Property Management Software Features Every Landlord Needs

As a rental property owner, you’ve likely mastered the art of multitasking. From collecting rent to handling maintenance requests, the responsibilities can quickly pile up. That’s why property management software has become such an essential tool for landlords and property managers—it streamlines your operations, saves time, and ultimately improves your tenant’s experience.

A well-built property management system should include core features that not only reduce your workload but also boost overall efficiency. By simplifying or even automating your day-to-day tasks, property management software helps you focus on what matters most—growing your rental business.

Top Essential Functions of a Property Management System

First things first: What is property management software?

Property management software (PMS) is an essential tool for landlords and property managers looking to manage their rental properties efficiently.

Before diving deeper, here’s a quick overview of the must-have features every landlord should look for in their property management software solution:

• Online Rent Collection
• Digital Document Signing
• Lease Management
• Tenant Communication
• Maintenance Management

Together, these tools can change the game for rental property management—streamlining daily operations, reducing stress, and enhancing tenant satisfaction.

The Importance of Property Management Systems

Each of the above features of property management software benefit both you and your tenants. For example, online rent collection eliminates the hassle of waiting for checks in the mail. Instead, tenants can set up automated payments and receive reminders, while funds are deposited into your bank account. This not only saves time but also reduces late payments and cash flow interruptions.

The same logic applies to the other features. Digital document signing makes lease agreements faster and more convenient. Tenant communication tools keep everyone on the same page, while maintenance management systems ensure repairs are reported, tracked, and resolved efficiently. In short, these features are designed to optimize your rental operations and provide tenants with a smoother, more professional experience.

5 Best Property Management Software Features You Need in 2025

After much research and careful consideration, we’ve compiled the top features of property management software to look out for in 2025.

1. Online Rent Collection

Online rent collection will save you and your tenants valuable time and effort. Instead of a tenant writing a check and mailing it, they can set up automated payments or pay with the click of a button, ensuring on-time rental payments, which reduces late payments.

And it’s a feature your tenants want. According to the National Multifamily Housing Council (NMHC), nearly 80% of tenants prefer to pay their rent (and other rent-related bills) online.

It’s also beneficial for landlords. Automated reminders and payments mean more renters pay on time. You spend less time tracking down late payments and no longer need to deliver hand-written checks to the bank. That’s what makes online rent collection number one of all the property management system features–it’s a basic, fundamental task which software simplifies and automates completely.

With most property management software, tenants simply enter their bank account or credit card information to begin setting up rent collection. The streamlined process makes life easier for you and your tenants, enhancing tenant experience.

2. Digital Document Signing

After a tenant is screened, it’s time to sign a lease agreement. This is the last step in legally binding the renter (and their potential income) to your property, so it is not something you want to delay. Property management software can help here, too.

A study by LunarPen found that electronic signatures (eSignatures) reduce document turnaround time by 80%. Digital document signing is vital to your operations because it saves you time and effort.

Note: Most property management software includes some form of digital document signing. Look for programs that also allow you to create reusable templates. And the best programs expand beyond leases into other document types. This enables you to get signatures for parking addenda, pet agreements, and many other kinds of documents.

3. Lease Management

Digital lease management helps you get leases finalized days before traditional turnaround times, increasing your leasing velocity. That efficiency means fewer showings, which saves you time and money.

Lease management features also allow you to stay organized and easily access your most crucial documents quickly. Rather than filing away printed copies, your lease agreements are stored in the cloud and accessible to both you and your tenants on demand.

When searching for a software tool, check for the ability to create reusable templates. Does the software automatically duplicate key information, like lease start dates and end dates, and insert that information into all the proper places in the document? Does it have a template creator that will assist you? Features like these help you create error-free leases faster than paper leases.

Note: Analyze software from the tenant side as well. Does it prompt tenants to insert information into the right blanks? How easy is it for your least tech-savvy tenants to use? If the software is intuitive for your tenants, it will save you time because you won’t have to figure out how to guide them through filling out the lease or problem-solve for points of confusion.

4. Tenant Communication

This feature is often more of an afterthought compared to others. But it’s quite important when it comes to managing properties. Landlords are more likely to retain tenants that feel heard and valued. According to the American Apartment Owners Association, over 60% of tenants say that communication with their landlords is their top priority as renters, but only 18% of landlords make it one. This disparity means landlords may want to rethink the true value of communication.

Poor communication can lead to negative outcomes. For example, if you don’t respond to maintenance tickets in a timely manner, you may alienate a tenant that planned to be a long-term renter. Great communication should be a priority because it’s your reputation, and possible revenue, on the line.

It should be easy to communicate with tenants through the desktop or mobile application of any property management software. It’s also important to have everything in one place, so you can refer to prior conversations if needed.

The platform you choose needs to have the groundwork in place to facilitate a great relationship between you and your tenants. This should include capabilities like automation and the ability to comment on maintenance tickets. Automated reminders, automated messages, and maintenance ticket chats help tenants manage payments and maintain awareness of what’s going on with requests. In turn, this creates a better dynamic between landlords and tenants because everything is out in the open.

5. Maintenance Management

You’re going to get maintenance requests; that’s just part of being a landlord or a property manager. And maintenance can be one of the most difficult parts of being a landlord. So, the question to ask when shopping for property management software is this: How can this software make maintenance requests easier—for me and my tenants?

The easier a platform makes it for people to submit tickets with lots of detail (pictures, descriptions, etc.), the better off you and your tenants will be when it comes to maintenance requests.

Note: Here are some vital questions you should ask before you decide if a software product’s maintenance management feature is worth it:

• How easy is it for a tenant to submit a ticket?
• Can they submit a ticket with their mobile device?
• How will you be notified?
• Can you have multiple users—maintenance staff, property manager, leasing manager, etc.?
• How does a maintenance provider get notified about a ticket?

Your Future with Property Management Software

These five core property management software features are critical to keep top of mind as you search for your software partner. With the right tool, real estate investors can cut days off the time spent doing tedious tenant-related tasks, improving overall profitability.

The core features we’ve talked about are a great foundational litmus test for every landlord, whether handling vacation rentals or multiple properties. However, software is not a one-size-fits-all solution. Make sure you do your own research and test out different platforms. You may have other features that you need for your specific operation. Add those to your list.

A robust property management solution will save you time and money; you just need to find the right fit for you.

Check Out Our Property Management Software

At Innago, we provide intuitive, free software for landlords and property managers with all shapes and sizes of portfolios. We offer the foundational property management tools you need–rent collection, tenant screening tools, maintenance management, lease signing, tenant portal access, and more–in user-friendly formats that just make sense. While Innago was originally built for small landlords, our tools are also suitable for large portfolios and property management companies.

Ready to give it a try?

FAQs

What are the most important property management software features?

The most important property management software features include online rent collection, digital document signing, lease management, tenant communication, and maintenance management. These features help streamline daily operations, reduce workload, and enhance tenant satisfaction.

Which features does Innago offer?

Innago offers a comprehensive suite of features, including online rent collection with automated reminders, customizable tenant screening, digital lease agreement management with e-signatures, tenant messaging tools, maintenance management with photo and video support, and more. Our platform is designed to simplify operations for landlords of all portfolio sizes.

Can Innago integrate with other software tools?

Yes, Innago is designed to be flexible and can integrate with various third-party tools and platforms. This ensures seamless operations and enhances your property management experience. Contact our support for specific integration queries.

Is Innago suitable for large property portfolios?

Yes, while Innago is designed to be intuitive for small landlords, it is also scalable and suitable for large property portfolios. Our tools offer flexibility and adaptability to handle diverse property types.

How can tenants benefit from property management software?

Tenants benefit from automated rent payments and reminders, timely communication, and efficient maintenance request handling. Having access to these features on a convenient and intuitive platform improves the overall tenant experience. Innago also offers tenant credit reporting so that tenants can build their credit by paying rent, as well as renter’s insurance, so tenants can protect their belongings.