10 Essential Features Every Landlord Software Should Have

Choosing property management software can be overwhelming. There are dozens of platforms, each claiming to be the best. But what features actually matter for landlords managing 1-50 units? Here are the 10 essential features you shouldn't compromise on.

1. Online Rent Collection

Why it matters: Chasing rent checks is time-consuming and unreliable. Online rent collection eliminates this headache.

What to look for:

• Integration with payment processors (Stripe, PayPal)
• Multiple payment methods (credit card, ACH, bank transfer)
• Automated payment reminders
• Late fee calculation
• Payment history tracking

Impact: Saves 2-3 hours per month and improves collection rates.

2. Tenant Portal

Why it matters: A good tenant portal reduces your workload by letting tenants handle routine tasks themselves.

What to look for:

• Online rent payment
• Maintenance request submission
• Document access (leases, receipts)
• Direct messaging
• Account information viewing

Impact: Reduces phone calls and emails by 60-70%. See our tenant communication features and real-time messaging capabilities.

3. Maintenance Request Management

Why it matters: Maintenance requests can quickly become overwhelming without proper tracking.

What to look for:

• Photo uploads from tenants
• Priority levels (urgent, normal, low)
• Status tracking (submitted, in progress, completed)
• Vendor assignment
• Cost tracking
• History per property

Impact: Better organization and faster response times. Explore our maintenance tracking features and read our guide on handling maintenance requests professionally.

4. Lease Management

Why it matters: Missing lease expirations means lost revenue and potential vacancies.

What to look for:

• Digital lease storage
• Expiration date tracking
• Automated renewal reminders
• Digital lease signing (DocuSign integration)
• Lease document templates
• Terms and conditions tracking

Impact: Never miss a lease renewal, reduce vacancies. Check out our lease management features and document management system. Learn how to write effective lease agreements.

5. Financial Reporting

Why it matters: Tax season shouldn't be a nightmare of spreadsheets and receipts.

What to look for:

• Income and expense reports
• Property-specific profitability
• Year-over-year comparisons
• Category-based expense tracking
• Export to Excel/CSV
• Tax-ready reports

Impact: Saves 4-6 hours during tax season. See our financial reporting features and learn about tax deductions for landlords and preparing for tax season.

6. Property & Unit Management

Why it matters: You need a clear view of all your properties and their details.

What to look for:

• Property details (address, type, size)
• Unit information
• Photos and documents
• Google Maps integration
• Property-specific notes
• Performance metrics per property

Impact: Better organization and decision-making.

7. Tenant Management

Why it matters: Keeping tenant information organized is crucial for efficient management.

What to look for:

• Contact information
• Lease details
• Payment history
• Communication history
• Document storage
• Application tracking

Impact: All tenant information in one place.

8. Automated Reminders & Notifications

Why it matters: You can't remember everything. Automation ensures nothing falls through the cracks.

What to look for:

• Rent payment reminders
• Lease expiration alerts
• Maintenance follow-ups
• Custom notification rules
• Email and SMS options
• In-app notifications

Impact: Reduces missed payments and expired leases.

9. Document Management

Why it matters: Losing important documents costs time and money.

What to look for:

• Cloud storage
• Organized folders
• Document search
• Photo storage
• Automatic backups
• Secure access

Impact: Never lose a document, access from anywhere.

10. Mobile Access

Why it matters: You're not always at your desk. Property management happens on the go.

What to look for:

• Mobile-responsive website
• Mobile app (iOS/Android)
• Full feature access
• Offline capabilities (where possible)
• Push notifications
• Quick actions

Impact: Manage properties from anywhere, respond faster.

Bonus: Real-Time Updates

While not always listed as a feature, real-time updates are crucial. You should see changes immediately:

• When rent is paid
• When maintenance requests are submitted
• When messages are sent
• When documents are signed

No page refreshes needed.

Features to Avoid (For Small Landlords)

Some features sound impressive but aren't necessary for 1-50 units:

• Complex accounting modules: You likely use an accountant
• Advanced marketing tools: You probably don't need automated listings
• Enterprise reporting: Too complex for your needs
• Multi-currency support: Unless you have international properties

How to Evaluate Features

When testing software:

1. Try it free: Use actual properties, not test data

2. Test each feature: Don't assume it works well

3. Check mobile experience: Use your phone, not just desktop

4. Ask about support: Will you get help learning features?

5. Consider your workflow: Does it fit how you work?

The Bottom Line

The best property management software for small landlords includes these 10 essential features without unnecessary complexity. You don't need enterprise features—you need tools that solve real problems.

Property Peace includes all 10 essential features, designed specifically for landlords managing 1-50 units. Explore our complete feature list and see how we compare in our property management software reviews. Get started free and see how these features can transform your property management.