Best Apps for Small Landlords

Key Takeaways

• Small landlords need software that simplifies lease tracking, tenant records, and maintenance requests.
• The best tools focus on landlord operations without unnecessary features for large portfolios.
• TenantFlow, RentRedi, and DoorLoop are top contenders for landlords with 1–20 units.
• Look for software with e-signature support, document storage, and financial reporting.
• Avoid platforms with steep learning curves or features you won’t use.

Why Small Landlords Need Property Management Software

Managing a small rental portfolio—say, 1 to 20 units—requires organization. You need to keep track of leases, tenant records, maintenance requests, and financials. Spreadsheets and email chains only work for so long. Eventually, you’ll need dedicated software to stay on top of everything.

Property management software for small landlords should focus on simplicity and affordability. You don’t need a platform designed for large property managers with hundreds of units. Instead, look for tools that help you streamline your workflow without overwhelming you with features you’ll never use.

For example, a good property management app should let you:

• Draft and e-sign leases with ease.
• Store tenant records, including emergency contacts and lease histories.
• Track maintenance requests from submission to completion.
• Generate financial reports for tax season.

These features help you stay organized and save time, so you can focus on growing your rental business.

TenantFlow: The Landlord-Only Solution

TenantFlow is designed specifically for landlords who manage their own properties. It focuses on helping landlords organize their records, leases, and maintenance requests without facilitating rent payments or offering a tenant app. Tenants exist as records owned by the landlord, not as users.

One of TenantFlow’s standout features is its lease lifecycle management. You can draft leases, e-sign them using DocuSeal (on the Growth and Max tiers), and store them securely. The software also tracks lease renewals, terminations, and move-in/move-out inspections, ensuring you have a complete record of each unit’s history.

Tenant records in TenantFlow are detailed but simple. You can store contact information, lease history, emergency contacts (such as a local relative or friend), and document attachments—all in one place. This makes it easy to access tenant information when you need it, whether for maintenance coordination or lease renewals.

For maintenance requests, TenantFlow allows you to track submissions, assign vendors (e.g., plumbers or electricians), and log completion timestamps. This ensures nothing falls through the cracks and helps you maintain a well-kept property.

Finally, TenantFlow’s financial reporting features let you generate income and expense reports, categorize transactions, and export tax-ready documents. This is invaluable during tax season or when you need to provide financial statements to lenders or investors.

RentRedi: Tenant-Facing Features for Small Landlords

If you’re looking for a property management app that includes tenant-facing features, RentRedi is worth considering. Unlike TenantFlow, RentRedi offers rent payment processing, tenant credit reporting, and applicant screening flows.

RentRedi’s app allows tenants to meet their rent obligations and submit maintenance requests directly through the platform. This can save you time by reducing phone calls and emails from tenants. The platform also provides credit reporting, so you can track tenant payment history and screen new applicants more effectively.

However, RentRedi’s focus on tenant features means it may not be the best fit for landlords who prefer a more landlord-centric approach. If you don’t need rent payment processing or tenant apps, TenantFlow might be a better choice. For more details on RentRedi vs. other platforms, check out our article RentRedi vs DoorLoop: Costs & Features for Landlords.

DoorLoop: All-in-One for Small to Mid-Sized Landlords

DoorLoop is another strong contender in the property management software space. It offers a balance between landlord and tenant features, making it suitable for small to mid-sized landlords.

DoorLoop includes lease management, tenant screening, maintenance tracking, and accounting tools. It also offers an app for communication. This makes it a versatile option if you want a mix of landlord and tenant features in one platform.

One of DoorLoop’s standout features is its accounting tools. The software includes an income and expense tracker, bank reconciliation, and financial reporting. This can help you stay on top of your finances and prepare for tax season.

However, DoorLoop’s pricing can be a bit higher than some competitors, especially for landlords with smaller portfolios. If you’re managing just a few units, you might find the cost prohibitive compared to more affordable options like TenantFlow.

Buildium: Scaling Up for Larger Portfolios

What is Buildium?

While Buildium is designed for larger property managers, it’s worth mentioning if you’re a small landlord planning to grow your portfolio. Buildium offers robust features for managing multiple properties, including lease tracking, maintenance requests, accounting tools, and tenant apps.

Buildium’s strength lies in its scalability. If you’re managing dozens or hundreds of units, Buildium can handle the complexity with ease. However, for small landlords with just a few units, Buildium might be overkill.

Pricing and Features

The platform’s pricing is also higher than some competitors, and it includes features you may not need as a small landlord. If you’re just starting out or managing a small portfolio, TenantFlow or RentRedi might be more cost-effective options.

Zillow Rental Manager: Free but Limited

What is Zillow Rental Manager?

Zillow Rental Manager is a free tool that helps landlords list their properties, screen tenants, and manage leases. It’s a good option if you’re just starting out and need a simple way to manage your rentals.

Zillow Rental Manager allows you to create listings, collect applications, and screen tenants using credit reports. It also includes basic lease management tools, so you can track leases and tenant information.

Limitations

However, Zillow Rental Manager’s features are limited compared to dedicated property management software. For example, it doesn’t offer robust financial reporting or maintenance tracking. If you need more advanced features, you might want to consider a platform like TenantFlow or RentRedi.

How to Choose the Right Property Management App

Choosing the right property management app depends on your specific needs as a landlord. Here are some factors to consider:

1. Features: What do you need the software to do? Look for tools that offer lease management, tenant records, maintenance tracking, and financial reporting.

2. Pricing: Consider your budget. Some platforms offer free or low-cost options, while others have higher monthly fees.

3. Ease of Use: The software should be user-friendly and easy to navigate. Avoid platforms with steep learning curves.

4. Landlord vs. Tenant Focus: Decide whether you prefer a landlord-centric tool like TenantFlow or a tenant-app platform like RentRedi.

5. Scalability: If you plan to grow your rental portfolio, choose software that can scale with you.

By considering these factors, you can find the right property management app to streamline your rental business.

Top Apps for New Landlords

If you're new to property management, it's important to choose an app that simplifies your workflow. For more insights, check out our article on 5 Top Apps for New Landlords. This guide provides a detailed comparison of the best apps for first-time landlords, helping you make an informed decision.

Top Apps for DIY Landlords

For landlords who prefer a hands-on approach, managing their properties themselves is often the best way to ensure everything runs smoothly. If you're a DIY landlord, be sure to read our article on Top 5 Apps for Landlords. This guide highlights the top apps that cater to DIY landlords, offering features that streamline property management tasks.

FAQ

What is the best property management app for small landlords?

The best property management app depends on your specific needs. TenantFlow is a great option for landlords who want a landlord-centric tool with lease management, tenant records, and maintenance tracking. RentRedi is better if you need rent payment processing and tenant apps.

Can I use property management software for free?

Some platforms, like Zillow Rental Manager, offer free tools for listing properties and managing leases. However, these tools often have limited features compared to paid software like TenantFlow or DoorLoop.

How do I choose between TenantFlow and RentRedi?

TenantFlow is ideal if you want a landlord-centric tool with lease management, tenant records, and maintenance tracking. RentRedi is better if you need rent payment processing and tenant apps. Consider your specific needs when making a decision.

Related reading: Top Remote-Friendly PMS for Landlords.

What are the key features to look for in property management software?

When choosing property management software, look for features like lease management, tenant records, maintenance tracking, and financial reporting. These features help you stay organized and save time, so you can focus on growing your rental business.

How do I ensure the software is user-friendly?

To ensure the software is user-friendly, look for platforms with intuitive interfaces and minimal learning curves. Avoid software that requires extensive training or has complex features you won’t use.

Can property management software help with tax preparation?

Yes, many property management apps offer financial reporting features that can help you prepare for tax season. Look for software that provides income and expense tracking, categorization of transactions, and export capabilities for tax-ready documents.