# Guide to Property Management Software Pricing Models | Capterra > Check out this property management software pricing guide for an overview of how much property management software costs. Source: https://www.capterra.com/resources/property-management-software-pricing-models --- AdministrativeReal Estate # Guide to Property Management Software Pricing Models Written by: Preksha Buttan Preksha ButtanAuthor Writer Experience I am a writer at Capterra, where I've been providing expert insights to help small businesses find the right software solutions since Janua... [See bio & all articles](https://www.capterra.com/resources/author/pbuttan/) and edited by: Caroline Rousseau Caroline RousseauEditor Senior Content Editor Experience As a senior content editor, and formerly as a content analyst, at Capterra, I have been crafting, writing, and refining rese... [See bio & all articles](https://www.capterra.com/resources/author/caroline-rousseau/) Published July 17, 2024 8 min read Table of Contents - [How is property management software priced?](#how-is-property-management-software-priced) - [Costs associated with property management software](#what-are-the-upfront-and-recurring-costs-associated-with-property-management-software) - [Extra fees associated with property management software](#what-are-the-additional-fees-associated-with-property-management-software) - [How to find the right software price range](#how-to-find-the-right-property-management-software-price-range) - [Common questions to ask when choosing software](#common-questions-to-ask-when-choosing-property-management-software) Managing properties isn’t just about collecting rent from the tenants. A property manager has to screen tenants, handle lease agreements, manage rent payments, address maintenance requests, conduct inspections, and also advertise vacancies. Fortunately, there are [property management software](https://www.capterra.com/rental-property-management-software/) solutions to automate and simplify these tasks, taking away much of the workload. However, a property manager has to evaluate the available tools cautiously to ensure they invest in the right tool that fulfills their needs. With that in mind, we’ve compiled this comprehensive pricing guide to help you compare the common property management software pricing models. This guide explains how much  property management software costs, and will help you determine which pricing plan will provide the most value for your investment. ## How is property management software priced? The rental property management software cost depends on various factors, including the number of rental units managed, features and functionality, user licenses, customization, and integration. Opting for additional services or support and training from the vendor also impacts the cost of the tool. ### Types of property management software pricing models In property management software, the subscription pricing model is the most common approach. This model allows you to make monthly or yearly payments to the software provider, instead of a one-time payment to use the tool. Other property management software pricing models include: - **Freemium:** Core features are free, with premium features available at a cost. - **Per user:** Pricing is based on the number of software users. - **Per unit**: Pricing is based on the number of rental units or properties managed. - **Tiered**: Multiple pricing tiers are available to choose, each offering a different set of features. - **One-time fee:** A single upfront cost for a lifetime license. - **Pay-as-you-go:** Charges are based on actual usage rather than a flat fee (monthly/annually) Some software providers also offer custom pricing plans based on the specific needs of a user. Property management solutions typically include three different pricing plans based on the number of users:  - **Entry-level (1-100 units):** Starting at $125 per month, the basic plan includes limited property management features and functionality, such as tenant management, rent collection, and lease management. This plan can be a good option for small businesses handling a limited number of units. - **Mid-tier (101-300 units):** Costing on average $611 per month, mid-tier plans often include more advanced features and capabilities, such as document management, tenant and owner portal, and online rent payment. This plan is suitable for those businesses who have outgrown basic property management solutions but don’t require the full range of functionality offered by enterprise-level tools. - **High-end (301+ units):** Costs over $1,264 per month and offers a range of advanced capabilities, including unlimited access to entry-level and mid-tier features, priority customer support, tenant lifecycle management, renters insurance management, advanced reporting, and compliance management. This plan is suitable for businesses that need a customized solution. For reference, below is a snapshot of the costs of some popular rental property management software solutions. A note on core features Property management software helps simplify and automate various tasks such as tenant management, rent collection, maintenance tracking, and financial reporting. It enhances business efficiency and data organization, making it easier to manage multiple properties and improve tenant satisfaction. The core or basic functionalities include accounting, maintenance management, and property database. ## What are the upfront and recurring costs associated with property management software? The initial expenses for property management software, called upfront costs, include a one-time license fee, customization, installation, and integration. These cover the setup and tailoring of the software to fit specific property management needs. Recurring costs, such as subscription fees, premium support, and maintenance, are ongoing expenses. These costs, billed monthly or yearly, may also include upgrades and additional user licenses as the property portfolio grows, ensuring continued access, regular updates, and enhanced customer support. Let's look at the upfront and recurring costs of property management software pricing models in detail before making a decision. ### Subscription license - **What it is:** You pay a monthly or yearly fee to use the solution for a specific period. Usually, the pricing is based on the number of units managed each month. There are also pay-as-you-go options with no contracts, allowing you to stop anytime. - **Commonly used for:** Cloud-based deployments, where the system is hosted by vendors on their servers and can be accessed on compatible devices over the internet, such as laptops, smartphones and tablets. - **Upfront costs:** Installation, setup, and customization of the software. - **Recurring costs:** A monthly or annual subscription fee per user and access to premium support offerings (e.g., 24/7 phone support hours and quick ticket response time). - **Hidden costs:** Customization, implementation of unique company branding, and integration with existing software (such as [CRM](https://www.capterra.com/customer-relationship-management-software/), [payment processing](https://www.capterra.com/payment-processing-software/), and [accounting software](https://www.capterra.com/accounting-software/)). ### Perpetual license - **What it is:** One-time fee for a permanent license to use the property management solution. The fee for the perpetual license can vary based on the number of users. - **Commonly used for:** On-premise deployments, where the system is hosted and maintained in-house on your own servers. - **Upfront costs:** One-time license fee, hardware (for example, servers) cost, and installation charges. - **Recurring costs:** Monthly, annual, or ad hoc maintenance (for example, updates, patches, and upgrades). Recurring costs may include premium support offerings (for example, extended phone support hours). - **Hidden costs:** Customization, integration, and IT staff overtime (or hiring more IT staff) to maintain servers. ### Free plans - **What it is:** Basic property management software is free to use, allowing you to conduct basic tasks without having to incur any expense. - **Commonly used by:** Small business property managers with limited budgets and resources. - **Upfront costs:** Installation or setup costs. - **Recurring costs:** There are no recurring costs. You can use it freely, typically with limited features. - **Hidden costs:** Implementation, customization, maintenance, integration with existing tech stack, training, and premium support options. ## What are the additional fees associated with property management software? There can be additional fees associated with a property management system that you may incur during implementation. These fees can increase your total cost of ownership. Since these costs are common across different property management software vendors and pricing models, it is important to budget for them in advance. - **Data migration:** Data migration involves transferring your existing property data into the new software system, which can be a complex and time-consuming process. As a property management software buyer, you might incur additional costs for this service. These fees cover the extraction, transformation, and loading of data, ensuring accuracy and consistency. Proper data migration is crucial for a smooth transition and ongoing efficiency, so it's essential to budget for this potential expense when planning your software investment. - **Training:** Training is an essential cost when implementing property management software, as it ensures your team can effectively use the new system. You might incur additional expenses for training sessions provided by the vendor. These sessions teach your staff how to navigate the software, utilize its features, and troubleshoot common issues. Investing in proper training helps maximize the software's benefits, enhances productivity, and minimizes errors, making it a crucial component of your overall budget. - **Hardware and IT:** Hardware and IT expenses can be significant when implementing property management software. You might need to invest in new hardware such as servers, computers, or tablets to run the software efficiently. Additionally, IT support may be required for setup, maintenance, and troubleshooting. These costs ensure your infrastructure can support the software's demands, providing a seamless and reliable experience. Planning for these expenses in advance helps avoid unexpected disruptions and ensures smooth software operation. - **Maintenance and upgrades:** Maintenance and upgrades are essential ongoing costs when using property management software. As a software buyer, you should anticipate expenses for regular maintenance to keep the software running smoothly and securely. Additionally, upgrades are necessary to access new features, improve performance, and ensure compatibility with other systems. These costs, often part of a subscription or service plan, are crucial for maintaining optimal functionality and staying current with technological advancements, helping you maximize your software investment over time. ## How to find the right property management software price range - **Determine your property scale.** The property management pricing plan you choose should align with your portfolio size and budget. For smaller portfolios, subscription-based or per unit pricing might be cost-effective. Larger portfolios benefit from tiered pricing or custom pricing plans, offering scalability and advanced features. Matching your property scale with the right pricing model ensures you pay for what you need without overspending, optimizing your investment. - **Consider software scalability.** Your property management needs may grow over time. Scalable software can easily accommodate additional units or properties without needing to switch systems, saving time and money. It ensures that the software can adapt to your evolving needs, providing continuous support and advanced features as your business expands. - **Evaluate your budget.** Evaluating your budget when assessing pricing plans ensures you choose a solution that meets your financial constraints while fulfilling your needs. A clear budget helps you avoid overspending and ensures you can afford any additional costs such as training, support, and upgrades. By aligning your budget with the software’s features and scalability, you make a sound investment that supports your property management operations without straining your financial resources. ## Common questions to ask when choosing property management software Are there any software customization options? Customization allows the software to fit seamlessly into your existing workflows, improving efficiency and user satisfaction. It also enables you to add or modify features as your business evolves, ensuring long-term usability. Understanding the extent of customization helps you choose a solution that offers flexibility and supports your unique property management processes, maximizing your investment. Is there a mobile app? A mobile app enables you to access critical features such as tenant communication, maintenance requests, and financial tracking from your smartphone or tablet. This flexibility ensures you can handle urgent tasks promptly, even when away from your desk, improving overall efficiency and tenant satisfaction. Understanding mobile app capabilities ensures the software meets your operational needs in various scenarios. Does the tool integrate well with your tech stack? Integration capabilities ensure the software seamlessly connects with your existing tech stack, such as accounting, CRM, and maintenance systems. Effective integration reduces manual data entry, minimizes errors, and enhances workflow efficiency by allowing data to flow smoothly between systems. This interoperability helps maintain consistency, improves productivity, and maximizes the utility of your current tools. Understanding integration capabilities ensures the software complements your existing technology, providing a cohesive and efficient management solution. ## Find the best property management software packages Do the property management tools listed in this guide fall within your software budget? If yes, compare their features and read real user reviews of more than 1,000 similar products listed on our [property management software category page](https://www.capterra.com/rental-property-management-software/). * * * Looking for Property Management software?Check out Capterra's list of the [best Property Management software](https://www.capterra.com/rental-property-management-software/) solutions. ### Was this article helpful? * * * ## About the Authors [### Preksha Buttan](https://www.capterra.com/resources/author/pbuttan/) Preksha Buttan is a writer at Capterra. She provides insights to help small businesses identify the right software for their needs by analyzing more than 550,000 Capterra user reviews and nearly 48,000 interactions between Capterra software advisors and buyers. [### Caroline Rousseau](https://www.capterra.com/resources/author/caroline-rousseau/) After three years of building surveys, analyzing data, and writing her own research, Caroline has been a senior content editor since 2022. Her previous experience as an analyst converged into a skill set that allows her to help her peers develop and produce compelling content about today’s business matters. ### RELATED READING - [Checklist for SMBs: How to Choose the Right Customer Service Help Desk Software for Your Business Size](https://www.capterra.com/resources/choosing-customer-support-help-desk-software/) - [E‑Filing Taxes as a Small Business: Where Software Adds Value and When It’s Necessary](https://www.capterra.com/resources/efile-tax-software-small-business-guidelines/) - [How To Choose a Manufacturing Software With Confidence: Insights From Real Buyers](https://www.capterra.com/resources/manufacturing-software-buyer-insights-report/) - [What is CRM Software and What Does a CRM System Do?](https://www.capterra.com/resources/what-is-crm-software/) - [Payroll Software vs. HR Software: What’s the Difference](https://www.capterra.com/resources/payroll-vs-hr-software-difference/) - [How AI Scheduling Software Helps Restaurants Reduce Overtime and Boost Staff Satisfaction](https://www.capterra.com/resources/ai-employee-scheduling-software-for-restaurants/) - [Why Use Accounting Software? Buyers’ vs. Users' Priorities](https://www.capterra.com/resources/why-use-accounting-software/) - [Real Estate Project Management Software: Why You Need One](https://www.capterra.com/resources/project-management-software-for-real-estate/) - [How Compliance in Inventory Management Impacts Your Business](https://www.capterra.com/resources/impact-of-compliance-in-inventory-management/) The products in this guide qualified for the most recent [Shortlist for property management software](https://www.capterra.com/rental-property-management-software/) and were highly rated by users. Only products with publicly available pricing information were included in this table. We summarized publicly available pricing sources, including vendor websites as of January 2024, beginning with the lowest monthly pricing (not including annual discounts) for packages that include the core functionality for a software category. We list pricing for more advanced packages (per user, when available) that include the core software feature(s). Your company’s needs may differ, and final pricing may vary. _NOTE: This article is intended to inform our readers about business-related concerns in the U.S. It is in no way intended to provide financial advice or to endorse a specific course of action. For advice on your specific situation, consult your accountant or financial consultant._