Property Management Software Features Every Landlord Needs

Being a rental property owner means wearing a lot of hats all at once. Juggling finances, collecting rent, handling maintenance requests, screening applicants—you may find yourself drowning in recurring responsibilities that never end. Which is exactly why property management software has become such a staple of the rental market. Not only does it save time and money, but it also streamlines every landlord’s day-to-day operations while improving the tenant experience.

Though with a plethora of property management software features available at your fingertips, it may feel difficult to parse out which ones are the most useful. We’re here to help. In this article, we’ll discuss some of the most important features of property management software that you need to take advantage of. That way, you can focus on what matters most: growing your rental business.

Top Property Management Software Features

First things first: What is property management software?

Property management software (PMS) is an essential tool that landlords and property managers use to manage their rental properties cost-effectively and efficiently. It essentially streamlines, organizes, and automates recurring tasks, making everyone’s lives easier.

Here are a few of the must-have features of property management software:

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

In just a moment, we’ll break down why you need these features and how you can best utilize them. When used together, these property management software features can completely change the way you do rental properties—streamlining daily operations, reducing stress, and enhancing tenant satisfaction.

The Importance of Property Management Systems

What exactly makes software so vital for so many successful management businesses? Why do so many landlords and residents rely on it?

Each of the above features of property management software works to ease your workload and automate the recurring tasks. Online rent collection, for example, eliminates the hassle of waiting for checks in the mail, stressing about drop boxes, and awkwardly counting bills. Instead, tenants can set up automated payments and receive reminders, while funds are directly deposited into your bank account. All in all, it saves you time and stress while making a more reliable cash flow.

The same logic applies to every other feature. 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. Tenant screening finds you the most reliable tenants possible, which reduces tenant turnover expenses in the long run.

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 2026

So, after carefully researching the most popular back-office tools for modern property management, we’ve compiled the top features of property management software to look out for in 2026.

1. Online Rent Collection

Online rent collection is one of the most valuable assets of all the property management software features. Instead of the stress that comes with written checks and cash, tenants can pay with the click of a button—or set up automated payments and never think about it again. This is ideal for both parties: landlords can secure their rental income and tenants can avoid late fees.

And, it’s a feature your tenants are asking for. Recent research shows that 73% of tenants prefer paying their rent online. This is likely due to the time saved and the digital convenience of paying bills virtually from anywhere.

For landlords, online rent collection is also perfect because automated reminders and payments mean more renters pay on time. If they don’t pay on time, though, software also supports automated late fee calculation. These feels will be added to their outstanding balance, meaning tenants can’t just write a check and conveniently forget about their late fees.

All of this is what makes online rent collection number one of all the property management system features—it completely simplifies and automates the most vital part of your rental business.

With most property management software, tenants just enter their bank account or credit card information to begin setting up rent collection. These streamlined processes make life easier for you and your tenants, enhancing the tenant experience.

2. Digital Document Signing & Lease Management

The last and most important step of your leasing process is the actual signing of the lease term agreement. It creates a legal obligation for both you and your tenant, so it’s not something you want to delay. But the process of actually signing a lease can drag and take days at a time when you’re waiting for physical signatures. Property management software can help here, too.

A study by DocuSign highlights the many ways in which digital signatures save businesses both valuable time and money. Their research found that when eSignatures are utilized, 79% of transactions are signed within 25 hours and 44% are signed within 15 minutes. You’ll save money on physical paper copies, of course, but the quicker the turnaround, the quicker you acquire that stable source of rental income. Over time, you can save hundreds.

Those numbers don’t lie: the future of your business’s lease signing is online.

Plus, once the lease is actually signed, you and the tenant can access documents digitally at any time. Should any questions concerning a lease’s terms come up, you (or your tenant) won’t have to dig through papers to find the answer. With most software, you can also set up automatic renewal reminders so you don’t have to reach out near the end of each term.

Note: Most property management software includes some form of digital document signing. Make sure to look for tools that allow you to create reusable leases based on the templates they have—and make sure they offer a variety of documents. This enables you to get signatures for parking addenda, pet agreements, and many other kinds of documents.

3. Maintenance Management

If there’s one thing you can count on as a landlord, it’s that you’re going to receive maintenance requests. And maintenance can be one of the most difficult parts of being a landlord, especially if you’re managing multiple units. 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, videos, descriptions, etc.), the better off you and your tenants will be when it comes to maintenance requests. The faster and more efficiently you solve maintenance requests, the more satisfied (and likely to renew) your tenants will be.

Some software can also help you to find experienced professionals in your area to handle the requests (if you don’t have your own team). It makes it easy to contact, contract, and store vendor invoices from wherever you are.

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

• How easy is it for a tenant to submit a ticket?
• Can they submit a ticket (with pictures) on 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?
• Can the software store vendor invoices and basic information?

Mobile applications are important for maintenance requests: they make it easier for tenants to submit requests and for maintenances staff to update requests on the go.

4.Tenant Screening

To get the best quality tenants possible, you need to put the work in before leases are signed. It’s important to not overlook screening, as nightmare tenants can create time-consuming problems, endless phone calls, and unexpected expenses (meaning unimpressive operational margins). Avoiding it all means an in-depth online tenant screening.

Property management software can provide comprehensive screening options for your possible tenants. Some will offer à la carte style (where you pick and choose reports) and others will offer different packages/levels of checks. At the very least, you want to make sure your reports include credit, criminal, and eviction histories—knowledge of past offenses is crucial. This will help you make data-driven decisions when you choose which applicants to approve.

One of Innago’s unique tools is its income verification capabilities. In addition to other reports, it allows landlords to prove a tenant has the regular income they claim. This provides a peace of mind to landlords that other reports simply can’t.

Note: Make sure your software is pulling credit reports from reputable providers, like TransUnion, Equifax, or Experian.

5. Tenant Communication

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. 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 secure spot, 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. 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 landlord-tenant dynamic because everything is out in the open.

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 features of property management software—rent collection, tenant screening tools, maintenance management, lease signing, tenant portal access, and user-friendly formats that just make sense. Innago was originally built for small landlords, but since our creation, we’ve made tools that are suitable for large portfolios and property management companies as well.

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.