Technology and Tools to Save Time and Money 

If you self-manage rental properties, you need property management tools to help save time and money. All landlords can benefit from property management software to support each phase of the rental process, including lease creation, tenant screening, and rent payments. 

In addition, some Landlords use rental property maintenance software to help with maintenance tasks. While property management software helps with managing tasks throughout the entire Landlord lifecycle, maintenance software is focused solely on maintenance responsibilities. 

Maintenance software has some distinct benefits. That said, it’s not something all Landlords need. Here’s a quick guide to rental property maintenance software to help you decide if it’s something your rental business needs. 

Ready to start using property management software? Create a free ezLandlordForms account now. 

What Is Rental Property Maintenance Software? 

Rental property maintenance software is software that automates property repairs, maintenance, and work orders. It’s a digital way to track all maintenance requests, preventative maintenance tasks, and outstanding rental property repairs. 

Key features of Landlord maintenance tools are: 

• Centralization of all tenant maintenance and repair requests 
• Tracking and documentation of work orders 
• Scheduling and documentation of preventative maintenance tasks 

Why Maintenance Technology Matters for Landlords 

Maintenance technology is a growing industry that provides some distinct benefits. Landlord maintenance tools: 

1. Make property maintenance more efficient for property owners. 
2. Improve Landlord-Tenant communication by offering a clear system for reporting and tracking maintenance needs. 
3. Increase Tenant satisfaction due to quicker response and resolution times for rental property repairs. 
4. Increase property manager flexibility by allowing managers to handle tasks remotely. 
5. Reduce operational costs due to improved preventative maintenance and efficiency. 

While there are a few benefits, the broad takeaway here should be that maintenance tech tools can lead to improved experiences for landlords and tenants. 

Key Maintenance Tech Tools Every Landlord Should Know 

Different rental property maintenance software offers different features, and some features are more helpful for landlords than others. 

If you’re considering adding a landlord maintenance tool, make sure that it has: 

• Maintenance requests and tracking tools. You want maintenance tracking software that allows Tenants to submit requests, Landlords to assign tickets, and both parties to track the progress of tickets. 
• Communication tools. Look for tools that have one platform for communication with tenants, the property management team, vendors, and contractors. This makes it easier to keep all parties updated on progress and to document communication. 
• Smart property tech. Features like smart locks, smart thermostats, and leak detectors make life simpler for landlords and prevent common property management headaches. 
• Documentation tools. As a Landlord, you need to document everything from the property condition at move-in to invoices received and property damage reported. Use a maintenance tool that offers an easy and organized system for rental property documentation, including photographs and videos. 

As you consider different rental property maintenance software, keep in mind that the more you can integrate tools, the better. Look for a maintenance system that meets all of your needs so you don’t have to add multiple systems to your rental maintenance management routines.

Is Property Maintenance Software Worth It for Small Landlords? 

Property maintenance software can help Landlords stay organized and operate more efficiently, but does it add value for small Landlords? The quick answer is: sometimes. 

For small Landlords – those with fewer than 10 rental properties – maintenance software can be helpful if you: 

• Spend a lot of time dealing with maintenance issues 
• Have 3 or more rental units 
• Work with multiple service providers, vendors, or contractors
• Want to improve documentation – for example, to make tax season easier, to deal with insurance companies, or to help make decisions about scaling your business. 

In contrast, maintenance tracking software is probably not necessary if you:  

• Manage 1 or 2 rental units 
• Have few maintenance demands
• Are happy with the current systems, and management is running smoothly 

When to Invest in Maintenance Technology for Your Properties 

While there are some pros and cons to adding Landlord maintenance tools and property management technology, you should invest in maintenance technology as soon as possible if: 

• Maintenance tasks feel overwhelming and reactive. If you’re always putting out fires, you’re not going to stay on top of maintenance requests and preventative maintenance. This can result in small issues being overlooked, leading to unhappy Tenants and costly repairs. 
• Emergency repairs are regular. You can’t avoid all emergency maintenance issues, but if you consistently get emergency repair calls, something in your rental maintenance management systems is not working. 
• You self-manage more than 5 rental units. At this point, you need maintenance tracking tools to stay on top of tasks, communication, and documentation. 
• You want to scale your rental business. If you want to scale to 6 or more units, it’s helpful to put maintenance management systems in place before you begin growing your business. This will ensure you stay organized and on top of tasks as your business grows. 

If you do need to add maintenance tech, here are some must-have features: 

Get Property Management Software to Cover Every Phase of the Rental Process 

If you’re looking to upgrade your rental management systems, property management software is a good first step. Once you have a good management system in place, you can add maintenance and other tech tools as needed. 

ezLandlordForms offers user-friendly property management software that can help you automate every stage of the rental process, from move-in to move-out. 

Create a free account today to learn more about how we can help you self-manage your residential rental properties.