Deciding when to switch to new property management software is a big call. One day you’re managing fine, and the next you’re spending more time tracking down lost work orders and correcting accounting errors than talking to owners and residents. If your daily operations feel like you’re constantly patching holes, it might be time for a change.
This post walks through the key factors to consider when you’re ready to find a platform that works for you, not against you. We’ll cover everything from mapping your core workflows and planning the data migration to evaluating the total cost and making sure your team is set up for success.
Do You Actually Need to Switch? A Quick Gut Check
Switching property management software can be a tough call. You’ve built routines around your current system, and any change can feel disruptive. But sometimes, the friction in your daily operations is too hard to ignore.
Take a moment for a quick gut check. Are work orders getting lost in email chains? Do you find yourself manually tracking rent payments or wrestling with spreadsheets to calculate late fees?
When double-entry errors creep into your accounting and you’re scrambling to get owner statements out on time, the signs are there. Your team may be spending more time on data entry than on building relationships with residents and owners.
If you’re nodding along to more than one of these pain points, it may be time for a change.
Once you recognize that it’s the right time to switch, there are several factors you should carefully consider to make a successful transition. These start with knowing which core capabilities your new property management platform needs to handle.
1. Mapping Out Your Core Workflows
Your next property management platform should support every part of your daily operations, from leasing to accounting to maintenance. Before you start looking at demos, it’s helpful to map out the core workflows that keep your business running.
Maintenance Intake to Vendor Pay
A complete maintenance workflow tracks a request from the moment a tenant submits it to the final payment to your vendor. When these steps are disconnected, you can lose track of work orders, which leaves residents unhappy.
An integrated process connects every stage. For example, Buildium’s maintenance workflow lets tenants submit requests, which you can then convert to work orders, assign to vendors, and turn into payable bills, all without re-entering information.
Payments, Trust Accounting, and Owner Statements
Rent collection is the financial engine of your business, but it’s more than just accepting online payments. Your property management platform should also handle trust accounting requirements and automate owner distributions.
Look for a system that automates the entire payment cycle. You should be able to both process online payments and also post them to the correct ledgers, which helps you follow trust accounting rules and reconcile your accounts. Keep in mind that trust accounting requirements vary by state, so consult with a legal professional for compliance.
Leasing and Applicant-to-Resident Flow
The leasing process covers everything from listing a unit to moving in a new tenant. Your property management software should syndicate listings, collect applications, support screening, and handle lease signing.
When these tools are connected, you can move applicants through the process faster. This includes the ability to syndicate listings across popular sites and handle applications efficiently. The entire applicant-to-resident flow should happen in one place.
Reporting Owners Actually Read
Your owners want clear, professional reports that show how their investments are performing. Generic accounting reports often create more questions than answers. You need property-specific reports that speak their language.
The right property management platform gives owners self-service access. An owner portal, for example, lets owners view financial reports in real-time, including balance sheets and income statements from any device, which helps build trust and transparency.
2. Mapping Out Your Migration Plan
Understanding these core workflow requirements is the first step. Next, you’ll need to think about what the actual software migration will look like for your business.
With a clear plan, you can switch property management software without disrupting your business. A structured approach helps minimize the risk of losing data or interrupting your cash flow.
Data You Can Move vs Rebuild
Not all of your data will migrate in the same way. It’s helpful to know what information usually transfers cleanly and what might need to be rebuilt in the new property management platform.
| Data Type | Usually Migrates | Often Rebuilt |
|---|---|---|
| Tenant info | Yes | Custom fields |
| Lease terms | Yes | Historical notes |
| Financial records | Current year | Prior years |
| Maintenance history | Active items | Closed tickets |
Most migrations focus on the active data you need for daily operations, such as current tenant information and active leases. Historical records, such as closed work orders or financial data from previous years, may stay in your old system for reference.
Avoiding Cash Flow Disruption
Timing your software transition around your rent cycle is one of the best ways to prevent payment issues. A good practice is to set up your new payment processing accounts early in the process.
Plan your cutover between major billing and disbursement cycles (e.g., after rent collection and before owner distributions), avoiding period-end closes. Software with dedicated onboarding consultants can help coordinate this timing, making sure your accounts are ready before you need them.
Timeline by Portfolio Size
The timeline for a software migration often depends more on the cleanliness of your data than your unit count. Still, you can use your portfolio size as a general guideline.
- Under 50 units: Typically 2-3 weeks
- 50-200 units: Usually 3-4 weeks
- 200-400 units: Generally 4-6 weeks
It’s always a good idea to plan for some buffer time. An easy, well-planned software transition is better than a rushed one that creates problems.
3. Training and Onboarding for Your Team
A successful software transition depends on your team’s ability to adopt the new property management platform. Even the most capable system won’t help if your staff finds it difficult to use.
What Effective Onboarding Includes
A professional onboarding process should include data migration support, role-based training sessions, and access to a test environment where your team can practice.
When you go live, you’ll want to have support available to answer questions. For example, Buildium’s onboarding process pairs you with specialists who understand your portfolio, and Buildium Academy offers self-paced video tutorials for ongoing learning.
Role-Based Training and Day-One Tasks
Different roles on your team have different needs. Your property manager will focus on reporting and owner communication, while your maintenance coordinator needs to manage work orders.
Training should be tailored to each person’s daily tasks. Look for role-based permissions which gives everyone on your team their own login with permissions set for their specific role (availability of unlimited users depends on plan/portfolio). This reduces confusion and helps everyone focus on what’s important for their job.
4. Integrations and API Access That Match Your Needs
Once your team is comfortable with the new property management platform, you can start connecting it to the other tools you use. Your new property management software should connect with your existing tech stack, not force you to start from scratch.
Plug-and-Play vs Custom
Pre-built, or plug-and-play, integrations are the simplest way to connect with other applications. These are often found in a marketplace and allow you to sync data with just a few clicks.
For more specific needs, an open API gives you the flexibility to build custom connections. Buildium Marketplace offers plug-and-play integrations with partners such as Tenant Turner® and HappyCo®, while its open API allows you to create your own integrations.
Data Ownership and Exports
You should always have control over your data. Before switching property management software, check that you can easily export your information.
An open API can give you even more control, allowing you to pull data programmatically for backups or custom reports. With an open API, you have programmatic data access for integrations and portability, so you can confirm data export options for your needs.
5. The Owner and Resident Experience
Beyond your internal tools, it’s important to consider how a software transition will impact your residents and owners. Switching platforms is an opportunity to improve the resident experience and give owners more transparency.
Portals, Mobile Apps, and Self-Service
Residents and owners expect the convenience of self-service tools. They want to be able to pay rent, submit maintenance requests, and access documents without having to call your office.
A resident portal with a dedicated mobile app makes this possible. This central hub lets residents manage their accounts from any device, which can lead to higher satisfaction and better communication.
Communications and Transparency
Automated updates can help build trust with both residents and owners. When a resident receives a confirmation that their maintenance request was received, it gives them peace of mind.
Similarly, when owners can see real-time financial performance through their owner portal, it reduces the need for back-and-forth emails. Transparency in your operations shows that you’re organized and professional.
6. Data Protection and Backups
As a property manager, you handle sensitive personal and financial information. That’s why security and reliability should be at the top of your checklist when switching property management software.
Look for a property management platform that uses bank-level encryption to protect data. It’s also a good sign if the software provider is SOC 2 compliant, which means they follow strict security practices.
Regular data backups are also important. They can help you recover from accidental deletions or other issues.
7. Calculating Long-Term Costs and Constraints
Security is one part of the equation, but you also need to understand the full cost of the property management platform as your business grows. It’s important to look at the complete pricing model to avoid surprises down the road.
Users, Storage, and Permissions
Some property management platforms charge per user, which can become costly as your team grows. Look for a provider that offers unlimited users, so you don’t have to worry about additional fees as you hire more staff.
Unlimited data storage is also a valuable feature. Ideally, the software shouldn’t cap the number users, but specific limits may vary by plan, so do your research and add team members and files accordingly.
Payments Fees and Revenue Levers
Online payment processing fees can also add up. It’s helpful to find a property management platform that gives you flexibility in how these are handled.
Some platforms may also offer opportunities to generate new revenue. The platform should allow property managers to add administrative fees for valuable and convenient services such as property insurance. Even if you choose not to implement fees for every service, it helps to have these potential sources of revenue available to your business.
8. Finding a Platform that Supports Business Growth
As your property management company grows, your needs will change. The right property management platform should be able to adapt with you, whether you’re adding new property types or expanding your services.
Mixed Portfolios and New Revenue
Many property managers oversee a mix of rentals and community associations. A property management platform that supports mixed portfolios allows you to manage everything in one place.
As you look to grow, you may also consider adding new service offerings. Your property management platform should be able to support these new services without requiring complicated workarounds.
Analytics and Benchmarks
Making data-driven decisions can help you spot opportunities for growth. Look for a property management platform that offers analytics and insights into your property performance.
For example, Buildium’s Analytics Hub lets you track your key metrics and compare them to industry benchmarks. This can help you identify areas where you can improve your operations and profitability.
Ready to Switch Without the Headache
Choosing to switch property management software is doesn’t have to be a painful process. By carefully evaluating these key factors, you can find a property management platform that not only solves your current challenges but also supports your future growth. A thoughtful software transition sets your business up for greater efficiency and better service.
Remember:
- Assess your current pain points honestly before committing to a switch.
- Prioritize property management platforms that handle your core workflows end-to-end.
- Choose a software provider with professional onboarding and proven migration support.
- Look for transparent pricing with room to grow.
When you’re ready to see how a new system could button up your operations, you can test out Buildium with a guided demo or by signing up for a 14-day, free trial.
Frequently Asked Questions About Switching Property Management Software
How long does a typical switch take for smaller to mid-sized portfolios?
A typical software migration for a portfolio of this size can take anywhere from four to eight weeks. The timeline often depends on how clean and organized your data is.
Do I Need to Run Dual Systems During Cutover?
Running both your old and new systems in parallel for a short period can be helpful for larger portfolios. It allows you to verify that everything is working correctly before you fully make the switch.
Will Online Payments or Owner Draws Be Disrupted?
With proper planning, you can avoid any disruptions to your payments. It’s a good idea to set up your new vendor accounts early and communicate any changes to your residents ahead of time.
What Data Usually Migrates, and What Doesn’t?
Generally, your active data—such as current tenant information, active leases, and property details—will migrate. Historical data, such as closed work orders, may need to be archived separately.
How Should I Time the Switch Around Rent Cycles?
Schedule your cutover between billing cycles (e.g., after rent collection and before owner distributions), avoiding month/quarter/year-end closes. This timing avoids the busy rent collection period at the beginning of the month and owner distributions at the end.
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