Prop Management Software recommendations

Houston, Texas
Managing Your Property
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Prop Management Software recommendations

Brandon Walt
Member since 2025 · 4 posts · 2 votes

Hello all! Aspiring investor here, very close to pulling the trigger on my first deal for a long term rental investment. I would prefer to manage the property myself and would love any recommendations on software or resources you use for collecting rent, background checks, etc etc. TIA

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Nathan GesnerBusiness Member
Moderator
Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes
1y

Software is a common question on BiggerPockets. Here are some things to consider:

  1. Most investors don't need software until they have 5-10 rentals. You only need a place to track tenant information, payment history, maintenance, etc. You can easily do this on a spreadsheet, and it will take less time to track than finding and learning new software. If the software is not simplifying your life or making you more accurate, you shouldn't use it. Go to Etsy and search for "rental property tracker," and you will find hundreds of nice spreadsheets to track 10-20 rentals, usually for under $10.
  2. Software has extremely helpful features like online payments, marketing syndication (click a button, and your property is advertised on multiple sites), electronic document review/signing, maintenance tracking, and owner reports. Do you need all this for a couple of rentals?
  3. There is no perfect software out there. Every system you try will have flaws, or you may salivate over a feature that appears in other software.

Some familiar names are mentioned frequently: Stessa, Apartments.com, RentRedi, TenantCloud, Innago, RentManager, Avail, Rentec Direct, Doorloop, etc.

I recommend conducting thorough research on each app online to understand their offerings, pricing, etc. Create a simple spreadsheet or written list to compare the features of each and identify the ones that align with your requirements. Try to narrow down your options to the top 3-4. Once you have a shortlist, sign up for an account with each one and test them extensively to see how they function. Perform the same task in each app to ensure a fair comparison.

  • Load a property with pictures and details.
  • Market that property.
  • See what your marketing looks like from the public's perspective.
  • Submit a fake application to see how easy the process is.
  • Run a credit/screening report on yourself.
  • Enter a maintenance request, assign a vendor, and attach a fake invoice.
  • Enter charges to the tenant's ledger.
  • Enter recurring charges and automatic late fees.
  • Sign documents electronically.
  • Run owner reports.

After testing a few apps, one should clearly stand out. It's important to choose that one and commit to using it. Remember, no system is perfect, so avoid the temptation of constantly chasing after the next shiny object. You should only consider switching when your current software has a significant flaw or lacks features that force you to spend excessive time on workarounds. At that point, it's worth researching and finding a solution that better meets your needs.

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  • Daniel TanasaBusiness Member
    Realtor · Houston, TX · Member since 2019 · 351 posts · 174 votes
    1y

    Hey Brandon, 

    Congrats for getting your first property. For free tools for managing you can look into TurboTenant, Apartments.com or Zillow property management. 

    I am personally using Tenant Cloud, but their cheapest plan is $17 a month now. 

    Feel free to reach out if you have any questions and I will be happy to point you in the right direction. 

    Good luck!

    1Reply
  • Brandon Walt
    OP
    Member since 2025 · 4 posts · 2 votes
    1y

    Daniel you've been awesome. Thanks man!

    1Reply
  • Nathan GesnerBusiness Member
    Moderator
    Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes
    1y

    Software is a common question on BiggerPockets. Here are some things to consider:

    1. Most investors don't need software until they have 5-10 rentals. You only need a place to track tenant information, payment history, maintenance, etc. You can easily do this on a spreadsheet, and it will take less time to track than finding and learning new software. If the software is not simplifying your life or making you more accurate, you shouldn't use it. Go to Etsy and search for "rental property tracker," and you will find hundreds of nice spreadsheets to track 10-20 rentals, usually for under $10.
    2. Software has extremely helpful features like online payments, marketing syndication (click a button, and your property is advertised on multiple sites), electronic document review/signing, maintenance tracking, and owner reports. Do you need all this for a couple of rentals?
    3. There is no perfect software out there. Every system you try will have flaws, or you may salivate over a feature that appears in other software.

    Some familiar names are mentioned frequently: Stessa, Apartments.com, RentRedi, TenantCloud, Innago, RentManager, Avail, Rentec Direct, Doorloop, etc.

    I recommend conducting thorough research on each app online to understand their offerings, pricing, etc. Create a simple spreadsheet or written list to compare the features of each and identify the ones that align with your requirements. Try to narrow down your options to the top 3-4. Once you have a shortlist, sign up for an account with each one and test them extensively to see how they function. Perform the same task in each app to ensure a fair comparison.

    • Load a property with pictures and details.
    • Market that property.
    • See what your marketing looks like from the public's perspective.
    • Submit a fake application to see how easy the process is.
    • Run a credit/screening report on yourself.
    • Enter a maintenance request, assign a vendor, and attach a fake invoice.
    • Enter charges to the tenant's ledger.
    • Enter recurring charges and automatic late fees.
    • Sign documents electronically.
    • Run owner reports.

    After testing a few apps, one should clearly stand out. It's important to choose that one and commit to using it. Remember, no system is perfect, so avoid the temptation of constantly chasing after the next shiny object. You should only consider switching when your current software has a significant flaw or lacks features that force you to spend excessive time on workarounds. At that point, it's worth researching and finding a solution that better meets your needs.

    The DIY Landlord Book4.7247 Reviews
    WebsiteView Page
    2Reply
  • Wale LawalBusiness Member
    Real Estate Broker · Houston | Dallas | Austin, TX · Member since 2018 · 5k+ posts · 2k+ votes
    1y

    @Brandon Walt

    Great to hear you're about to land your first long-term rental—exciting step! Since you’re planning to self-manage, I recommend checking out platforms like Avail, TenantCloud, or RentRedi for rent collection, maintenance tracking, and tenant screening. They’re affordable, Texas-friendly, and make self-management way easier. If you need help picking the right one for your setup, feel free to DM me and I’ll point you in the right direction.

    Good luck!

    [email protected]832-776-9582Podcast Guest on Show #469
    NETWORTH BUILDERS5236 Reviews
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    1Reply
  • Alex Suarez
    Investor · Denver, CO · Member since 2020 · 12 posts · 5 votes
    1y

    Self managing is totally doable! My wife and I have been self managing since we starting investing 5 years ago. For tenant screening we've used Innago and have been since we started. It's free and pretty easy to set up. There's other software we use for handling tenant inquires, lease questions etc but if it's your first property it might be overkill. Exciting that. you're getting ready to buy your first one!

    2Reply
  • Ryan SpathBusiness Member
    Real Estate Agent · Boise, ID · Member since 2017 · 566 posts · 377 votes
    1y

    We handle all of our property bookkeeping in-house using a custom-built Excel spreadsheet system tailored to our rental portfolio. Each property has its own dedicated tab where we track income and itemized expenses, giving us a clear view of each unit’s financial performance.

    We also maintain a consolidated summary tab at the end of the spreadsheet that provides a high-level snapshot across all properties — perfect for reviewing overall cash flow and portfolio health.

    Currently, we manage a dozen long-term rental properties. Classifying and updating monthly expenses typically takes about an hour. To keep everything organized and separate, we use a dedicated business credit card and bank account strictly for our rental operations — no co-mingling of personal funds.

    For online rent collection, we use ScheduleMyRent.com, which charges $2/month per property. It handles rent collection and deposits funds directly into our account, saving time and hassle.

    For leases, we use DocuSign, which allows us to upload our lease agreements and have all parties sign electronically via phone or computer. They offer various plans depending on how frequently you use the service.

    We’ve used Zillow for rental applications and background checks. While I’ve heard others mention reliability issues, we haven’t personally had any problems with it.

    When screening tenants, it's crucial to create a clear, written set of criteria — and stick to it. Make sure you're familiar with your local landlord-tenant laws and always operate in compliance.

    Congrats on your rental property! Feel free to reach out with any questions — happy to help where I can.

    [email protected]208-600-2814
    0Reply
  • Collie Hill
    Real Estate Agent · Houston Texas · Member since 2025 · 16 posts · 16 votes
    1y

    Tenant cloud is affordable and functional!

    0Reply
  • Kenneth Johnson
    Investor · Denton County, TX · Member since 2025 · 2 posts · 0 votes
    2mo

    Good list of tools already mentioned above, one thing worth adding since you're just starting out: most of those (Stessa, RentRedi, Innago, etc.) are solid for tenant/payment tracking, but if you ever bring on investors or co-owners down the line, owner reporting is a separate need most of them handle as an afterthought.

    I ended up building a small tool just for that piece (OwnerReportPro.com) after getting tired of manually formatting reports even with a "real" platform. Probably overkill for a single rental you're self-managing day to day, but worth keeping in mind if your portfolio grows or you ever need to report to someone else.

    Good luck with the first deal.

    0Reply
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