PROPERTY MANAGEMENT SYSTEM: Types, Features, and Examples

Property Management System Software
Image Source: ConciseSoftware

Each piece of real estate has its own quirks, requirements, stipulations, and price range. Also, there are channels for management and renters to communicate about issues like maintenance requests or worldwide statements. This is why hotel or property management system software is essential. A property management system is a collection of tools that assist landlords in attracting leads to fill vacancies, screening renters, and managing leases. A well-designed property management system software performs the functions of attracting, screening, and managing renters, as well as handling maintenance requests and keeping track of the associated costs and revenues. This article explains the nitty-gritty of a property management system, with examples to foster easy understanding.

Software Property Management System

Property management systems are software that can be put to use by businesses in the fields of real estate, manufacturing, logistics, intellectual property, government, and hospitality. They are database management systems that handle all aspects of properties, personal property, and equipment, including maintenance, legalities, and people, through a single program. They were developed to replace time-consuming and inefficient paper-based processes. 

The PMS are typically implemented in client-server configurations when used in production. SaaS, or software as a service, is the predominant approach for cutting-edge property management software today. This paradigm is supported by online and cloud technologies.

Basically, there is more than $99 billion in annual income produced by the property management sector in the United States.

Given the size of the real estate and rental market, it stands to reason that numerous software platforms have sprung up to assist investors, landlords, and property managers in keeping track of their properties, tenants, and financials in preparation for tax season.

Property management system software can simplify all the tasks of attracting, screening, and managing renters. It can also help you handle maintenance requests and keep track of the associated costs and revenues associated with each property.

What is Property Management System Software?

A property management system ( PMS), is a type of software application that is used to manage the operations of commercial residential rental properties and hospitality facilities.

It is a piece of software that, through its organizational and scheduling capabilities, provides a centralized location for the organization of residential and commercial properties. In general, it encompasses the routine responsibilities of a specific property.

In point of fact, a PMS can be utilized by any company provided that the company demands internal administration and organization.

Why is the Property Management System Important?

Property management systems make front office coordination, guest management, sales, planning, and reporting aspects of a business simpler. Consolidating the status of all hotel properties into one location, it enables owners to manage front desk operations, pricing and promotions, as well as customer loyalty data.

Rental property management software is suitable for both new investors with modest rental portfolios (less than 10 units) and major commercial property management companies. The sorts of property managers they serve, the size of their portfolios, and the functionality they require are all factors that inform the software development process. Both the do-it-yourself investor and a group of users including the owner, property manager, facility maintenance, and leasing agency can benefit from using such software.

What is the Difference Between PMS and POS?

A Property Management System (PMS) keeps track of the day-to-day front-office functions of a hotel or lodging service. Among these responsibilities are the administration of reservations, check-in and check-out procedures, billing, financial planning and reporting, and inventory control.

A point of sale system(POS) on the other hand is a common terminal that is utilized anywhere cash sales are necessary. You may need to enter orders and collect payment immediately, or you may need to charge the price of goods or services to an existing account. POS solutions go beyond the capability of a typical cash register to deliver a significantly more streamlined and uniform experience for customers, and far more insightful data for business owners.

What are the Main Features of a Property Management System?

There are several hotel property management system software available, but you need to pick the one that has the functions your establishment requires. With this in mind, here are the most crucial features;

  • Reservations
  • Channel manager
  • Front desk operations
  • Revenue management
  • Point of sale services
  • Invoice and payment options
  • Housekeeping
  • Check-in functionality

What is Property Management System in Hospitality Industry?

In a conventional way,  a hotel’s or chain’s property management system is any software that helps run the front desk, including taking reservations, checking guests in and out, assigning rooms, setting rates, and processing payments. Using a hotel’s property management system (PMS) meant no longer having to rely on manual, inefficient methods like paper and spreadsheets.

Hotel Software Property Management System

There are numerous moving parts in a hotel, and they must all be monitored for efficiency. Hotel managers use a variety of systems, including spreadsheets, paper forms, and centralized property management software, for this purpose.

A hotel software property management system helps improve efficiency in all areas, from the back-end administrative and financial processes to the front-end guest room blocking and check-in. Whether you’re starting from scratch and constructing your entire technology stack or you’re looking to upgrade from an antiquated on-premises PMS to a cloud-based solution with a more intuitive interface, selecting a PMS is a crucial step that should not be taken lightly.

However, many factors, including ease of use, cost, features, and customer service, should be taken into account when settling on a property management system software for your hotel.

What is a Hotel Property Management System Software?

A property management system is a set of hotel management software that enables business owners and front desk employees to manage their establishments more effectively by centralizing the management of reservations, online booking availability, payments, and reports in a single location

What are the Benefits of a System Software in Hotel Property Management

System software designed for hotel property management can help the hotel’s front desk and guest services save time and effort. This software allows them to more easily check visitors in and out, check on room availability, modify current reservations, and access data from the back office. Management of the essential metrics for a hotel’s success can also be streamlined with a centralized system 

Property management system software is crucial to the smooth running of any hotel or motel. They facilitate the management of day-to-day tasks, like guest transfers, rate changes, and housekeeping schedules. They also help eliminate costly overbookings through the management of room availability and communication with any connected channel managers.

Hotel property management system software has the potential to automate and enhance a hotel’s business operations through features like competitive intelligence, dynamic pricing in response to availability, and data analytics and reporting. The PMS improves the experience for guests by storing their preferences and contacting them before and after their stay. POS systems, payment processors, hardware manufacturers, and guest experience software are just some of the numerous technologies that a PMS can connect to.

What are Examples of Hotel Property Management System Software?

Generally, there are a number of factors to consider when deciding which property management package is best for your hotel. But, the most important of which are the unique features of your establishment. Regardless, below are a few of the top property management system software you can use for your hotel;

  • Hoteltime
  • Cloudbeds
  • Oracle Hospitality
  • RMS
  • Hotelogix
  • IQware PMS

How Do Hotels Choose PMS?

  • Define Your Goal(s)
    • List your Objectives
    • Don’t be Unrealistic
  • Conduct a Thorough Assessment
    • Legal Requirements
  • Establish Your Budget
    • Money: How much can you spend?
    • Time: How long is it going to take?
    • What about Implementation Costs?

Functions of Software Property Management System

It’s important to remember that not all software for managing rental properties is made equal. However, today’s system software for managing property integrates a wide range of functions into a single application, greatly simplifying the management of both guests and hotels.

Here are the key functions of a software property management system;

#1. Managing Check-Ins, Check-Outs, and Reservations

With the help of a reliable PMS, you can easily handle guest online direct bookings, from the initial inquiry to the final payment. You should be able to rapidly check guests in and out and assign rooms with the help of your front desk management module.

#2. Help with Marketing

You may maximize your chances of receiving direct bookings and filling up your rooms. This, however, is by making sure your property is well-marketed and integrated with as many tools as possible. To ensure these features and functions are included in your property management system software, look for a vendor who also provides marketing services to back up their customers.

#3. Mobile Applications

Now more than ever, it’s crucial that you’re able to manage your company while on the go. Instead of being confined to the lobby, property managers can use their mobile devices to fulfill all of their duties.

#4. Organization of Distribution Channels

Maximizing occupancy basically depends on your rooms being listed in as many places as possible. A good property management system software functions in such a way that it will be able to integrate with a channel manager to manage your rooms’ availability, income, web channels, and yield.

#5. CRM and Communicating with Guests

The property manager is able to contact visitors and send them professional, automated emails. This can be done before and after their stay with the help of PMS. This is one of the main functions of the property management system software. It enhances business efficiency, making managing your guests an easy task.  Besides, an integrated customer relationship management system (CRM) that tracks guests’ communication preferences and milestones like birthdays and anniversaries is becoming significant.

#6. Caretaker Administration and Maintenance Management

You can see the current state of each room, plan when cleaners should arrive, and log and schedule maintenance jobs with the help of the PMS so that visitors are not inconvenienced.

#7. Revenue and Accounting Management

In addition to the aforementioned functions, many PMS programs additionally incorporate trust accounting, telephone costs, daily banking, and monthly banking.

Software Property Management System Examples

A PMS is a kind of software or tool that helps simplify a hotel’s daily operations and management. Reservations, processing payments, analyzing performance, and managing inventories are all examples of the kinds of management and administrative duties that fall under this category.

Most of this software may vary in function and features. However, they are all used to manage the operations of commercial residential rental properties and hospitality facilities.

Below are a few examples of the top property management system software in 2022;

  • Buildium
  • Yardi Breeze
  • AppFolio
  • TurboTenant
  • MRI Software
  • Propertyware
  • DoorLoop
  • Rent Manager
  • PayHOA
  • Rentroom


A Property Management System is something that every kind of company can benefit from and use to grow. They are capable of a wide range of activities, the majority of which are consistent throughout all patterns of PMS. Nevertheless, they are at their most useful when they are tailored to meet the specific requirements of the company for which they were designed.

Property Management Systems are an asset that will enable you to better manage your business by removing all of the inefficiencies and leaving you with only what is required. Investing in such a system is a smart move because it will provide you with these benefits.


How many property managemagement system exist?

There are around 300 PMS available, but only a small fraction of them make their information readily available.

How much does property management system software cost?

The going rate for property management software is one to two dollars per unit. However, it’s crucial to remember when comparing prices that most service providers will require a minimum monthly fee of $200 to $250, regardless of the number of properties you manage.

What does tenant management software means?

Tenant management software helps keep track of activity at each property for the sake of both you and the owner. All relevant paperwork, like receipts and invoices, must be kept on file, as must documentation of the property itself.

  1. HOSPITALITY MANAGEMENT SYSTEM: Best System Software 2023(Opens in a new browser tab)
  2. SBA 504 LOANS Requirements for Hotels & US Residents, Updated!!! (Detailed Guide)
  3. Checklist Apps – A Need For the Hospitality Industry
  4. EXPENSE MANAGEMENT TOOLS: Step by Step Guide and Best Tools to Use
  5. WORKFORCE MANAGEMENT TOOLS: Best Workforce Management Tools


Leave a Reply

Your email address will not be published. Required fields are marked *

You May Also Like