Time-Saving Tools for Property Managers: What Works Best

22 November 2024

If you're a property manager, you know the drill—your workday is a mix of juggling tenant concerns, handling maintenance requests, marketing vacant units, and keeping track of a never-ending pile of paperwork. Let’s be real—it’s like spinning a dozen plates while balancing on a unicycle. Time isn’t just money in property management; it’s your sanity.

Thankfully, we live in the golden era of technology, where apps and tools can swoop in like caped crusaders to save the day. But with so many options out there, it can feel overwhelming to figure out which ones actually work. That’s why I’ve done the homework for you. In this article, we’re diving into the best time-saving tools to help property managers regain control, stay organized, and maybe even sneak in a coffee break.

Why Property Managers Need the Right Tools

Before we get into the nitty-gritty, let’s take a moment to understand the "why." Property management isn’t a 9-to-5 deal—it’s more like a 24/7 rollercoaster. Whether it’s sorting out a leaking faucet at 2 AM or chasing down late rent payments, there’s always something demanding your attention.

The right tools act like an extra set of hands, automating repetitive tasks and streamlining processes so you can focus on what really matters—keeping tenants happy and properties profitable. Imagine not having to manually track every penny or sift through mountains of emails to find a maintenance request. Sounds good, right?

1. Property Management Software: The Swiss Army Knife of Tools

If you could pick only one tool to simplify your life as a property manager, let it be property management software. These are all-in-one platforms designed to handle everything from rent collection to tenant communication.

The Big Players:

- Buildium: Perfect for managing larger portfolios, Buildium lets you automate rent reminders, simplify accounting, and even post vacancies to multiple listing sites.
- AppFolio: A fan favorite for its user-friendly interface, AppFolio helps property managers handle leasing, maintenance, and accounting all in one place.
- TenantCloud: Great for smaller portfolios or budget-conscious managers, TenantCloud offers free and affordable plans with useful features like online rent collection and maintenance tracking.

These platforms are like having a personal assistant who never takes a coffee break. They’ll save you hours of work every week—guaranteed.

2. Online Rent Payment Platforms: No More Chasing Checks

Raise your hand if rent day stresses you out. (I’m guessing all of you.) Chasing down paper checks or dealing with bounced payments feels like a full-time job in itself. That’s where online rent payment platforms come in.

With tools like Zelle, PayRent, or Venmo for Business, you can let tenants pay with the click of a button. No more trips to the bank or awkward "Where’s my rent?" conversations. Online payment tools also make it easier to track who’s paid and who’s overdue. Some even automate late fees—so you don’t have to be the bad guy.

3. Maintenance Management Tools: Because Time Is Money

Let’s face it: coordinating maintenance is one of the trickiest parts of property management. Tenants text you, email you, or—worst of all—leave voicemails describing the issue in cryptic detail. ("There's water… everywhere!") Maintenance management tools simplify this chaos.

Tools to Check Out:
- Property Meld: This tool connects property managers, tenants, and vendors in one place. Tenants can submit maintenance requests online with photos, and you can assign tasks directly to your go-to plumbers or electricians.
- UpKeep: This app is like a digital whiteboard for work orders. It lets you track progress, schedule repairs, and even monitor expenses.

The best part? Both of these tools keep communication streamlined and documented, so there’s no “he said, she said” confusion.

4. Calendar and Scheduling Apps: Never Miss a Beat

Between inspections, showings, and meetings with contractors, your schedule is probably a hot mess. A good calendar app can be a lifesaver.

Google Calendar is a no-brainer, syncing effortlessly across devices and integrating with tools like Gmail. But if you’re looking for something more robust, check out Calendly. It allows tenants, vendors, or prospects to book time on your calendar without the back-and-forth emails. It’s like having a virtual receptionist.

5. Communication Tools: Be Where Your Tenants Are

The days of calling every tenant individually are long gone (thank goodness). Modern property managers are adopting smarter ways to communicate.

For bulk texting or email updates, tools like Mailchimp or Textedly are incredibly useful. These let you send mass messages about anything from inclement weather warnings to upcoming inspections. For instant, two-way communication, apps like Slack or WhatsApp Business are great for staying connected in real-time.

Want something a little more formal? Consider tenant portals included in property management software like Buildium or AppFolio. They act as a centralized hub for communication, so nothing slips through the cracks.

6. Marketing Tools: Fill Vacancies Faster

Vacant units are bad news for your bottom line. Marketing tools can help you fill them faster by automating listings, boosting visibility, and tracking performance.

Cozy and Zillow Rental Manager are fantastic platforms that let you post listings to multiple sites, handle online applications, and even run background checks. Pair these with good old Canva to design eye-catching property flyers or social media posts. A little effort here can save you loads of time (and stress) down the line.

7. Accounting Software: No More Late Nights with Spreadsheets

Taxes, expenses, rent collections—just saying the words is enough to make your head spin. Instead of drowning in spreadsheets, let accounting software do the heavy lifting.

QuickBooks Online and Xero are popular choices among property managers, offering features like income tracking, expense management, and printable financial reports. Many property management platforms also come with built-in accounting tools, so you don’t need to juggle multiple apps.

8. Document Management Tools: Organize Like a Pro

Property management involves more paperwork than anyone likes to admit—leases, contracts, receipts, inspection reports... it’s endless. Instead of stuffing everything into filing cabinets, go digital.

Tools like DocuSign let you handle e-signatures quickly and securely, while Dropbox and Google Drive make it easy to store and organize documents in the cloud. You’ll never have to frantically dig through a stack of papers again.

9. Smart Home Devices: Next-Level Efficiency

Want to go the extra mile? Smart home devices can save time and hassles for both you and your tenants.

Smart locks like those from August let you grant access to contractors or new tenants remotely—no need to hand over physical keys. Smart thermostats like Nest make it easier to control energy costs in vacant units. These little upgrades can make a big difference in your day-to-day efficiency.

Final Thoughts

Being a property manager isn’t for the faint of heart. The demands feel endless, and let’s face it—some days you probably wish you had a clone. While cloning isn’t on the table (yet), time-saving tools can be your next best thing.

From automating rent collection to organizing maintenance requests, the right tools allow you to reclaim your time and reduce stress. Technology isn’t just a luxury; it’s your secret weapon to staying one step ahead in this fast-paced industry.

So, what are you waiting for? Try out a few of these tools and watch your to-do list shrink faster than you can say "leased and managed.