Property management software features that streamline operations
Don’t know where to start when it comes to automating your properties’ operations? In this article, we explore what features to consider when buying property management software.
Property management companies are increasingly relying on property technology, or PropTech, to streamline their apartment operations. This is because, in today’s age, software tools are useful in helping to attract, engage, and retain residents – all while saving operators time and resources.
For example, software solutions can effectively automate responsibilities like property marketing, rent collection, utility accounts payable and billing, and more. By streamlining these processes, operators enjoy less manual time and labor spent on automatable tasks, while simultaneously protecting and even building net operating income (NOI).
You may wonder where to begin searching for the right software solutions. Here are a few key features we recommend when researching property management software.
Some of the most valuable property management software features to look out for are:
- Operations features like integrations and rent collection
- Resident experience and engagement features
- Property marketing features like lead and reputation management
We’ll dive into each of these categories in the article below. But first, it’s important to understand the distinction between add-on property management software tools – like the ones listed above – and accounting software.
Already familiar with the features of property management software? Schedule a demo to explore how Zego can make your management tasks smoother and more efficient by automating critical tasks like rent collection, utility management, and more.
Simplify your multifamily operations
Accounting software provides control and visibility over your general ledger, receivables, payables, budgets, and more. It is the central software system for your entire property and the foundation of any best-in-class tech stack. All additional technologies you introduce into your properties’ workflows will need to integrate with your accounting software.
Property management software is added to your tech stack to help further streamline areas of operations such as collections and marketing. These digital tools take the form of community apps, payment systems, and data tracking programs, to name a few.
Together, a high-functioning tech stack consists of a two things – a robust accounting software foundation paired with seamlessly integrated property management software solutions.
Key property management software features to consider
Once you have established your accounting software, you can begin researching the best property management tech for your needs. We’ve compiled a list of our recommendations for the best factors to look out for when building your tech stack.
Before we begin, we’d like to note that while Zego does play in the PropTech space, this is not a guide to the Zego platform. Rather, this article is meant to provide a comprehensive view of different solutions available within the property management software space.
With that said, let’s dive in!
What property operation features to look for:
Streamlining operations is a top function to keep in mind when looking to adopt new property management software. By automating manual processes, operators can cut costs, alleviate staff strain, and open up revenue streams.
The following property management software features are worth considering when shopping for operational solutions.
As previously discussed, accounting software is the cornerstone of your tech stack. It is the fundamental platform for your key business operations and acts as the foundational layer of tech that all your best-in-class solutions will integrate with.
Understanding your accounting software integration capabilities is crucial. Anyone can claim to integrate with your property management system, but the nuts and bolts of the integration can make or break your user experience. A poorly built tech stack will be non-functional, costly, and counterproductive.
Avoid the headache of a broken system and unhappy residents by ensuring your property management software integrates seamlessly from the get-go.
One of the most useful features a property management software can offer is streamlined resident payments. A solid payment platform converts renter payments to digital transactions that operate seamlessly with your accounting software.
This allows you to easily manage and track collections across your properties. Additionally, by eliminating paper payments from your operations, you mitigate issues like check fraud, lost payments, and paper check processing costs.
To build onto the value of streamlined collections, property managers can choose a software solution that offers additional capabilities. For example, some software packages provide features like automated push notifications to remind residents of upcoming bills, thus reducing delinquent payments.
Although most rent collection services offer a range of convenient payment methods for renters, some software vendors stand out by providing more flexible payment options than others. Be sure to do your research to secure a payment system that meets the specific needs of your properties.
Safeguarding your revenue is just as important as streamlining collections. The right property management software should provide robust protection against common payment issues like chargebacks, NSF (non-sufficient funds) returns, fraud, and transaction errors.
Look for a software solution that covers all digital payments. That includes whether residents use ACH/bank transfers, credit cards, or debit cards. Integrations such as balance verification, chargeback defense, and automated bank account authentication are valuable features that should be included in any advanced revenue protection service.
Ultimately, property management software focused on safeguarding revenue should not only secure payments but minimize the risk of potential financial losses.
Rent protection services should include:
Applications that ease the communication gap between operators and renters go a long way in impacting resident satisfaction. These systems can further lift strain off of on-site teams by automating repetitive tasks such as rent reminders and lease renewals. And with some softwares offering survey capabilities, you can receive feedback directly from renters answering your questions through their phones.
In fact, in a survey of 1,000+ multifamily renters, respondents overwhelmingly agreed that they preferred tasks like “community surveys” and “community updates & alerts” to be handled digitally.
A comprehensive reporting and tracking system is essential for making data-driven decisions and optimizations. You can track trends and identify cost-saving opportunities across your portfolio by leveraging programs that integrate property invoices and payment details into your accounting software.
Business intelligence (BI) tools can take this functionality further by offering detailed property-level insights. Look into data such as resident behaviors, utility usage trends, and transaction details to improve retention rates and performance across your portfolio.
Customizable reports also allow you to drill down into the insights that drive your next steps, ultimately empowering you to make smarter decisions for your business.
What resident experience and resident engagement features to look for:
When selecting property management software, resident experience and engagement features are crucial for improving retention and satisfaction. Enhancing the resident experience through software solutions helps improve community satisfaction and strengthen resident relationships to reduce turnover and the costs associated with it.
Below, we cover a few essential resident experience and engagement features to consider when buying property management software.
Streamlining the move-in process is key to enhancing resident satisfaction from the very start. By offering incoming residents access to select app features prior to moving in, you simplify their onboarding and encourage early engagement with your community. A fully digital, trackable move-in experience also ensures critical tasks—such as transferring utilities—are completed ahead of time. This saves staff hours and reduces stress for new residents.
Lease renewals are equally important. Automating the lease renewal communication flow makes it easier for residents to review offers, contracts, and e-sign documents seamlessly, boosting retention rates. With some property management software, the entire lease renewal process—from pricing offers to e-signatures—can be handled efficiently in one application.
There are software tools that assist with move-outs as well. When it comes to challenges like refunding security deposits at the end of a lease, hiccups from manual management can result in delayed payments and unhappy residents. Secure resident payout services can streamline that process and help property managers work through complex calculations and legal hurdles. On the topic of calculations, property management software can also assist with compiling final utility charges.
Move-out tools, on the whole, ensure that cash flows without delay while offering transparency and convenience to both renters and operators throughout the process.
Maintenance is a crucial element of resident satisfaction. Giving residents an easy way to submit maintenance requests improves their overall experience. With a mobile work order app, residents and apartment operators can benefit from ease of use and transparency.
While residents submit and track the status of their requests, on-site staff can manage work orders through a web portal. Detailed requests, complete with photos, are automatically sent to associates, ensuring nothing gets overlooked. Admins can view all work orders on a dashboard, allowing them to address maintenance needs and track progress.
Overall, maintenance request integrations within property management software drives faster resolutions and enhances resident satisfaction.
Building a sense of community is key to retaining residents, and fostering friendships can significantly impact their decision to renew their lease. Research shows that residents who don’t feel connected to their neighbors are more likely to leave when their lease is up, while those who have formed friendships are much more likely to stay.
Hosting regular resident events that encourage connection, such as a virtual bulletin board or RSVP-enabled gatherings, can strengthen these ties and create a more welcoming environment. Property management software can also help keep track of important milestones in residents’ lives. Recognizing personal and community milestones nurtures a stronger sense of belonging, increasing satisfaction and engagement across your properties.
Need help coming up with resident event ideas?
We have created a 2025 Community Event Calendar chock-full of unique and seasonal community get-togethers. You can download the calendar for free, and easily promote your events with our complimentary Instagram story pack!
Offering residents the ability to build their credit scores by reporting rents is a powerful pay incentive that benefits both residents and property managers.
Renters who opt in can see significant improvements in their credit, as reported in a TransUnion study. This software feature is especially valuable for renters with low credit scores or nonexistent credit history. Residents can take advantage of credit-building opportunities at no additional cost, and rent payments are automatically reported to major credit bureaus.
For property managers, rental credit reporting encourages online and on-time payments and can even attract prospective new residents.
Flexible rent payment options offer a level of convenience that significantly impacts resident satisfaction. Allowing residents to pay rent in installments gives them greater control over their funds and actually works to mitigate pay delinquency.
Renters can avoid late fees while property managers receive rents in full and on time at no extra cost. Because of this, flexible rent is a valuable pay integration to consider when buying property management software. You can reduce the time staff spends on collections while giving residents the option to manage their finances on their terms.
What marketing features to look for:
When evaluating property management software, consider looking for marketing features that help to attract and retain residents or enhance your community’s reputation. The right software tools can streamline lead generation, track online reviews, and even engage residents with the surrounding neighborhood.
By leveraging these features, property managers can foster stronger connections with residents and the local community, drive engagement, and build a more efficient and attractive property.
- Reputation management
Property management software can assist with reputation management in a number of ways. One example is driving online reviews. Digital tools can push review requests to residents via email, push notifications, or SMS. And considering that 70% of online property reviews are positive, owners and operators should definitely encourage their tenants to share their feedback online.
By leveraging technology to improve your property’s ratings on review platforms, you can attract new renters while simultaneously boosting your community’s online presence.
- Lead management
Effective lead management software streamlines the leasing process by automating interactions with prospective residents.
Digital tools engage prospects throughout the lead funnel via chatbots, email, and text, and promote timely communication and follow-up. With automatic updates on follow-up actions taken by leasing agents, property managers can easily track engagement and identify which leads require additional attention.
Lead management software also simplifies the onboarding experience by making it easier for prospects to submit necessary documents and complete lease executions. Features like virtual apartment tours allow prospective renters to explore properties from anywhere.
Ultimately, an ideal lead management software improves conversion rates and efficiency, frees up staff time, and enhances the user experience for prospects and new renters.
Customizable content tiles within community apps are a great property management software feature to handle marketing updates. These tiles can highlight community-specific initiatives, FAQs, and important updates while providing a user-friendly interface for residents.
Property managers can create and display tailored content such as event calendars, amenity lists, and local business promotions. With this software, residents can easily access information about events, services, and amenities without overwhelming staff.
Whether showcasing community highlights or providing essential operational updates, content tiles are a powerful marketing feature that contributes to a connected and satisfied property community.
- Online lease management
Lease executions can be made simple with property management software tools. These solutions may provide eSignature capabilities, key date tracking automation, digitized lease documents, and compliance and accounting support.
A digital marketplace is a great feature to consider when buying property management software. Residents can access a digital marketplace to enjoy exclusive promotions and discounts from local businesses and national service providers.
This feature enhances the resident experience by providing access to in-demand perks and services, such as discounts on fitness memberships, home cleaning, and grocery delivery, all directly within the community app. By showcasing local deals, property managers foster a sense of community and connection.
From a marketing standpoint, showcasing exclusive deals for the community drives demand among prospective renters and strengthens loyalty with current residents. This not only elevates the overall living experience but also supports local businesses, creating a win-win scenario for everyone involved.
Choosing the right property management software features for you
As you consider property management software options, look at how each feature aligns with your specific operational needs. You should also think about the experience you want to provide for your residents. Key features such as seamless integrations, efficient rent collection, robust resident communication tools, and effective marketing capabilities can significantly streamline operations, save valuable time, and boost overall efficiency.
By automating routine tasks and simplifying processes, property management software not only alleviates staff strain but also enhances resident satisfaction, ultimately leading to higher retention rates and improved net operating income (NOI).
Explore Zego’s innovative suite of software solutions
Zego’s property management software offers a comprehensive suite of features designed to support your goals. We can support you through everything from automating daily tasks to fostering community engagement. Explore Zego’s innovative software solutions today and discover how we can help you streamline your processes and enhance the resident experience.
Using property management software at your communities
With Zego, our automations enable clients to go 100% digital with resident payments, completely offload utility management, and run on-site operations like package management, work orders, and lease renewals through a modern mobile app. With property management software, get more done with less effort.