10 Modern Technologies Property Managers Should Use that can Improve Rental Property Business



The Insider @ Houst
Last updated on
August 30, 2023

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10 Modern Technologies Property Managers Should Use that can Improve Rental Property Business

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Being a landlord means constantly pulling in multiple directions, juggling various responsibilities daily. From attending to tenant requests and managing essential business documentation to effectively marketing your properties to attract new tenants – the workload can quickly become overwhelming, especially without the right rental property technology.

But don’t worry, as today; we're here to guide you through seven ingenious ways to leverage rental property technology. Doing so can save valuable time, streamline your entire business operations, and, ultimately, secure more high-paying tenants. It's time to bid farewell to stress and embrace a more profitable future for your rental property business. In this blog, we’ll explore 10 modern technologies property managers should use.

Table of Contents

Embracing property management technology not only eases your workload but also leads to many benefits that cater to your tenants' desire for simplicity, convenience, safety, and comfort. After all, it's all about enhancing their lifestyle, which ultimately contributes to the success of your property management business.

The advantages extend beyond just the tenants; your staff and property owners also stand to benefit greatly from these technological upgrades. Moreover, integrating such advanced solutions can open new revenue streams, presenting exciting growth and expansion opportunities. With the latest technology, your property management company can undoubtedly up its game and stay ahead in the competitive market.

Looking forward to 2023, envision how these improvements in property management technology can elevate your mastery of the field. Here are some key aspects to consider:

The use of mobile and cloud based apps assisting in Property technology and assisting with rental properties.

1. Property Management Apps

Cloud-hosted software apps have revolutionised the property management landscape, offering many simple, cost-effective, and robust management tools that elevate tenant service and overall management capabilities.

As we venture into the year, many property management apps are available. Many apps seamlessly integrate into comprehensive property management platforms like ManageCasa, providing a centralised hub for all your management needs.

2. Smart Security Enhancements

Enhancing security is undoubtedly a top priority for apartment building and multifamily managers. The fear of crime among tenants can significantly impact their perception of your rental properties' value and desirability. By integrating smart security apps, you can instil confidence in your tenants, reduce property damage, and effectively deter unwanted individuals from accessing your properties. These improvements translate to positive outcomes for your investment's bottom line.

One such powerful app that proves beneficial not only for landlords and property managers but also for tenants is "Bsafe." This app is a personal protection tool, providing peace of mind for all parties involved. The voice-activated functionality, accessible through smartphones, ensures quick communication and notification during critical situations.

For tenants and their children, Bsafe can be a life-saving tool, allowing them to alert others promptly in emergencies or unsafe situations. By empowering your tenants with such an app, you demonstrate your commitment to their safety and well-being, fostering a sense of trust and loyalty towards your rental properties.

Incorporating Bsafe into your security measures not only boosts tenant satisfaction but also reinforces the overall security of your properties. The app's ability to facilitate rapid responses and real-time communication can thwart potential incidents and protect your investment from potential damages.

3. Tenant Communications Aids

Tenant communication is now more critical than ever, and it has emerged as one of the top priorities for landlords and property managers. Efficient, consistent, and professional communication is pivotal in enhancing responsiveness and service quality, particularly in light of challenges posed by eviction moratoriums and tenant rent payment difficulties.

With the complexities surrounding such issues, it becomes imperative for landlords to engage in clear and concise discussions with tenants. Online communication platforms provide invaluable advantages in this regard. Firstly, they allow for digital recording of conversations, ensuring a clear and documented communication trail. This documentation serves as vital proof of contact and regulatory compliance, which can be instrumental in case of any future eviction proceedings.

Leveraging the communication apps within your property management software eliminates the need for a phone tag, often leading to delays and frustrations for both parties. Moreover, it minimises the risk of potential social media embarrassment that could arise from misinterpretations or misunderstandings during communication.

The direct communication approach, facilitated by property management software's communication apps, enables seamless interaction with tenants on their smartphones. This accessibility ensures that important messages and updates reach tenants promptly, increasing the likelihood of a swift response to critical matters.

Furthermore, these communication tools offer a centralised platform for ongoing discussions, announcements, and rent-related matters, streamlining the communication process. This level of organisation contributes to overall tenant satisfaction, as they can stay informed about essential information and feel more connected to their living community.

Smart home property technology to optimise and maximise rental income.

4. Smart Home Technology

Smart home technology has become increasingly popular among young renters, and catering to their preferences can be a smart business move for apartment building landlords. By incorporating smart home enhancements, you can make your tenants feel more at home and assure them that their rent is well worth the investment.

Smart home technology's appeal lies in its convenience and control. Young renters appreciate the ability to remotely control lighting, heating, and air conditioning, providing a comfortable and personalised living environment. Additionally, home security systems and in-home communications enhance their sense of security and connectedness.

One of the standout examples of this trend is the popularity of Google Nest and similar smart home ecosystems. The seamless integration and user-friendly interfaces of these technologies have captured the attention of renters, making them desirable features in rental properties.

From the perspective of apartment building landlords, investing in smart home technology offers several advantages. Firstly, it can increase tenant satisfaction and retention, leading to longer lease durations and reduced turnover costs. Happy tenants are more likely to renew their leases, creating a stable and consistent revenue stream.

Moreover, these technological enhancements allow landlords additional control over energy consumption and property maintenance costs. Landlords can better manage utility expenses and minimise wastage by optimising lighting, heating, and cooling remotely.

Implementing smart home technology also aligns your properties with modern living standards, attracting tech-savvy tenants actively seeking such features in their rental homes. This proactive approach can set your apartment building apart from competitors, expanding your tenant pool and maximising occupancy rates.

5. Web Marketing Portals

Managing a property management website and online marketing can be overwhelming for property managers without marketing knowledge or the resources to handle technical aspects. But integrating a website into your property management software can make marketing and communication with renters and tenants much easier.

By integrating a website into your property management software, you can reap several benefits that contribute to your overall business success:

Simplified Marketing

With a website built into your software, you can easily list vacancies and showcase available rental properties to potential tenants. This streamlines the marketing process, making it convenient for you and prospective renters.

Improved Communication

Effective communication is crucial in the property management business. Having a website integrated into your software allows you to communicate with renters and current tenants more efficiently and organisationally. You can provide important updates, share property-related information, and address tenant queries promptly.

Branding and Professionalism 

A well-designed website adds to your brand's credibility and professionalism. It reflects your commitment to providing quality services, which can attract more rental property owners to collaborate with you.

SEO Friendliness

When creating a website for property management software, it's important to consider SEO. Doing so makes it easier for potential tenants and property owners to discover your services online. This can result in more organic traffic and better search engine visibility.

Tenant Base Improvement

Utilising a user-friendly website can attract and retain a desirable tenant base. An informative and engaging website can influence potential renters to choose your properties over competitors'.

Occupancy Rate Management

With an online platform that facilitates listing vacancies and efficiently communicating with tenants, you can better manage your occupancy rates, reducing the time your properties remain vacant.

Time and Cost Savings 

Property management software with built-in websites eliminates the need for separate web hosting requirements and domain administration. This saves you time and money while still maintaining an online presence.

6. Digital Financial Management Tools

Moving your financial accounting, reporting, and planning to your property management software platform gives you freedom and efficiency. By integrating your property management company's financials with each property's financial data, you can streamline your accounting processes and enhance reliability.

The automation features within the property management software enable you to record and track all financial transactions effortlessly. With seamless integration, you can consolidate financial data from multiple properties, making managing and analysing overall company performance easier.

A centralised platform lets you access and view key financial metrics and reports in real time. This data visibility empowers you to make informed decisions promptly, optimising your financial strategies and improving profitability. It also enhances transparency with your clients, allowing them to access insightful reports on their property's financial performance.

With the financial accounting, reporting, and planning features integrated into your property management software, you can say goodbye to manual data entry and tedious reconciliations. This automation saves time and reduces the likelihood of errors, ensuring accuracy and reliability in your financial records.

Using property technology for virtual viewings can save landlords and tenants countless hours.

7. Virtual Real-Time Showings

Virtual rental showings have become a valuable and time-saving tool for landlords, property managers, and Realtors alike. Whether you are managing properties from a distance or simply looking to accommodate prospective renters' schedules, virtual showing apps offer numerous benefits.

For landlords who own rental properties in different locations, virtual rental showings eliminate the need for physical travel, saving time and transportation costs. This convenience allows you to effectively manage and showcase properties from anywhere, expanding your reach and attracting a broader audience of potential tenants.

Moreover, virtual showings offer flexibility for both landlords and renters. Landlords can easily adapt to a prospect's schedule, making viewing the property more convenient without unnecessary delays. Real-time communication during virtual tours lets you respond promptly to any inquiries or issues the renters may have, fostering a positive and responsive rental experience.

For high-quality renters who value flexibility and immediate responsiveness, virtual tools can provide significant bottom-line value for landlords. The ease of virtually touring properties ensures that these prospective tenants can explore rental options without being physically present, making it more likely for them to consider your property for their next home.

Real-time landlord virtual tours, such as Tour24, offer prospects a highly engaging and interactive experience. By engaging with renters live as they visit a vacant apartment or house, you can provide personalised attention and answer questions in real-time, just as you would in an in-person showing.

However, addressing security and authentication concerns is essential when using virtual showing apps. Implementing robust security measures and verifying the identity of potential renters is crucial to safeguarding your property and ensuring a safe rental process.

In addition, to live virtual tours, popular video conferencing apps like Zoom can be used for virtual showings, providing another flexible option for landlords and renters to connect.

Furthermore, producing prerecorded virtual tours that prospects can view online at their convenience is another effective way to showcase your properties. These prerecorded tours can highlight the property's key features and amenities, making it easier for renters to assess their suitability.

8. Tenant Portals

Tenant portals offer a plethora of advantages for both landlords and tenants. These online platforms empower tenants with confidence and control over their rental experience and encourage responsible behaviour and adherence to lease agreements.

The benefits of tenant portals extend beyond convenience. Having a centralised platform where lease agreements, rental payments, and communications are readily available for tenants to access promotes transparency and accountability. Tenants are more likely to adhere to their lease terms and fulfil their rental obligations when they can easily review and refer to the necessary information.

Moreover, the tenant portal becomes valuable in disputes or sour tenant relations. A comprehensive record of lease agreements, payment histories, and communications can prove crucial in rent defaults or eviction proceedings if necessary. This documentation supports the landlord's position and strengthens their case during legal proceedings.

Effective tenant management is another advantage of utilising tenant portals. The platform facilitates seamless communication between landlords and tenants. Landlords can securely exchange documents, accept rent payments and fees, and receive maintenance requests and questions promptly. The portal's real-time communication capability lets landlords respond quickly to tenants' concerns, ensuring a positive tenant experience.

Keeping sensitive conversations private is also paramount in maintaining a professional and respectful landlord-tenant relationship. Tenant portals provide a secure environment for confidential discussions, ensuring that both parties can communicate openly without concerns about privacy breaches.

9. Mobile Property Management Tools

Landlords and property managers often work outside the office and need a simple property management solution to stay productive and efficient. Mobile devices like laptops, tablets, and smartphones have changed how property managers do business. With them, they can manage their properties, tenants, and accounts from anywhere and work remotely while remaining effective in their roles.

A simplified property management solution tailored for mobile use is key to this productivity. The interface should be easy to use and work well on different devices. Property managers can easily take care of important tasks, like talking to tenants, collecting rent, managing maintenance requests, and accessing property information, just by using their mobile phones.

Security is another crucial aspect. Property managers deal with sensitive information, and a secure mobile property management solution ensures that data is protected from unauthorised access and breaches. This gives them the confidence to handle important business matters without compromising the safety of their and their client's data.

Instant access to vital apps and information is vital for making informed decisions on the go. A mobile property management solution should allow seamless integration with essential apps, such as financial tools, communication platforms, and documentation management systems, ensuring property managers have all the necessary resources at their fingertips, regardless of location.

10. Online Rent Collection Apps

Online rent collection apps are another factor of property technology to help make the process more seamless.
Source: Landlordstudio.com

Rent payment apps have become a game-changer in the property management industry. These digital rent payment solutions offer numerous advantages for landlords and tenants, making the rent collection process more efficient and secure.

Key benefits of rent payment apps include:

  • Reduced Collection Activities: With digital rent payment apps, landlords and property managers can significantly reduce the time and effort spent on collecting rent and fees. The process becomes automated, allowing for seamless, hassle-free transactions.
  • Encouraging Consistent, On-Time Payments: By offering convenient digital payment options, tenants are more likely to make their rent payments on time consistently. The ease of paying through a mobile app or website encourages timely payments, reducing the likelihood of late or missed payments.
  • Minimising Cash and Check Handling: Digital rent payment apps eliminate the need to deal with physical cash and checks, reducing the associated risks and inconveniences. This ensures a safer and more streamlined payment process for both landlords and tenants.
  • Enhancing Accountability: Rent payment apps provide a clear, digital record of all transactions, leaving little room for disputes or misunderstandings regarding payment histories. This transparency enhances accountability for both parties involved.
  • Legal Ground for Rent Disputes: In cases where tenants claim to have paid rent in cash when they haven't, digital payment records can serve as solid evidence to resolve disputes and protect the landlord's interests.
  • Integration with Property Management Software: Modern property management software often includes built-in rent payment solutions, like Stripe, which streamline bookkeeping, accounting, and banking. This integration simplifies financial management, providing a comprehensive platform for property managers to handle all financial aspects of their business.
  • Security and Fraud Prevention: Reputable rent payment apps employ robust security measures to protect financial information and prevent fraud. This instils trust and confidence in tenants when making digital payments.

7 Ways Technology Will Improve Your Rental Property Business

Being a landlord comes with many responsibilities, and managing all these tasks can be overwhelming without the right rental property technology in place. The role requires constant juggling of various duties, and staying organised and efficient is crucial for success. Fortunately, cutting-edge technology offers a range of solutions to streamline and simplify these responsibilities. 

How to Use Rental Property Technology to Improve Your Business

1. Virtual Property Tours

The Covid-19 pandemic has significantly changed how businesses operate, including the rental property industry. Virtual property tours have emerged as a practical and safe solution for landlords to showcase their rental properties to prospective tenants without needing physical visits.

The advantages of virtual property tours are numerous:

  • Convenience: Virtual property tours offer convenience for both landlords and tenants. Landlords don't have to schedule and conduct multiple in-person tours; tenants can view the property from the comfort of their current home at their convenience.
  • Time-Saving: Virtual property tours save time for both parties involved. Landlords can show the property to multiple potential tenants simultaneously, and tenants can view multiple properties without the need to travel to each location.
  • Safety: With virtual tours, there's no need for physical contact or in-person interactions, reducing health risks during the pandemic and ensuring a safer rental experience for everyone.
  • 360 Virtual Tours and 3D Models: Utilising advanced rental property technology like 360 virtual tours and 3D models provides prospective tenants with a more immersive and realistic experience. They can explore the property from different angles and better understand its layout and features.
  • Increased Reach: Virtual tours break geographical barriers, allowing landlords to showcase their properties to a broader audience of potential tenants, including those who may be located in different cities or states.
  • Pre-qualification: Virtual tours can also help tenants pre-qualify properties, allowing them to narrow their choices before deciding which ones to visit in person. This further streamlines the rental process.

Nowadays, landlords use virtual property tours as a crucial tool to adjust to the current real estate environment. Landlords can use rental property technology and virtual viewings to attract tenants and stay ahead of the competition.

2. Online Marketing Tools

Online marketing has become a powerful and essential tool for landlords to attract high-quality tenants and fill their rental properties quickly. While traditional methods like "For Rent" signs and newspaper ads may still yield some results, leveraging online platforms can significantly expand your reach and visibility in today's digital age.

Here are some effective ways landlords can use online marketing to rent out more properties:

Online Listing Sites

To showcase your properties, use popular online listing platforms like Craigslist, Zillow, Apartments.com, and other rental-specific websites. Include detailed descriptions, attractive photos, and highlight the amenities to appeal to potential tenants.

Website Creation

Building a dedicated landlord website using content management systems like WordPress allows you to have a centralised hub for all your property listings. A professional website can enhance your credibility and make it easy for interested tenants to contact you through a contact form.

Local Amenities

Emphasise the amenities and attractions that appeal to your ideal renters. For example, mentioning proximity to educational institutions, shopping centres, parks, or public transportation can attract specific target audiences.

Social Media Engagement

Establish a strong presence on social media platforms like Facebook, Instagram, and Twitter. Share your property listings on these platforms, along with attractive photos and relevant hashtags. Engage with potential tenants who interact with your posts to build a relationship with your audience.

Virtual Tours and Videos

Incorporate virtual tours and video walkthroughs of your properties on your website and social media. This gives potential tenants a better feel for the property and increases the chances of attracting serious inquiries.

Online Advertising

Consider investing in online advertising, such as Google Ads or social media ads, to further boost your property's visibility. These targeted ads can reach potential tenants actively searching for rental properties in your area.

Digital marketing helps landlords reach more potential tenants, improve their property's appeal, and find quality renters faster. It's essential for staying competitive in the modern rental market.

3. Project Management System

Project management systems can be invaluable for landlords to manage their rental properties and various tasks efficiently. Here's an image of Asana project management software.
Asana Project Management Software

Project management systems can be invaluable for landlords to manage their rental properties and various tasks efficiently. With multiple events to schedule and track, including property showings, tenant meetings, and maintenance appointments, having a reliable project management system can enhance organisation and productivity.

Here are a few project management options that landlords can consider:

  • Google Calendar
  • Asana
  • Basecamp

The choice of the project management system may depend on the specific needs of each landlord's rental property business. Google Calendar's simplicity and cost-effectiveness make it a great starting point for those seeking basic scheduling and task management. Asana's task tracking and integrations with marketing tools can benefit landlords with more complex workflows. On the other hand, Basecamp's emphasis on collaboration and communication makes it ideal for landlords who must regularly interact with multiple stakeholders.

If you're interested in exploring Asana for property management, here's a useful forum I've found that can get you started.

4. Digital Maintenance Requests

Digital maintenance requests have revolutionised the way landlords and tenants handle property maintenance. With modern rental property technology, reporting and resolving maintenance issues has become more efficient and convenient for all parties involved.

For tenants, the ability to submit maintenance requests digitally offers several benefits. They can report issues at any time, day or night, eliminating the need to wait for business hours to make a phone call. With the option to add photos or additional details, tenants can provide more comprehensive information about the problem, helping landlords better understand the issue upfront.

On the other hand, landlords can utilise project management systems to manage and track maintenance requests efficiently. Digital platforms allow landlords to follow up on submitted requests, assign tasks to various vendors or contractors, and track the progress of repairs in real time. This streamlined process ensures that maintenance issues are addressed promptly and effectively, leading to increased tenant satisfaction.

The convenience of digital maintenance requests extends beyond regular business hours, improving overall communication and reducing the chances of issues being overlooked or delayed. This efficiency benefits landlords and tenants, as the timely resolution of maintenance problems contributes to a well-maintained property and a positive rental experience.

5. Accounting Software

As a business owner, landlord, or property manager, keeping your financial records accurate and organised is vital. Whether it's tax season or not, accounting software can make managing your income and expenses easier. 

Freshbooks is an excellent option for small business owners if you need cloud accounting software. It has a user-friendly interface that allows you to track your income, expenses, and financial performance easily. With real-time access to financial data, Freshbooks enables better budgeting and planning for the future, empowering landlords to make informed financial decisions.

While Freshbooks is a great option, other choices are available based on the needs and complexity of a landlord's business finances. An Excel spreadsheet can suffice for simpler needs, providing a cost-effective solution for basic record-keeping. On the other hand, more complex businesses may benefit from robust accounting software like QuickBooks, which offers advanced features and integration with other financial tools.

Working with a property management team like Bay Property Management Group can also benefit landlords. These teams can provide comprehensive financial reports and help track expenses for each property, streamlining the financial management process and ensuring accurate records.

6. Online Payment Options for Tenants

Using an online bill pay system for collecting rent payments can be a game-changer for landlords, especially when managing multiple properties and tenants. It eliminates the hassle of collecting payments in person and making frequent trips to the bank, making the rent collection process more efficient and convenient.

Online bill pay systems offer several benefits for landlords:

  • Convenience: With online bill pay, tenants can pay rent electronically through an EFT (electronic funds transfer) or credit card, eliminating the need for physical checks or cash. This provides a more convenient payment method for tenants and streamlines the entire process for landlords.
  • Time-Saving: Online bill pay saves landlords valuable time and effort, as they no longer need to collect and deposit rent payments physically. The automated system handles the payment process, freeing landlords to focus on other aspects of property management.
  • Remote Management: Online bill pay is a lifesaver for landlords who live far from their rental properties. They can efficiently manage rent collection from any location without the need for frequent trips to their properties.
  • Auto-Pay Option: Encouraging tenants to set up auto-pay is a win-win situation. It helps ensure on-time rent payments, reducing the chances of late payments while also offering tenants convenience and peace of mind. Incentivising auto-pay with a lower rent rate can motivate tenants to opt for this option.
  • Secure Transactions: Reputable online bill pay systems prioritise security, ensuring all transactions are conducted safely and securely. This gives landlords and tenants peace of mind when making and receiving payments.

7. Smart Technology for Your Properties

Adding helpful gadgets and smart technology to rental properties can significantly draw higher-paying tenants. These modern amenities enhance the overall living experience and demonstrate that landlords are invested in providing a safe, convenient, and energy-efficient environment for their tenants.

Minut Noise Monitoring

Here are some examples of gadgets that can attract higher-paying tenants:

Remote Security Cameras

Remote security cameras offer tenants a sense of security and peace of mind. Viewing live footage of the property from their mobile devices allows them to monitor their home remotely, increasing safety and deterring potential intruders.

Smart Smoke Detectors 

Smart smoke detectors go beyond the traditional ones by monitoring air quality and detecting potential fire hazards early. With immediate alerts to their smartphones, tenants can respond promptly in case of any fire-related incidents, ensuring their safety and minimising property damage.

Smart Burglar Alarms 

Installing smart burglar alarms provides an added layer of security against break-ins and theft. Real-time notifications to landlords and tenants alert them to any unauthorised access.

Smart Lighting Systems

Smart lighting systems offer convenience and energy efficiency. Tenants can control lighting in the home remotely through their mobile devices, optimising energy usage and reducing utility costs. The ability to set schedules and dim lights adds to the overall comfort and ambience of the property.


Property management technology offers many benefits that significantly enhance a landlord's rental property business. By leveraging modern tools and platforms, landlords can save time, reduce manual work, and optimise their financial management. Adopting technology streamlines communication, enhances tenant screening, and improves property maintenance processes.

Virtual rental showings, smart home technology, and online bill pay options provide a more convenient and satisfying rental experience for landlords and tenants. Additionally, data analytics provide valuable insights that empower landlords to make informed decisions and optimise their rental business strategies.

Unlock Your Property Business Potential with Houst

Are you ready to take your property business to new heights? Look no further than Houst. With a proven track record of success, we are dedicated to helping you achieve your business goals and unlock boundless expansion. Our expert Growth & Sales teams work tirelessly to generate new prospective properties while our channel and revenue managers optimise earnings for every property in your portfolio. Streamline your business for maximum success with our full support, technology, and systems, allowing you to increase productivity without sacrificing valuable time. With Houst, you can focus on what you love while we care for the rest. Plug your team into our innovative technology and experience operational efficiency like never before, seamlessly managing cleaners and linen deliveries. 

Embrace a seamless transition as our expert team sets up and transfers your current portfolio onto our revolutionary system, ensuring zero disruptions. Our rewarding collaboration aligns our interests with yours, with a minimal upfront fee refundable as our partnership expands. Become a Hosting Partner Today!

The Insider @ Houst

The Insider @ Houst

The Insider team at Houst is dedicated to providing up-to-date and relevant information on short-term rentals. If you have hosting inquiries, please write to us at expert@houst.com. For guest inquiries, reach out at guest@houst.com. We are here to help you navigate the world of short lets and look forward to assisting you with your needs.

The Insider @ Houst

The Insider @ Houst

The Insider team at Houst is dedicated to providing up-to-date and relevant information on short-term rentals. If you have hosting inquiries, please write to us at expert@houst.com. For guest inquiries, reach out at guest@houst.com. We are here to help you navigate the world of short lets and look forward to assisting you with your needs.

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