 

Why Re-Leased is ideal for commercial portfolios

  • CRE-centrically designed: Lease management, rent forecasting, and asset tracking for commercial requirements.
  • AI lease intelligence: Automates reminders, renewals, and risk notices.
  • Centralized performance data: See property performance geographically.
  • Integrations with accounting software: Integrates with Xero, QuickBooks, and more.
  • Scalable worldwide: Operated in more than 40 countries.

Final Thoughts

AppFolio helped digitize property management. But in 2025, the goal has shifted towards AI optimization. The above-mentioned property management platforms combine automation and analytics to help you:

  • Boost tenant retention
  • Forecast income
  • Simplify compliance
  • Scale portfolios without scaling headaches

If you would like to know how Propertese can redefine your day-to-day activities and provide you with sharper, data-driven insights, you are welcome to request a demo or explore Propertese’s features yourself.

5 Security Deposit Alternatives That Reduce Vacancies for Landlords

The traditional security deposit model is quickly becoming obsolete. With only 41% of renters expecting to get their full security deposit back and average deposits reaching thousands of dollars, it’s no surprise that property managers are seeking better solutions.

The bottom line: Properties implementing deposit alternatives have seen significant improvements in occupancy rates, while dramatically reducing administrative burdens. Here’s what every landlord needs to know about the five most effective security deposit alternatives that are transforming the rental industry.

The Traditional Deposit Problem: Why Change is Necessary

Traditional security deposits create significant barriers for both tenants and landlords. Many tenants don’t have that extra cash to cover the typical one to three months’ rent upfront, while landlords face complex administrative tasks and regulatory compliance requirements. Understanding how to improve tenant retention becomes crucial in this environment.

The numbers tell the story: Property managers using alternatives report significantly reduced time-to-lease compared to industry averages that can stretch weeks or months with traditional deposits.

What Are Security Deposit Alternatives?

Security deposit alternatives are innovative rental deposit replacements that allow tenants to move in without paying a large cash deposit upfront. Instead of requiring thousands of dollars upfront, these solutions provide landlords with the same or better protection through insurance, bonds, or other financial instruments.

The movement has gained significant regulatory support. Cincinnati, Ohio, passed the first “Renter’s Choice” law in the U.S., followed by many more municipalities across the country. The federal DEPOSIT Act has been introduced to help cover security deposit costs, showing government recognition of this barrier to housing access.

5 Proven Security Deposit Alternatives That Reduce Vacancies

1. Deposit Replacement Insurance

How it works: Tenants pay a small monthly premium (typically $10-30) instead of a large upfront deposit. The insurance covers damages and unpaid rent, often exceeding traditional deposit amounts.

Vacancy impact: Deposit alternatives can attract more applicants, especially those struggling with significant upfront costs. A larger pool of potential tenants increases the likelihood of filling vacancies quickly.

Key benefits:

  • Coverage often exceeds traditional deposits (up to $5,000 or more)
  • Monthly payments make rentals accessible to more tenants
  • No paperwork around managing deposit accounts

Best for: Multifamily properties with professional management systems, markets with high upfront costs relative to income. This approach works particularly well with multifamily property management software that can handle integrated payment processing.

Propertese Integration: Our platform connects directly with major deposit insurance providers, automatically updating tenant records when they enroll and tracking monthly payments alongside regular rent. You’ll get alerts if payments lapse and can see which properties benefit most from this approach.

2. Surety Bonds

How it works: As an alternative to a security deposit, you can offer a surety bond. An insurance company underwrites these bonds which are non-refundable. The cost is based on a small percentage of the security deposit.

Vacancy impact: By reducing upfront costs to just 10-18% of the traditional deposit amount, surety bonds dramatically expand the pool of qualified applicants.

Key benefits:

  • One-time fee instead of ongoing payments
  • Lower upfront cost for tenants
  • Same protection level as traditional deposits

Considerations: For tenants, the fact that they don’t get their bond fee back is a sticking point. Unlike a security deposit, they don’t get their money back, even if they leave the place spotless.

3. Installment Payment Plans

How it works: Traditional deposits are spread over 3-6 monthly installments, often combined with rent payments.

Vacancy impact: Lower financial barriers make properties more accessible to qualified applicants. Initial rental costs are lower, so more people will be interested.

Key benefits:

  • Maintains traditional deposit protections
  • No third-party involvement
  • Reduces upfront burden without additional costs
  • Simpler legal framework

Best for: Smaller landlords, single-family rentals, properties where traditional deposits work well, but upfront costs are the barrier. This approach integrates well with property management accounting systems that can track installment payments.

4. Billing Authorization Programs

How it works: Tenants pre-authorize landlords to charge their accounts for damages after move-out, similar to hotel authorization holds.

Vacancy impact: Zero upfront costs make properties immediately accessible to qualified tenants who lack savings for deposits.

Key benefits:

  • No upfront costs for tenants
  • Immediate reimbursement for landlords
  • Simplified administration
  • Charges only occur if damages happen

Considerations: Requires tenants to have available credit or bank account access for potential charges.

5. Hybrid Models

How it works: Combines reduced cash deposits (often 50% of traditional amount) with insurance or bond coverage for additional protection.

Vacancy impact: Offers the best of both worlds – lower barriers to entry while maintaining some traditional deposit benefits.

Key benefits:

  • Balances tenant accessibility with landlord comfort
  • Maintains partial cash security
  • Can be customized based on tenant creditworthiness
  • Flexible coverage options

Best for: Landlords transitioning from traditional deposits, properties with mixed tenant profiles, and markets with varying rental demand.

The Financial Impact: Real Numbers from Real Properties

The data on vacancy reduction is compelling. Revolution Rental Management has been sitting at an average of about ten days on the market over the last year. And as we all know, minimal vacancy equals increased ROI for investors.

But the benefits extend beyond just faster leasing:

  • Administrative Savings: Managing traditional deposits involves collecting funds, keeping records, and processing refunds, which takes time and costs money. Deposit alternatives make these tasks simpler, cutting down on paperwork and related expenses.
  • Broader Applicant Pool: High upfront costs prevent many qualified applicants from accessing rental housing. Alternative approaches can expand the tenant pool significantly.
  • Reduced Damage Claims: Industry reports suggest that some property managers experience fewer damage claims at move-out when using alternatives, as tenants know they’ll be directly billed for damages rather than losing part of a pre-paid deposit.

Implementation Strategy: Getting Started with Alternatives

Step 1: Choose Your Platform

Today’s property management works best with integrated tools. Platforms like Propertese offer complete leasing and rental management features that work well with security deposit alternatives.

The Propertese Advantage: With Propertese, you can manage multiple deposit alternatives across your portfolio from a single dashboard. Track which properties perform best with which alternatives, automate tenant communications about their options, and generate reports that show how these alternatives impact your bottom line.

What This Means for Your Business:

  • Compare performance across different properties and alternative types
  • Automatically generate lease documents with the correct alternative language
  • Track tenant enrollment and payment status in real-time
  • Generate owner reports showing how alternatives protect their investments

Step 2: Update Your Marketing

Advertising security deposit alternatives in your listings can differentiate your properties in competitive markets. Consider implementing creative rental property marketing ideas alongside these alternatives for maximum impact.

Propertese Marketing Tools: Our property listings and outreach features automatically include your deposit alternative options in listings, calculate and display total move-in costs, and help you track which marketing messages generate the most applications.

Step 3: Train Staff and Update Processes

Make sure your leasing team knows how to explain alternatives to potential tenants. Update your lease agreements and create clear procedures for each alternative type.

How Propertese Helps: Our platform includes built-in training materials and scripts for explaining deposit alternatives. Leasing agents can access comparison charts showing costs and benefits, while our document management system ensures they always use the most current lease templates.

Step 4: Monitor and Optimize

Track key metrics like days on market, application volume, and lease conversion rates. Use these insights to refine your approach and maximize results.

Propertese Analytics: Our comprehensive reporting system tracks vacancy rates by property type, alternative type, and market conditions. You’ll see exactly which approaches work best for your portfolio and can make data-driven decisions about expanding successful programs.

Choosing the Right Alternative for Your Portfolio

The best security deposit alternative depends on several factors:

  • Property Type: Multifamily properties typically see the best results with insurance-based alternatives, while single-family rentals may benefit from installment plans or hybrid approaches.
  • Market Conditions: In high-demand markets, focus on speed-to-lease benefits. In competitive markets, use alternatives as differentiators.
  • Tenant Demographics: Young professionals and mobility-focused renters respond well to low-barrier alternatives, while families may prefer installment options.
  • Administrative Capacity: Smaller landlords might prefer simple installment plans, while larger operators can benefit from third-party managed solutions.

Measuring Success: Key Performance Indicators

Track these metrics to measure the success of your security deposit alternative program:

  • Days on Market: Target 15-30% reduction
  • Application Volume: Expect 20-40% increase in qualified applications
  • Lease Conversion Rate: Monitor improvement from application to signed lease
  • Tenant Satisfaction: Survey tenants about their move-in experience
  • Administrative Time Savings: Quantify time saved on deposit management

For more detailed guidance on tracking performance, check out our article on property management KPIs you should be tracking.

Common Concerns and How to Address Them

“What if tenants don’t pay for damages?”
Most alternatives include collection services and maintain tenant liability. Insurance and bond providers handle collections, removing this burden from landlords.

“Are alternatives legally compliant?”
Reputable providers ensure compliance with local regulations. However, always consult with legal counsel and verify compliance in your jurisdiction.

“What happens if the provider goes out of business?”
Choose established providers with strong financial backing and clear contingency plans. Consider diversifying across multiple providers for large portfolios.

Getting Started: Your Next Steps

  1. Assess Your Current Vacancy Rates: Calculate the cost of each vacant day to understand potential ROI
  2. Research Providers: Compare options based on your property type and tenant demographics
  3. Start Small: Pilot alternatives on a portion of your portfolio
  4. Monitor Results: Track vacancy rates, application volume, and tenant satisfaction
  5. Scale Successful Programs: Expand alternatives that demonstrate clear benefits

Conclusion: The Future is Already Here

Security deposit alternatives aren’t just a trend; they’re becoming the new standard. Properties offering deposit-free renting are more attractive to prospective tenants, with government research showing significant barriers created by upfront deposit costs.

The question isn’t whether to implement security deposit alternatives, but which ones will work best for your portfolio. With proper implementation and the right property management software, these alternatives can significantly reduce vacancy rates while improving tenant satisfaction and operational efficiency.

Get started with Propertese today and discover how the right property management platform can make security deposit alternatives work for your business.

Frequently Asked Questions

What happens if a security deposit alternative company goes out of business?

This is a valid concern given the relative newness of the industry. Choose established providers with strong financial backing and insurance coverage. Many reputable companies maintain separate insurance funds or partner with major insurance carriers to protect against insolvency. For added protection, consider working with multiple providers across your portfolio rather than putting all properties under one program.

Are security deposit alternatives legal in all states?

Most states allow these alternatives, but regulations vary significantly. Some states have specific requirements for how alternatives must be structured or disclosed to tenants. California’s Assembly Bill 12 mandates that rental property owners cannot demand or receive a security deposit exceeding one month’s rent, which has accelerated alternative adoption. Always consult local housing laws and consider working with an attorney familiar with landlord-tenant regulations in your area.

Do security deposit alternatives actually reduce property damage?

Counterintuitively, many property managers report fewer damage claims after switching to alternatives. Birdy Properties reports this scenario playing out since they moved away from security deposits two and a half years ago. The theory is that tenants may be more careful when they know they’ll be directly billed for damages rather than losing part of a deposit they’ve already paid.

What if a tenant can’t qualify for deposit alternative programs?

Most alternative programs have their own underwriting criteria, which may exclude some applicants. However, many programs are designed to accept tenants who might not qualify for traditional rentals due to credit issues. If a tenant doesn’t qualify for alternatives, you can still offer traditional deposits or installment payment plans as backup options.

How do I market security deposit alternatives to potential tenants?

Advertising security deposit alternatives in your listings can differentiate your properties in competitive markets. Include specific dollar amounts in your marketing – “Move in for as little as $89” or “No security deposit required” – to grab attention. Be clear about how the alternatives work and what tenants can expect to pay monthly or annually. For more insights on effective marketing, read our guide on why rental listings aren’t converting and how to get more applications.

Are there tax implications for landlords using deposit alternatives?

Unlike traditional deposits, which are held in trust and don’t count as income, some alternative programs may have different tax treatments. Monthly fees paid by insurance companies might be considered income, while traditional deposits are not. Consult with a tax professional familiar with rental property accounting to understand the implications for your specific situation.

What’s the typical claims rate for security deposit alternatives?

Claims rates vary by provider and property type, but many report lower-than-expected damage claims. The exact rates depend on tenant screening, property condition, and local market factors. Reputable providers should be able to share their historical claims data and payout timelines to help you make informed decisions.

Can I use different alternatives for different properties?

Absolutely. Many landlords use different approaches based on property type, local market conditions, and tenant demographics. Luxury properties might use installment plans, while affordable housing might benefit from insurance-based alternatives. The key is matching the right solution to each property’s specific needs and tenant base.

How to Conduct an HOA Reserve Study: Complete Guide for Community Managers

As a community manager, you’ve likely encountered the challenge of planning for major repairs and replacements without burdening homeowners with surprise special assessments. This is where an HOA reserve study becomes your most valuable financial planning tool. Recent industry data reveals that as many as 70% of associations’ HOA reserves are underfunded, leading to costly emergency assessments and declining property values.

In this comprehensive guide, we’ll walk you through everything you need to know about conducting a practical reserve study, from legal requirements to implementation strategies that protect your community’s financial health.

What Is an HOA Reserve Study?

An HOA reserve study is a comprehensive financial planning document that analyzes your community’s common area components, estimates their remaining useful life, and projects the funding needed for future repairs and replacements. Think of it as a crystal ball for your community’s infrastructure needs, helping you anticipate expenses before they become financial emergencies.

The study serves three critical functions:

  • Component inventory and condition assessment of all major common elements
  • Financial projections for replacement costs and timing
  • Funding recommendations to avoid special assessments

According to the Community Associations Institute (CAI), a proper reserve study should follow their National Reserve Study Standards, which define specific procedures for component identification, financial analysis, and funding plan development.

Legal Requirements by State: What You Need to Know

Mandatory Reserve Study States

Following the devastating Surfside condominium collapse in 2021, many states have strengthened their reserve study requirements. The tragedy highlighted what happens when communities defer critical maintenance, and lawmakers took notice.

Florida now has some of the toughest rules in the country. Under House Bill 913 (2025), associations managing buildings three stories or higher must conduct a Structural Integrity Reserve Study (SIRS) every 10 years, with the initial SIRS deadline extended to December 31, 2025. What’s really changed is that starting January 1, 2025, condo owners can no longer vote to skip funding these critical reserves. The law clarifies that SIRS applies to buildings with “three habitable stories or more, “so parking garages don’t count toward that threshold.

New Jersey jumped on board in 2024 with Senate Bill S2760 and Assembly Bill A4384, requiring reserve studies for all condominium associations, cooperatives, and planned developments with at least $25,000 in common area assets.

California has been ahead of the curve for years, requiring associations to conduct reserve studies every three years with annual reviews and visual inspections of major components under Civil Code Section 5550.

Colorado tried to join this group in 2022 with HB22-1387, but Governor Polis vetoed the bill despite it passing both chambers. For now, Colorado HOAs aren’t legally required to do reserve studies.

Current State Requirements

Based on recent industry sources, the following states currently have reserve study mandates:

  • Nevada: Reserve studies are conducted every five years by a qualified professional
  • Virginia: Reserve studies must take place at least once every five years under Section 55-79.83.1
  • Washington: Strongly encourages associations to conduct reserve studies every three years
  • Hawaii: Reserve studies are conducted every five years by a qualified professional
  • Maryland: Reserve studies every five years for condominiums and cooperatives
  • Delaware: Reserve studies are conducted every five years by a qualified professional
  • Tennessee: Reserve studies are conducted at least every five years by a qualified professional
  • Utah: Reserve studies are conducted at least every six years by a qualified professional
  • Oregon: Reserve studies are conducted every three years by a qualified professional

Federal Lending Implications

Federal lending standards create significant consequences for communities without adequate reserves. FHA requirements state that condo associations must maintain at least 10% of their budget in cash reserves, with exceptions granted only when a professional reserve study demonstrates that less funding is adequate for long-term requirements.

Key FHA criteria include:

  • At least 85% of units must be current on dues
  • Reserve funds must meet the 10% threshold or be supported by a current reserve study
  • Properties must be recertified every three years

Understanding Reserve Study Components

The Four Pillars of Reserve Analysis

Every comprehensive HOA reserve study should include these essential elements:

1. Component Inventory: This involves cataloging all common area elements that meet the three-part test established by CAI:

  • The association has the obligation to maintain or replace the element
  • The need can be reasonably anticipated
  • The cost is material to the association

2. Condition Assessment: Professional evaluation of each component’s current state, considering factors like:

  • Age and usage patterns
  • Maintenance history
  • Climate impact and environmental exposure
  • Visual inspection findings

3. Life and Valuation Estimates: Determining remaining useful life and replacement costs for each component. According to industry standards, typical useful life ranges include:

  • HVAC systems: 10-15 years for air conditioning, 15-20 years for furnaces
  • Roofing: 15-30 years for asphalt shingles, 40-80 years for metal roofing
  • Building envelope components: 20-40 years for windows and doors

4. Funding Plan Development Creating a strategic approach to accumulate adequate reserves over time.

Component Categories by Property Type

Condominium Properties typically include:

  • Building envelope (exterior walls, windows, doors)
  • Roofing systems and waterproofing
  • Elevators and mechanical systems
  • Fire protection and safety systems

Townhome Communities focus on:

  • Individual or shared roofing systems
  • Exterior finishes and siding
  • Common landscaping and hardscaping
  • Recreational amenities

Single-Family HOAs emphasize:

  • Roads and sidewalks
  • Storm water management
  • Community amenities (pools, clubhouses)
  • Entry features and signage

Reserve Study Funding Methods: Choosing the Right Approach

Three Primary Funding Strategies

Baseline Funding establishes the minimum level that prevents reserve balances from falling below zero. While this approach minimizes immediate financial burden, it carries the highest risk of special assessments and isn’t recommended as a long-term strategy.

Threshold Funding maintains reserves above a specified percentage—typically 70% of the fully funded balance. This moderate-risk approach provides better protection against unexpected expenses while keeping contributions manageable.

Full Funding targets 100% of the fully funded balance, offering maximum protection against special assessments. Communities using this approach historically experience 35% lower subsequent special assessments when updating their reserve studies more frequently than once every five years.

The Percent Funded Calculation

The industry standard for measuring reserve health is the Percent Funded calculation:

(Reserve Account Balance ÷ Fully Funded Balance) × 100 = Percent Funded

According to CAI guidelines:

  • 70-100% funded: Low risk of special assessments
  • 31-70% funded: Moderate risk level
  • 0-30% funded: High risk of financial difficulties

How Propertese Simplifies HOA Reserve Study Management

Modern property management platforms have revolutionized the reserve study process, making it more accurate and efficient than ever before. Propertese combines cutting-edge technology with comprehensive community association management features to transform how community managers handle reserve studies.

Digital Data Collection and Analysis

Advanced property management software like Propertese enables community managers to:

  • Maintain comprehensive component databases with automated tracking of installation dates, warranty information, and maintenance history through integrated asset management
  • Generate detailed financial projections using integrated accounting data and budget planning tools that connect with platforms like Xero
  • Store and organize inspection photos with GPS tagging and condition scoring through document management capabilities
  • Create professional reports with customizable templates and automated calculations using advanced reporting features

Mobile Inspection and Real-Time Updates

Modern reserve study providers increasingly utilize mobile technology for on-site assessments. Propertese’s mobile capabilities allow for:

  • Real-time data entry during site visits with maintenance and work order management integration
  • Integrated photography with automatic asset tagging
  • Offline capability for areas with limited connectivity
  • Immediate synchronization with main databases

Predictive Analytics and AI Integration

Emerging technologies are beginning to impact reserve study accuracy through Propertese’s advanced features:

  • Predictive maintenance algorithms that adjust useful life estimates based on usage patterns tracked through the platform
  • Climate modeling that accounts for regional weather impacts on component longevity
  • Cost escalation forecasting using real-time market data and vendor pricing history

Integrated Financial Management

Automated Reserve Fund Accounting: Propertese provides separate tracking for different component categories, eliminating manual errors that plague traditional spreadsheet management. The platform automatically calculates monthly contributions, tracks spending against budgeted amounts, and provides real-time balance updates.

Budget Variance Analysis: The system continuously monitors actual expenses versus projected costs from your reserve study, identifying trends that may require adjustments to future funding plans. This analysis integrates seamlessly with your portfolio management oversight.

30-Year Cash Flow Integration: Model different funding scenarios and see how various contribution levels affect your community’s long-term financial health, with projections that support best practices for managing HOA reserve funds.

Component Asset Management Excellence

Digital Asset Database: Store detailed information about every reserve component, including installation dates, warranty information, maintenance history, and photos. This centralized approach ensures accurate data for reserve study updates.

Automated Maintenance Scheduling: Extend component useful life through preventive maintenance tracked via the platform’s comprehensive maintenance management system, directly impacting reserve funding requirements.

Vendor Management Tools: Maintain detailed records of contractor performance and pricing history, invaluable when reserve study providers need current cost estimates for component replacements.

Advanced Reporting and Communication

Board-Ready Reports: Generate professional reserve fund status reports through customizable reporting tools that translate complex financial data into homeowner-friendly formats, automatically calculating percent funded ratios and highlighting upcoming expenditures.

Owner Portal Integration: Through the owner portal, homeowners can access reserve study summaries, understand how their dues are invested in community assets, and view upcoming projects, building transparency and reducing resistance to necessary dues increases.

Automated Compliance Tracking: For communities in states with mandatory reserve study requirements, Propertese tracks update deadlines and sends automated reminders to ensure compliance with state-specific regulations.

Specialized HOA Features

As a platform designed specifically for HOA management, Propertese includes features particularly relevant to reserve studies:

Common Area Maintenance Tracking: The common area maintenance module helps track expenses that affect reserve component longevity, providing data that can justify extending useful life estimates in future studies.

Community Communication: Keep residents informed about reserve-funded projects through automated notifications and email communication tools. When homeowners understand how reserves are being used, they’re more likely to support adequate funding levels.

Multi-Property Management: For companies overseeing multiple HOAs, Propertese enables comparison of reserve funding levels across communities, identifying best practices and ensuring consistent compliance across entire portfolios.

Future Trends and Emerging Considerations

Climate Change Impact on Reserve Planning

Climate change is fundamentally altering traditional valid life assumptions. The buildings and construction sector accounts for 37% of global greenhouse gas emissions, while extreme weather events are becoming more frequent and severe.

Reserve studies must now consider:

  • Increased storm intensity requiring more robust building materials
  • Rising temperatures that accelerate component deterioration
  • Changing precipitation patterns affecting drainage and waterproofing systems

Sustainable Building Materials

The trend toward sustainability is influencing component selection and reserve planning:

  • Cross-laminated timber (CLT) offers carbon storage benefits with an extended useful life
  • Smart glass technology provides energy efficiency advantages
  • Climate-resilient materials like steel and aluminum offer better extreme weather resistance

Regulatory Evolution

Following the Surfside tragedy, expect continued expansion of reserve study requirements across additional states. Current trends include:

  • Mandatory structural inspections integrated with reserve planning
  • Enhanced disclosure requirements for buyers and lenders
  • Increased board liability for inadequate reserve management

Conclusion: Protecting Your Community’s Financial Future

Conducting a proper HOA reserve study isn’t just about regulatory compliance, it’s about protecting your community’s financial stability and property values. Communities that maintain well-funded reserves supported by professional studies avoid the disruption and financial hardship of large special assessments while preserving their appeal to potential buyers and lenders.

The key to success lies in understanding your state’s requirements, choosing qualified professionals, implementing appropriate funding strategies, and maintaining regular updates to reflect changing conditions and costs. With proper planning and the right tools, your community can build a strong financial foundation that serves homeowners well for decades to come.

Remember, if a condo or HOA updates its reserve study more often than once in 5 years, its average subsequent special assessments are 35% lower. This statistic alone demonstrates the clear return on investment that professional reserve planning provides.

With the right technology and industry best practices, reserve studies become powerful tools for long-term community success rather than mere compliance requirements. 

Contact our team to learn how Propertese can enhance your HOA reserve study management.

How to Simplify Property Management Tenant Chargebacks in 2025

If you’re a property manager, few things disrupt your operations more than tenant chargebacks. Imagine collecting rent, fees, or security deposits only to see the funds reversed weeks later after a tenant disputes the payment. Not only does this cut into your revenue, but it also adds administrative stress, legal concerns, and wasted time.

In 2025, with increasing digital payments, stronger consumer protection legislation, and increasingly technology-aware tenants, property management tenant chargebacks occur more often and are more challenging to deal with. The good news? There are more efficient means of streamlining and preventing them.

Key Takeaways 

  • Tenant chargebacks are increasing in 2025 with digital payments and economic strains.
  • They cost property managers in lost income, time, and reputation.
  • Simplify management with ERP tools, reminders, agreements, and professional assistance.
  • Prevention, openness, documentation, and communication are the property manager’s best defenses.

For additional context on how customer service practices impact tenant retention, check out this guide on resolving issues and retaining residents.

What Are Tenant Chargebacks in Property Management?

A tenant chargeback occurs when a renter objects to a charge on their credit card or bank account. The bank reverses the payment and withdraws money from the property manager or landlord until the objection is resolved.

In simpler words, tenant chargebacks in real estate management are payment disputes when tenants request their bank to reverse charges such as rent, application fees, or deposits. These disputes can lead to loss of revenue and additional admin work for landlords and property managers.

Typical Types of Tenant Chargebacks:

  • Rent Payments: Unauthorized or duplicate charges claimed by tenants.
  • Application Fees: Disputes upon rejection of applications.
  • Security Deposits: Tenants protest unfair deductions.
  • Utility Bills or Service Fees: Disputes on unclear bills.
  • Short-term Rental Stays: Chargebacks for cancellation or no-shows.

For more insights into tenant communications, see how smart solutions for efficient tenant communication can reduce disputes.

Why Are Tenant Chargebacks Rising in 2025?

The property management landscape is changing. Multiple factors contribute to increasing tenant chargebacks:

  • Digital-first payments: Renters and deposits are paid online in most cases. (Learn how online rent payments benefit managers.)
  • Friendly fraud: Tenants willfully dispute legitimate charges, expecting to prevail.
  • Tighter consumer protection: Banks usually favor tenants initially.
  • Third-party booking sites: Airbnb, Vrbo, or rental apps heighten risk.
  • Economic pressure: When there is inflation and tighter budgets, tenants seek loopholes.
  • Reality: Friendly fraud makes up more than 60% of disputes in sectors such as property management and hospitality, Chargeback Gurus reports.

The Cost of Tenant Chargebacks for Property Managers

Chargebacks affect more than your bottom line. Here’s how:

  • Direct revenue loss: Money is withdrawn immediately.
  • Chargeback fees: Fees per dispute imposed by banks.
  • Operational delays: Time waiting for evidence and documentation collection.
  • Reputation risk: High chargeback percentages result in payment processors marking your business.
  • Cash flow issues: Irregular reversals interfere with monthly planning.

For strategies on improving revenue resilience, read this article on effective tactics to elevate property management revenue.

How to Simplify Tenant Chargebacks in 2025

Let’s come to the practical part to simplify tenant chargebacks:

1. Define Clear Payment Policies

  • Set clear rental contracts.
  • Include specific terms for application fees and deposits.
  • Clearly communicate refund policies.

If you want to make leasing more efficient, check out these leasing email templates designed for tenant communications.

2. Use Tenant Portals with Built-in Tracking

Tools such as Propertese enable:

  • Automated rent collection
  • Easy, clear billing histories
  • Electronic receipts for all transactions

This makes it more difficult for tenants to dispute unauthorized charges.

3. Document Everything

  • Store digital copies of applications, leases, and invoices.
  • Save proof of contact (email, text, signed contracts).
  • Document the property condition before/after tenancy.

Also, explore best practices on property management trust accounts to maintain credibility in disputes.

4. Automate Chargeback Alerts

Property management solutions can share alerts with you in real time when a tenant contests a charge. This allows you to act quicker and possibly prevent the reversal.

5. Partner with Chargeback Management Experts

Businesses such as Chargeback Gurus and Chargeflow are experts in representment (battling disputes with evidence). Collaborating with them minimizes the admin load.

6. Leverage ERP Systems for Centralized Control

An ERP such as NetSuite (official site) combines finance, tenant management, and reporting. You’ll get:

  • Unified dashboards for disputes
  • Automated reports for bank evidence
  • Reduced risk of data errors

For additional efficiency tips, explore how advanced property management software solutions simplify daily tasks.

How to Prevent Tenant Chargebacks Before They Happen

Prevention is always better than dispute management. Here’s how property managers can get ahead:

  • Be transparent: Always display rent breakdowns, deposits, and additional charges.
  • Communicate: Send reminders to tenants about due dates and policies. (Tips for effective communication here)
  • Provide more payment options: Tenants prefer systems with flexibility.
  • Inform tenants: Share information about refunds, deposits, and billing. (Check out this tenant satisfaction survey guide here)
  • Leverage fraud detection tools: Catch suspicious payments before they lead to chargebacks.

Conclusion

Tenant chargebacks will always exist in property management, but property managers in 2025 don’t have to battle them by themselves. Implement open policies, document everything, and use software like Propertese that is specifically designed for property management to simplify chargebacks, safeguard your income, and forge better tenant relationships.

You can schedule a discovery call with us to understand how Propertese works to make your life as a property manager easier.