CRM Software for Property Managers

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CRM Software for Property Managers

Austin Arseneau
Rental Property Investor · Minneapolis, MN · Member since 2020 · 7 posts · 4 votes

Hello Property Managers,

I’m a PM with a small portfolio (fewer than 50 doors) and am looking for software recommendations. I currently use YardiBreeze, which works fine for my basic needs, but I’m looking for a tool that helps me stay on top of the smaller details as I grow.

For example, the basic version of Yardi doesn’t seem to offer a way to track city licensing expirations or provide dashboard notifications for upcoming deadlines. While I can log this information, there’s no built-in system to alert me when something is due, so I end up tracking everything manually in a spreadsheet.

Is there a property management software that offers better tracking and automated reminders for things like licensing, inspections, or lease expirations? Or would you recommend using a project management tool like Monday.com for this?

Looking forward to your insights—thanks, BP Community!

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Clare PitcherBusiness Member
Property Manager · Milwaukee, WI · Member since 2024 · 162 posts · 97 votes
1y

We use Appfolio and it has been great to work with and very user friendly!

Welcome Home Milwaukee4.4453 Reviews
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  • Mario B.
    Investor · CT · Member since 2017 · 165 posts · 75 votes
    1y

    I used Buildium before and liked it. Good onboarding team and reminders could be set for renewals, rent collection, etc.

    0Reply
  • Drew SygitBusiness Member
    Property Manager · Royal Oak, MI · Member since 2012 · 12k+ posts · 9k+ votes
    1y

    Buildium has no custom fields, so won't be able to track things like City Inspections.

    You'll need to upgrade to Appfolio, Propertyware, Rentvine, etc., that offers custom fields.

    [email protected]248-209-6824
    Logical Property Management4.9451 Reviews
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  • Justin Hwa
    Member since 2025 · 7 posts · 1 vote
    1y

    Buildium also comes to mind for the size.

    But for your particular concern (keeping track of smaller details), that seems more like a reminder system or a workflow rather than a cloud CRM (property management system). I'm a fan of both Monday.com and Trello. Monday is a bit more expensive. Trello is free if you have fewer than 5 users, and can handle tasks very well. ClickUp is another alternative to Monday which I think is cheaper. 

    0Reply
  • Amber Forkey
    Property Manager · Watertown, NY · Member since 2021 · 141 posts · 78 votes
    1y

    Buildium actually does have the ability to customize what you're trying to track. If it's City licensing, you just make that a category in the task list and select it when you're creating the task. Then you schedule the follow up for your desired date. Or you can create a recurring task- functions the same way only it won't show up in your task list until you want it to (maybe 90 days out from the licensing expiration). 

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  • Drew SygitBusiness Member
    Property Manager · Royal Oak, MI · Member since 2012 · 12k+ posts · 9k+ votes
    1y

    @Amber Forkey not the same thing as a custom field, but good idea!

    [email protected]248-209-6824
    Logical Property Management4.9451 Reviews
    WebsiteView Page
    0Reply
  • Clare PitcherBusiness Member
    Property Manager · Milwaukee, WI · Member since 2024 · 162 posts · 97 votes
    1y

    We use Appfolio and it has been great to work with and very user friendly!

    Welcome Home Milwaukee4.4453 Reviews
    WebsiteView Page
    3Reply
  • Gil Wildridge
    Member since 2022 · 35 posts · 16 votes
    1y

    I've used both Buildium and Appfolio. Appfolio allows you to do more things but isn't as intuitive, so there's a trade-off.

    0Reply
  • John Reagan Johnson
    Gallatin, TN · Member since 2024 · 31 posts · 8 votes
    1y

    My company uses Appfolio and LeadSimple. Excellent resources to keep track of business and client information! 

    0Reply
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