How to Choose the Right Property Management System (PMS)

December 3, 2023 0 comment

Property Management Systems (PMS) have revolutionized the way property owners and managers operate. These comprehensive software solutions streamline tasks, improve efficiency, and enhance tenant relations. But with a plethora of options in the market, how do you choose the right one? Here’s a guide to help you navigate this decision:

1. Assess Your Needs

• Size and Type of Property: Different properties, be it residential, commercial, or vacation rentals, have different needs.
• Features Required: List down the tasks you want the PMS to handle – from rent collection and lease management to maintenance requests and tenant communication.

2. User-Friendly Interface

A good PMS should have:
• An intuitive, easy-to-navigate interface.
• Minimal training required for your team.

3. Comprehensive Features

Ensure the system covers:
• Tenant and Lease Tracking: Maintain records, lease terms, renewal dates, etc.
• Rent Collection: Online payment portals, invoicing, and payment reminders.
• Maintenance Management: Log requests, assign tasks, and track progress.
• Financial Reporting: Detailed income, expenditure, and profit reports.

4. Cloud-Based vs. On-Premise

• Cloud-Based: These systems offer remote access from any device. They typically have subscription pricing and get regular updates.
• On-Premise: Installed on specific devices, they might involve a higher upfront cost but can be customized to specific needs.

5. Integration Capabilities

A robust PMS should seamlessly integrate with:
• Payment gateways.
• Accounting software.
• Other business tools you use.

6. Scalability

As your property portfolio grows, your PMS should be able to accommodate the growth without necessitating a system change.

7. Mobile Access

With the increasing need for on-the-go operations, opt for a PMS with a functional mobile app or mobile-responsive design.

8. Customer Support

Check for:
• Support channels (phone, email, chat).
• Response times.
• Training resources and tutorials.

9. Security and Compliance

Your PMS will store sensitive data. Ensure it:
• Uses encryption and other security measures.
• Is compliant with regulations, especially those related to data protection.

10. Pricing and Contract Terms

• Understand the pricing model: Is it subscription-based or a one-time purchase?
• Check for any hidden costs, such as setup fees or charges for additional features.
• Know the contract length and terms for renewal or cancellation.

11. Reviews and Recommendations

• Read user reviews to gauge common advantages and pain points.
• Seek recommendations from fellow property managers or industry associations.


The right Property Management System can be a game-changer, streamlining operations and elevating the tenant experience. Invest time in research and ensure the chosen PMS aligns with your current and future needs.

Davis Property Management

At Davis Property Management, we provide fast, friendly, and professional service tailored to your individual property management needs.