10 Mistakes to Avoid While Choosing Your Property Management Software

property management

Property management mistakes are more than inconveniences. They can affect your relationships with owners, tenants, and vendors. The smallest mistakes can have a major impact on your finances. 

One of the biggest challenges for property managers is learning to juggle all the crucial balls at once. There is always something to do, from regular maintenance to navigating the details of a lease renewal and getting new tenants. 

Working with the right property management software can make things easier for you. It can help you abide by industry regulations and minimize errors. Here are a few mistakes to avoid when picking your property management companies. 

1. Failure to Understand Your Goals

Before software implementation, you have to be clear about your needs and expectations. What processes do you really want to automate? How quickly do you hope to see results? Since all property management companies are different, it is impossible to find software that works for everyone. 

Define your goals before beginning your search for property management software. You may have trouble finding the right tools if you don’t have a clear idea of what you want. Clarify your automation expectations and find a company that can meet them. 

2. Ignoring the Need for Scalability

As your business grows, it may generate more workload and data. The property management software you choose should meet your current and future business needs. If your software can’t scale properly, you may need to replace it when you have higher data levels. 

Pick software that can grow along with your business. That way, you won’t need to waste time and money on new options as your business grows. 

3. Ignoring Staff Training

Property management automation may not function smoothly if your staff isn’t trained. Your employees should know how to operate the different features and tools. They should know the role of the software to meet and deliver your company objectives. 

Training is essential if they don’t know how to use the software or don’t understand why it is important. Ignoring employee training is setting your business up for failure. It can reduce the productivity and efficiency of your team. 

A HuffPost study suggests that employee training can increase your profit margin by up to 24 percent. It benefits your employees just as much as your business. 

4. Improper Data Migration

improper dataBefore you implement new software, you must migrate your previous data into the new software. The process demands a level of data conversion for appropriate use on other platforms. 

However, about 38 percent of data migrations are unsuccessful. This may fail because of poor source data or improper data conversion processes. Improper data migration leaves your software susceptible to errors. Consider outsourcing the business process to make sure that your data is successfully migrated to the new platform. 

5. Focusing Solely on Software Features

Software features are essential, but they aren’t everything. After determining your tech goals, you must go on to choose the appropriate tools. Your choice of software determines the success of your automation. 

In addition to the features of your software, you also need to consider scalability, maintenance, and troubleshooting. Check the provider’s website to find out if the software is compatible with your business. 

6. Failure to Customize the Software 

The best rental management software is customized to meet the specific needs of your business. While off-the-shelf rental management software may work, it doesn’t address your specific needs.

 About 90 percent of ERP implementations have an element of customization. Third-party integrations and software customizations make it possible to leverage features from a variety of platforms. If your property management solution isn’t customized, its features may not align with your business processes. 

7. Skipping Maintenance and Regular Upgrades

No matter how amazing your residential property management software may be, it needs regular maintenance. Automation is a continuous process, and it needs regular maintenance and upgrades. You need frequent checkups to make sure that the software is still compatible with your objectives. 

Maintenance eliminates malfunctions and errors. It improves existing features, corrects bugs, and eliminates unnecessary functions. Property management software maintenance helps you stay on top of trends and improve efficiency. 

8. Avoiding Re-Engineering of Processes

Because of its nature, the real estate industry hasn’t been great at taking advantage of new technologies. Using property management software is one of the best ways to streamline your processes and promote automation. Changing from manual to digital data entry, for example, will make it easier to feed information into your software. 

Failure to re-engineer your processes limits your ability to take advantage of real estate automation. Keep an open mind and take advantage of technology. This tip will play a major role in promoting the successful implementation of property management software. 

9. Basing Your Decision Solely On Price

While the price of your business management software is important, it shouldn’t be your only consideration. The most affordable option isn’t necessarily the best. Usually, you get what you pay for. The best option gives you the best value for your money. 

10. Moving Too Quickly

The process of picking a new PMS can be long and complicated. After understanding your needs, it is time to evaluate different contenders and find out what they have to offer. 

You may be tempted to expedite the process by skipping some processes. While you might save time, you may lose a lot of money. Give yourself enough time to go through all the processes and make an informed decision. If necessary, delay your decision until you find the right fit. 


As a business, you have to make decisions every day. One of the biggest ones is picking property management software to work with. The right PMS can improve productivity and efficiency. It can improve employees’ morale and improve your relationship with tenants and property owners. 

Several mistakes could reduce your ability to make the most from your property management software. They include skipping maintenance, failure to customize the software, and failure to understand your goals. Avoiding the mistakes could save you time and money. 

The views expressed in this article are those of the authors and do not necessarily reflect the views or policies of The World Financial Review.