10 Best Property Management CRM Software: Full Guide with Comparing

What is a Property Management CRM?

A CRM is generally used to manage interactions with current and potential customers. Similarly, CRM property management software helps property owners or managers develop strong relationships with both existing and prospective residents while efficiently managing daily operations.

As a centralized database, a CRM stores information about residents and prospects, allowing you to view, update, and analyze data to strengthen your connections with them. It can also function as a project management tool, keeping you focused on tasks that add value to your business and tenants.

Property management software addresses two key areas: interactions with residents and prospects. Since communication with these groups involves different processes, the CRM should enable property agents to manage both effectively.

[Related article: CRM Real Estate Meaning: How to Use CRM for Real Estate]

Here are the top CRM choices for property management. Keep reading for their detailed overview in this article:

Pipedrive

Pipedrive CRM is a user-friendly platform that is effortless to master. It is the creative web designer's secret weapon in the world of Customer Relationship Management. 

HubSpot

CRM was created ready for the modern world to help users run businesses and start selling. Moreover, it is the ultimate CRM for web designers, offering a versatile toolkit that improves client relationships.

Zoho

It is a web-based email marketing management service for small and medium businesses. It automates the entire marketing process - from managing your email marketing campaign to maintaining mailing lists.

Salesforce

Salesforce is an industry leader known for its mammoth feature set and endless customization options. The platform can adapt to any industry, from manufacturing to insurance. 

How does Property Management Software work

CRM software for property management gathers all essential resident and property information in a single location. This data helps property managers and owners understand and interact better with their residents and prospects.

Typical data stored in a CRM includes:

• Name
• Email
• Phone number
• Address
• Title
• Opportunities
• Company size
• Website and email activity

Property managers use this information to retain current residents and attract new ones, utilizing various CRM features.

Common features of CRM software include:

• Notifications and reminders
• Emailing tools
• Landing page builders
• Real-time prospect contact information
• Prospect engagement tracking
• Notes and descriptions for residents and prospects
• Metrics for email, website, and advertising engagement

Although many providers offer CRM software property management, certain features are standard. Modern property management CRMs typically use cloud hosting for management and updates, allowing access from any device with an internet connection instead of being restricted to a single machine.

CRMs are beneficial not just for sales and marketing teams but also for teams of all sizes, from solo operations to large property management companies. However, it is important to note that some CRMs may charge extra for multiple users accessing the software simultaneously.

[Related article: CRM for Real Estate Investors: 10 Best Choices]

The Significance of CRM for Property Management

The importance of the right CRM platform in property management cannot be overstated. A robust CRM system helps property managers and owners streamline operations, enhance tenant relationships, and improve efficiency. By centralizing all resident and prospect data, a CRM facilitates better communication, efficient task management, and data-driven decision-making. It also allows property managers to automate routine tasks, track maintenance requests, and manage leases more effectively. A good CRM system ultimately contributes to higher tenant satisfaction, reduced vacancies, and increased profitability.

Can these CRMs scale with my business growth?

When considering a CRM for property management, it’s crucial to assess whether the software can scale with your business as it grows. Scalability ensures that the CRM can handle increasing properties, tenants, and property data without compromising performance. Look for CRM solutions that offer flexible pricing plans, customizable features, and the ability to upgrade as your needs expand. 

A scalable and customizable CRM will support your business's growth by providing robust tools for managing more extensive portfolios, integrating with other software systems, and maintaining efficient operations even as demands increase.

Powerful CRM System

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Let monday sales CRM do the grunt work while your team stays focused on high-level tasks, such as creative projects, business strategy, and relationship building. 

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Is monday sales CRM easy to use?

Just like any other CRM out there, it has its learning curve but its user-friendly interface makes it easy for anyone on the team to use without needing any prior technical knowledge or experience.

What are the benefits of monday CRM?

You can communicate with customers, visualize and analyze customer data, and use dashboards and templates to simplify operations. monday sales CRM offers loads of scalability, enabling small businesses to run and manage any workflow.

What makes monday sales CRM unique?

monday sales CRM is a visual platform, so that's what makes it such a simple and easy tool to use for any team or organization. Teams can be overwhelmed by dealing with multiple tasks and timelines. The platform dashboards allow anyone to navigate it easily. Despite its simplicity, the platform is just as powerful.

Key Features to Consider in Property Management CRMs

When selecting the best CRM for property management, several key factors should be considered: features and functionality, ease of use and customization, integration and compatibility with existing systems, and pricing and scalability.

To get the most out of these systems, ensure the one you choose aligns with your business needs and requirements.

Cost and Scalability💰

Budget and scalability are critical when choosing property management CRM software. The cost should fit your budget while providing the necessary features and functionality.

Different companies have various pricing models, so consider the following to find a plan that suits your needs:

• Free software with limited features
• Monthly subscription fees
• Per-unit-per-month payments
• Minimum monthly fees
• Different features for different plans
• Scalability for business growth
• Legally binding contracts

Scalability is essential to ensure the CRM can grow with your business, offering plans that cater to different sizes and needs, allowing you to upgrade or downgrade as necessary.

Maintenance Requests and Work Order Tracking📊

Efficient maintenance and work order management are vital for maintaining property value and tenant satisfaction.

Consider these features when evaluating CRM solutions:

• Work order tracking: The software should allow you to create and track maintenance requests and work orders, ensuring tasks are logged, assigned, and tracked until completion.
• Communication and collaboration: Look for features that enable seamless communication and collaboration with vendors or maintenance teams, such as messaging, document sharing, and status updates.

Property and Lease Administration🏘️

Effective property and lease management are at the core of property management operations.

Your CRM should offer robust tools to streamline these processes:

• Property and unit information database: A centralized database for property and unit details, including addresses, configurations, lease terms, and documents.
• Rent collection options: Software that provides integrations with payment processors or offers built-in payment capabilities for efficient rent collection.
• Automated rent reminders and late fees: Features that automatically remind tenants of due rent and apply late fees when necessary.
• Lease renewal management: Tools for tracking lease expiration dates, automating renewal notifications, and managing the lease renewal process.

Tenant Management, Screening, and Communication Tools🔑

Effective tenant management, screening, and communication are crucial for maintaining positive relationships and minimizing vacancy rates.

Consider these features when choosing a powerful CRM solution:

• Tenant screening: Tools for conducting background checks, credit checks, and rental history verification to ensure reliable tenants.
• Tenant communication: Features that facilitate communication through various channels, such as email or text messaging, with templates and automated reminders.
• Online rental applications: Support online applications, streamlining the application review process.

Reporting and Data Analysis📈

Data-driven decision-making is critical for optimizing property management strategies.

Your powerful CRM should offer robust reporting and analytics capabilities:

• Comprehensive reporting: Pre-built and customizable reports covering key metrics like occupancy rates, financial performance, maintenance history, and tenant demographics.
• Visualizations and dashboards: Interactive charts, graphs, and customizable dashboards for easy data analysis and insights.
• Custom KPIs: Tools to define and track key performance indicators specific to your business goals.

User Experience and Interface Design🖥️

An intuitive user interface and ease of use are essential for the efficient adoption and utilization of CRM software.

Look for these features in a CRM tool:

• User-friendly interface: A clean and intuitive interface that minimizes the learning curve and ensures easy navigation.
• Customization options: Customizable fields, workflows, and layouts to tailor the software to your unique processes and preferences.
• Role-based permissions: Control access to sensitive data and functionalities based on user roles and responsibilities.
• Mobile accessibility: Mobile app availability for on-the-go management and quick response times.

Integrations and Software Compatibility🤝

Seamless integration with other software applications and compatibility with various platforms is crucial for an efficient property management ecosystem.

Integrating accounting software, rental listing platforms, lead generation, project management, and marketing tools streamline data transfer and eliminate manual entry. Open API access is a significant advantage.

Customer Support and Training Resources📞

Reliable customer support and comprehensive training resources are essential for the smooth implementation and ongoing utilization of the CRM software. Look for multiple support channels, such as phone, email, or live chat, to address issues or questions promptly. Comprehensive training materials like online documentation, knowledge base articles, video tutorials, or webinars facilitate onboarding and continuous learning.

[Related article: 5 Best CRM for Commercial Real Estate in 2024: Choose Yours!]

The top 10 property management CRM systems

Here are ten of the top property management CRM systems that offer the best value for property managers.

1. Salesforce

Salesforce is a top choice in CRM technology, ideal for property managers seeking to enhance tenant satisfaction and increase property ROI. The Salesforce platform for property management is highly adaptable, offering extensive integration options to customize the software according to your requirements. 

You will appreciate the advanced features for managing property tasks, such as filtering activities by the due date, sending emails, logging calls, and creating detailed tasks with just a few clicks. Tasks can be assigned to leads or other contacts, and priorities can be set for each task.

Tenant management is straightforward with Salesforce. Users can make notes with text, images, or links, communicate through multiple channels, and log calls without switching screens. 

Pros:

• AI-based leading CRM
• Comprehensive reporting
• Wide range of integrations

Cons:

• Salesforce has no free plan
• Steep learning curve
• Product packages can be confusing

Pricing:

Salesforce Sales Cloud:

• Starter: $25 per user per month, billed annually
• Professional: $80 per user per month, billed annually
• Enterprise: $165 per user per month, billed annually
• Unlimited: $300 per user per month, billed annually
• Einstein 1 Sales: $500 per user per month, billed annually

2. monday sales CRM

monday sales CRM is a user-friendly tool designed for teams, particularly beneficial for investors and property managers. It offers features like account management, contact management, lead scoring, email tracking, and CRM integrations. Its highly visual and customizable dashboards allow you to easily track leads and potential deals or tenants without navigating complex software.

The interface is very user-friendly, featuring drag-and-drop functionality, bright colors, and intuitive menus. The CRM’s ease of use, extensive customization options, and diverse team collaboration tools make it an excellent choice for property management teams.

Pros:

• Highly visual and intuitive interface
• Extensive customization for dashboards and collaboration tools
• Unlimited contacts, boards, and pipelines

Cons:

• It can be costly for medium to large teams
• No social media management tools
• Limited email marketing capabilities

Pricing:

• Basic: €12 per seat per month, billed annually
• Standard: €17 per seat per month, billed annually
• Pro: €28 per seat per month, billed annually
• Enterprise: contact the vendor

[Related article: How to Use Monday.com for Real Estate CRM: A Comprehensive Guide for Agents]

3. Freshsales

Freshsales CRM is a customer engagement tool designed to enhance relationships and generate leads for various businesses, especially in sales. Property managers can benefit significantly from this CRM as it helps close deals, nurture existing clients, and automate workflows to save time and effort.

The Freshsales CRM platform, being cloud-based, allows you to cut costs and enhance communication. It provides a unified solution for collaboration across your sales, marketing, and management teams, fostering new business opportunities now and in the future.

Pros:

• Multi-channel nurture campaigns
• AI-powered contact scoring
• Advanced automation features

Cons:

• Higher-tier plans can be expensive
• Lacks onboarding functionality
• Limited project management capabilities

Pricing:

• Growth: $9 per user per month, billed annually
• Pro: $39 per user per month, billed annually
• Enterprise: $59 per user per month, billed annually

4. Pipedrive

Pipedrive is created to simplify tasks for property management firms, offering an outstanding CRM platform. Its user-friendly interface and extensive features are designed to streamline deal progression in your pipeline, facilitating more property closures and fostering stronger relationships with tenants and property owners.

We recommend Pipedrive for its beneficial functionalities, such as seamless email integration, detailed contact history tracking, and customizable pipeline management tools.

Pros:

• User-friendly interface that simplifies CRM tasks
• Effective pipeline management for moving deals forward
• Customizable features adapt to specific business needs

Cons:

• Limited built-in CRM reporting compared to some competitors
• Advanced features may be available only in higher-priced plans

Pricing:

• Essential: €12 per user per month, billed annually
• Advanced: €24 per user per month, billed annually
• Professional: €49 per user per month, billed annually
• Power: €59 per user per month, billed annually
• Enterprise: €79 per user per month, billed annually

5. Zoho

Zoho is a versatile CRM that also caters to real estate agents and property managers. Zoho ensures seamless communication across multiple channels, helping you stay on top of new leads and requests from current residents. The app includes features such as project management, lead management, drip email campaigns, and integrations with other services. However, setting up the project management feature is complex and requires Zoho Projects software integration.

Zoho's high level of customization allows you to tailor the app to fit your property management needs. Its robust social media tools let you connect your Twitter and Facebook accounts to manage lead generation effectively.

Pros:

• Affordable pricing plans
• Numerous third-party integrations
• Strong lead and contact management functions

Cons:

• Customer support can be hard to reach
• Analytics and financial tools require additional subscriptions

Pricing:

• Standard: €14 per user per month, billed annually
• Professional: €23 per user per month, billed annually
• Enterprise: €40 per user per month, billed annually
• Ultimate: €52 per user per month, billed annually

6. HubSpot

HubSpot is a top choice across various industries because it offers a completely free platform with numerous tools to enhance customer experiences. While there are paid plans for those seeking advanced features, the basic free version is already quite robust.

HubSpot CRM provides essential features like opportunity management and lead generation tools, comprehensive contact management with cloud-based scalability, and the flexibility to upgrade to a paid plan whenever needed or continue using the free version indefinitely.

Pros:

• Wide range of free tools
• Includes sales, service, and marketing features
• Offers content marketing tools

Cons:

• Advanced plans can be costly
• The pricing structure can be confusing
• Starter plan lacks social media features

Pricing:

• Free plan
• Starter: $20 per month
• Professional: $890 per month
• Enterprise: $3,600 per month

7. Copper

Copper is a cloud-based CRM platform designed to work seamlessly with G Suite and Google Workspace, but it is also compatible with various other tools, making it versatile even for non-Google users. This CRM is perfect for property managers focused on generating, tracking, and managing leads and client contacts to keep properties fully occupied.

Copper features a customizable user interface and scalable options suitable for property management firms of all sizes. It boasts a wide range of features, including automated workflows, an intuitive dashboard, and no need for coding skills. With a premium plan, Copper integrates with platforms like MailChimp, HubSpot, DocuSign, Slack, and Zendesk.

Pros:

• CRM is accessible directly from your Gmail inbox
• Tools for team collaboration and productivity

Cons:

• No lead generation through landing pages, forms, or ads
• Lacks social media tracking
• The basic plan does not include integrations

Pricing:

• Starter: $12 per user per month, billed annually
• Basic: $29 per user per month, billed annually
• Professional: $69 per user per month, billed annually
• Business: $134 per user per month, billed annually

8. Keap

Previously known as Infusionsoft, Keap is a platform tailored for sales and client management. It provides an array of marketing and lead generation tools, along with a comprehensive, searchable database for leads and clients. The platform also includes detailed reports and automated task management features.

Keap offers SMS and email marketing capabilities, follow-up automation, sales pipeline and deal tracking, integrated lead conversion tools, and native apps for both Android and iOS. Additionally, it is one of the most cost-effective options available, considering the range of features it provides.

Pros:

• Comprehensive marketing and lead generation tools
• Detailed reports and automated task management
• Native apps for Android and iOS for on-the-go management
• Affordable pricing for the extensive features offered

Cons:

• Limited customization options compared to some competitors
• Customer support response times can be slow

Pricing:

• Pro: $249 per month for two users, billed annually
• Max: $329 per month for three users, billed annually
• Ultimate: $499 per month for three users, billed annually

9. Knock

Knock provides an all-in-one suite for property managers and real estate agents, offering the tools for daily operations, improving efficiency, maximizing NOI, and retaining top-quality renters long-term.

This CRM rental management system enhances marketing efforts with source attribution data, automated campaigns, and multi-channel tools. Communication with leads and tenants is seamless through text, email, or phone. Knock also supports task management with a gamified leasing experience to boost NOI and allows prospects to schedule tours, increasing tour volume. 

Pros:

• Comprehensive suite tailored for property managers and real estate agents
• Seamless communication with leads and tenants via text, email, or phone
• Intuitive and visually appealing interface

Cons:

• It is difficult to grasp all features initially
• Lack of transparent pricing information on the company's website

Pricing:

Contact the vendor for pricing details.

10. PropertyBase

PropertyBase is a high-end real estate customer relationship management system. It consolidates all your data—leads, current clients, and past customers—into a straightforward, user-friendly platform accessible anywhere. PropertyBase emphasizes ease of use, teamwork, and boosting revenue.

We recommend PropertyBase due to its comprehensive features, which include lead management, marketing automation, and property alerts. Its real estate focus makes it an ideal choice for property managers.

Pros:

• Tailored specifically for real estate businesses
• Emphasizes simplicity, collaboration, and revenue growth
• Comprehensive features 

Cons:

• Limited customization outside real estate-specific functions

Pricing:

Contact the vendor for pricing details.

How can I choose the right CRM for my needs?

There are thousands of property management software solutions that address various aspects of the business. When choosing the right app for your company, you want it to support your team best. To achieve this, we recommend thoroughly evaluating competing products to determine which features are essential for your daily tasks.

It's important to note that property management systems share many standard features with general-use CRMs. These typically include:

•  Lead management for tracking current resident information
• Cloud data storage for accessing information from any device
• Desktop and mobile apps for ease of use
• Integrated communication platforms like telephony, messaging, and email
• Dashboards and alerts for visualizing workflows
• Automated lead import from spreadsheets or other legacy CRMs
• Performance reports for each property manager

However, these standard features might not be sufficient for handling a property manager's daily activities. This is why CRM software specifically for property management has been developed. These applications provide property management teams with essential tools to offer better service to clients while simplifying their workflow.