Tenant Management

Property Management Software for Apartments vs Condos vs Commercial Units: What’s the Difference?

Filed Under: Business Management, Features, Property Maintenance, Property Management, Property Management Software, Tenant Management

Not all properties are managed the same way—and not all software is built to handle every property type equally well. Whether you’re managing an apartment building, a self-managed condo association, or a handful of commercial spaces, the tools you use need to match your operational and reporting needs.

This article breaks down the differences between managing apartments, condos, and commercial units—and how software like SimplifyEm, built for long-term residential property management, can still support HOAs and small commercial portfolios with ease.

Key Differences in Property Management Software for Apartments, Condos, and Commercial Properties

Apartments – Lease-Driven Residential Management

Managing apartments means focusing on tenants, lease cycles, and rent collection. These properties often have:

High tenant turnover
The need for lease renewals and rent reminders
Frequent unit-level maintenance
Automated late fees and recurring charges

Condos – Association-Focused and Owner-Driven

Condominium management usually involves working with owners and HOA boards rather than tenants. Key needs include:

Monthly or quarterly HOA dues
Shared area maintenance
Document sharing (rules, CC&Rs, financials)
Transparent communication with board members and owners

Commercial Units – Complex Lease Terms and Vendor Coordination

Commercial property managers deal with unique challenges like:

Triple Net (NNN) leases, CAM charges, and rent escalations
Managing tenants like offices, retail, or warehouse users
Suite-level reporting and lease abstraction
Vendor coordination for long-term contracts

Software Requirements for Each Property Type

Property Management Software: SimplifyEm’s Strength in Residential, HOA & Light Commercial Use Cases

Best-Fit: Long-Term Residential Property Management

SimplifyEm is purpose-built for landlords and property managers overseeing long-term residential properties. Ideal for:

Apartments, single-family homes, duplexes, and multifamily units
Lease tracking, rent collection, recurring charges
Automated late fees, rent reminders, and GL-level financial reporting

Explore all residential features

HOA and Condo Managers Use SimplifyEm for Simplicity

While SimplifyEm is not an HOA-specific system, many small condo associations and self-managed HOAs use it due to:

Easy dues tracking and payment collection
Common area maintenance and service requests
Owner communication via message templates
No steep learning curve or high costs

Small Commercial Portfolios Can Use It—With Caveats

SimplifyEm isn’t built for institutional commercial portfolios, but many users with 5–30 commercial units use it successfully thanks to:

Custom fields for rent escalations or utility charges
Basic GL accounting and suite-specific rent tracking
Vendor tracking for maintenance and compliance

If you need CAM reconciliation, lease abstraction, or complex escalations, a commercial-specific platform may be better.

One Dashboard for Mixed Residential + HOA or Commercial

SimplifyEm offers flexibility to manage mixed portfolios with:

Custom property types, tags, and reporting filters
Combined rent rolls and owner statements
Role-based access for different types of stakeholders

FAQs – Using Property Management Software for Mixed Portfolios

Can I manage condos and apartments in the same system?
Yes. SimplifyEm lets you manage both through configurable fields and tags. You can track rent, HOA dues, and communication in one place.
What does SimplifyEm offer for HOA and small commercial portfolios?
For small HOAs: dues tracking, messaging, and shared maintenance. For commercial: rent tracking and suite-level customization.
Is SimplifyEm ideal for retail/industrial properties?
Not for large-scale use, but for small portfolios or single-building commercial managers, it’s a cost-effective and easy-to-use option.
What are the limitations for commercial lease tracking in SimplifyEm?
SimplifyEm does not support lease abstraction, CAM reconciliations, or advanced percentage rent modeling.

Final Thoughts: Choosing the Right Property Management Software for Your Property Type

Each property type has unique management needs:

Apartments need tools for tenants, leases, and maintenance.
Condos/HOAs need dues tracking, document sharing, and owner communication.
Commercial properties require advanced lease and financial handling.

SimplifyEm is the right choice for long-term residential management and is often used by small HOAs and commercial portfolios because of its simplicity, flexibility, and value.

Try SimplifyEm free

SimplifyEm vs TenantCloud: Which Property Management Software is Best for You in 2025?

Filed Under: Business Management, Features, Property Maintenance, Property Management, Property Management Software, Tenant Management

Note: For latest information on TenantCloud feature set and capabilities please contact TenantCloud

Property management software has become essential for landlords and property managers looking to streamline operations, improve tenant relations, and stay on top of finances. Two popular solutions in 2025 are SimplifyEm and TenantCloud—each offering distinct approaches to property management.

Whether you’re a small landlord managing a few units or a mid-sized property manager overseeing a growing portfolio, choosing the right software can make all the difference. This side-by-side comparison will help you decide which platform best suits your needs.

Quick Comparison Table of SimplifyEm and TenantCloud

Here’s a snapshot of how SimpifyEm and TenantCloud stack up:

SimplifyEm Overview

SimplifyEm is built for property managers and landlords who value simplicity, transparency, and flexibility. Whether you’re managing 5 units or 500, SimplifyEm lets you use only the subsystems you need—like rent tracking, tenant management, or maintenance—without unnecessary complexity.

Key Strengths:

Transparent flat-rate pricing starting at $25/month.
Full accounting suite: General Ledger, Chart of Accounts, Journal Entries.
Integrated online rent collection.
Efficient maintenance management.
WOW Customer Support via phone, email, and chat.
Scalable for small landlords and mid-sized property managers.

Learn more about SimplifyEm’s features
SimplifyEm Pricing
Contact Support

TenantCloud Overview

TenantCloud offers a cloud-based, flexible platform designed for landlords and property managers who prefer a modular, customizable solution. With a freemium model, users can start for free and add features as their needs evolve.

Key Highlights:

Tiered plans with optional add-ons.
Modern, customizable interface.
Basic accounting tools with QuickBooks Online integration.
Tenant portal supporting online payments.
Maintenance request management with service bidding.
Integration options for expanded functionality.

Feature-by-Feature Comparison

Pricing

SimplifyEm: Flat-rate pricing includes all core features.
TenantCloud: Free basic plan; advanced features require paid tiers or add-ons.

Ease of Use

SimplifyEm: Intuitive interface—activate only what you need.
TenantCloud: Customizable but may involve a learning curve.

Accounting Functionality of SimplifyEm vs TenantCloud

SimplifyEm:
Offers a comprehensive accounting system tailored for property management:
- General Ledger (GL) for tracking all transactions.
- Customizable Chart of Accounts.
- Journal Entries for precise financial adjustments.
- Automated rent charges, late fees, and real-time payment tracking.
- Owner statements, expense tracking, vendor payments, bank reconciliation.
- 1099 tax reporting.

No need for third-party accounting software—everything is built-in.

TenantCloud:
Basic income and expense tracking. For advanced accounting, integration with QuickBooks Online is required.

CRM Functionality of SimplifyEm vs TenantCloud

SimplifyEm:
Integrated CRM tools designed to manage tenant, owner, and vendor relationships:
- Centralized contact management.
- Automated reminders for leases, payments, and maintenance.
- Communication logs, task management, document storage.
- Integrated email & SMS via Communication Hub.
- Custom notes and alerts to personalize tenant/owner interactions.
TenantCloud:
Provides basic contact management and messaging through the tenant portal but lacks a full CRM suite.

Online Payments of SimplifyEm vs TenantCloud

SimplifyEm: Fully integrated rent collection and reporting.
TenantCloud: Tenant portal-based payments with varying options by plan.

Maintenance Management of SimplifyEm vs TenantCloud

SimplifyEm: Simple work order tracking and vendor coordination.
TenantCloud: Maintenance request system with service bidding.

Customer Support of SimplifyEm Vs TenantCloud

SimplifyEm: WOW support—phone, email, and chat for all users.
TenantCloud: Support depends on subscription level.

Who Should Choose SimplifyEm?

SimplifyEm is perfect for:

Small landlords wanting simplicity and flexibility.
Mid-sized managers needing full accounting, CRM, maintenance, and tenant management.

Those who appreciate transparent pricing and responsive customer support.

Who Might Prefer TenantCloud?

TenantCloud fits:

DIY landlords looking for a free or low-cost starting point.
Users who enjoy customizing their software setup.

Property managers comfortable integrating third-party tools.

Conclusion

Both SimplifyEm and TenantCloud offer strong property management solutions in 2025:

Choose SimplifyEm for simplicity, full accounting, integrated CRM, transparent pricing, and top-tier support.
Choose TenantCloud if you prefer modular customization and a freemium entry point.

Your ideal choice depends on your portfolio size, desired features, and how hands-on you want to be with integrations.

Frequently Asked Questions (FAQs) on SimplifyEm TenantCloud Comparison

Does TenantCloud have full accounting features like General Ledger and Chart of Accounts?
TenantCloud provides basic accounting tools and integrates with QuickBooks for advanced needs.
Can I use SimplifyEm for just basic rent tracking?
Yes, SimplifyEm allows landlords to activate only the features they need.
Is TenantCloud really free?
The basic version is free, but advanced features require payment.
Does SimplifyEm offer a free trial?
Yes, SimplifyEm offers a trial period.
Which software has better customer support?
SimplifyEm offers phone, email, and chat support for all plans, while TenantCloud’s support varies by subscription.

Sources:

https://www.census.gov/housing/hvs/

https://www.hud.gov/program_offices/housing/mfh/mfhpm

SimplifyEm vs. Yardi: Which Property Management Software Is Right for You?

Filed Under: Business Management, Features, Property Maintenance, Property Management Software, Tenant Management

Note: For latest information on Yardi feature set and capabilities please contact Yardi.

Selecting the appropriate property management software is crucial for efficient operations and tenant satisfaction. Two prominent solutions in the market are SimplifyEm and Yardi, each catering to different segments of property managers. Yardi offers two main products: Yardi Breeze, designed for small to mid-sized portfolios, and Yardi Voyager, tailored for large enterprises. SimplifyEm, traditionally favored by small property managers, has recently expanded its feature set to support mid-sized portfolios, introducing full General Ledger (GL) accounting and Customer Relationship Management (CRM) capabilities. This article provides an in-depth comparison to help you determine which software aligns best with your property management needs in 2025

Company Background of Yardi and SimplifyEm

SimplifyEm Overview

SimplifyEm is a web-based property management solution designed for small to mid-sized landlords and property managers. The platform offers features like property accounting, tenant management, lease tracking, bank reconciliation, maintenance scheduling, and vendor management.

Yardi Overview

Yardi offers two primary property management solutions:

Yardi Breeze: A cloud-based property management software suitable for companies of all sizes. It offers comprehensive tools for managing leasing, payments, maintenance, and accounting, helping landlords streamline their operations effectively.
Yardi Voyager: A comprehensive property management and accounting software designed for large portfolios. It offers features such as lease tracking, tenant services, and operational management, enabling property managers to streamline their workflow efficiently. Its cloud-based platform allows access from any device, enhancing flexibility for users.

Features Comparison of SimplifyEm and Yardi

Here is a quick comparison of the three products

Accounting Functionality of SimplifyEm and Yardi

SimplifyEm now includes full general ledger (GL) accounting, making it a powerful choice for both small and mid-sized property managers. The software supports:

Automated income and expense tracking
Bank reconciliation
Custom financial reports (P&L, balance sheet, cash flow)
1099 tax reporting for vendors
Audit trails for transaction history

It’s built to handle growing portfolios without needing a CPA to navigate the system.

Yardi Breeze includes solid basic accounting tools suitable for small portfolios. It offers:

Property-level accounting
Payment tracking
Limited customization of reports
Optional integration with Breeze Premier for advanced features

Yardi Voyager is designed for enterprise operations and includes robust accounting capabilities like:

Multi-entity financial management
Budgeting and forecasting
Advanced custom reports
Intercompany transactions
GAAP compliance

Voyager’s complexity, while powerful, usually requires training or accounting staff to implement effectively.

CRM Functionality Comparison of SimplifyEm and Yardi

SimplifyEm now includes a full CRM platform—a major enhancement for mid-sized managers looking to scale. Key features include:

Prospect tracking and lease pipeline management
Automated follow-ups for leads and tenants
Centralized contact history
Drip campaigns and lease renewal reminders
SimplifyEm Communication Center with all Email, SMS, Phone messaged handled from one place to individual and in bulk

This functionality helps property managers improve retention and reduce vacancies with minimal manual work.

Yardi Breeze provides basic communication tools, including:

Message templates
Email/SMS capabilities
Owner and tenant portals

However, it lacks robust CRM tools like lead tracking, automated workflows, or marketing funnels unless users upgrade to Breeze Premier or transition to Voyager.

Yardi Voyager includes a comprehensive CRM suite, often used by marketing and leasing teams. It integrates with property websites, call centers, and customer service platforms. While robust, Voyager CRM features often come at a premium and may require setup assistance from Yardi or consultants.

Pricing Breakdown of SimplifyEm and Yardi

SimplifyEm: Offers transparent pricing with various subscription plans to accommodate different portfolio sizes.

Yardi Breeze: Pricing is based on a per-unit, per-month basis, with costs generally ranging from $1 to $5 per unit.

Yardi Voyager: Pricing is customized based on the specific needs and scale of the enterprise.

Customer Support & Onboarding of SimplifyEm and Yardi

SimplifyEm: Provides email, text message, and live phone support, ensuring users receive timely assistance.

Yardi Breeze: Offers support resources, including an activity feed for tracking events and communications.

Yardi Voyager: Provides comprehensive support and training resources, though the complexity of the system may require.

Frequently Asked Questions (FAQs) on SimplifyEm and Yardi Comparison

What is the primary difference between Yardi Breeze and Yardi Voyager?
Yardi Breeze is designed for small to mid-sized property management companies, offering an intuitive and user-friendly interface for managing residential and commercial properties. In contrast, Yardi Voyager is tailored for larger enterprises with complex portfolios, providing advanced features and customization options to meet more intricate property management needs.
Can SimplifyEm handle accounting tasks for property managers?
Yes, SimplifyEm offers robust property accounting features, including accounts payable and receivable, bank reconciliation, and the ability to track recurring charges. These tools help property managers maintain accurate financial records and generate detailed reports.
Is there a mobile application available for SimplifyEm?
Yes SimplifyEm provides a mobile App that is available on Iphone and Android based phones. So you have full access to key tasks and data while you’re out of the office.
How does pricing compare between SimplifyEm and Yardi Breeze?
SimplifyEm offers transparent pricing with various subscription plans to accommodate different portfolio sizes, starting at $40 per month. Yardi Breeze operates on a per-unit, per-month pricing model, with costs generally ranging from $1 to $5 per unit, making it essential to assess your portfolio size to determine the most cost-effective option.
Does SimplifyEm offer tenant screening services?
Yes, SimplifyEm provides tenant screening services, allowing property managers to conduct background checks and assess potential tenants effectively.
Can I migrate from Yardi Breeze to Yardi Voyager as my business grows?
Yes, Yardi offers a migration path from Breeze to Voyager, facilitating scalability as your property management needs evolve. This transition allows you to retain your data and adapt to more advanced features as required.
What types of properties can be managed using SimplifyEm?
SimplifyEm is versatile and can manage various property types, including residential, commercial, and mixed-use properties, accommodating the needs of diverse property portfolios.
How does customer support compare between SimplifyEm and Yardi?
SimplifyEm offers email, text message, and live phone support, ensuring timely assistance. Yardi Breeze provides support resources, including an activity feed for tracking events and communications, while Yardi Voyager offers comprehensive support and training resources, though the complexity of the system may require more extensive training.

Sources:

NMHC 2023 Industry Technology Report

https://www.huduser.gov/portal/publications/rental-housing.html

The Importance of Providing Online Rent Payment to Your Property Management Business

Filed Under: Features, Property Management, Property Management Software, Tenant Management

What is Online Rent Payment?

Online rent payment refers to the digital processing of rental transactions, allowing tenants to pay rent electronically instead of using traditional methods like cash or checks. This process is typically facilitated through property management software or dedicated rent payment platforms. Payment options often include ACH bank transfers, debit/credit cards, and digital wallets, ensuring tenants have flexible ways to pay.

Why is it Important to Provide a Rent Payment Portal to Your Tenants?

Offering an online rent payment portal provides multiple advantages for both property managers and tenants. Here’s why it’s essential:

1. Faster and More Reliable Rent Collection

Reduces late payments with automated reminders and recurring payments.
Provides instant processing for faster fund transfers.
Minimizes the risk of lost or bounced checks.

2. Improved Efficiency and Reduced Administrative Work

Eliminates manual check handling and trips to the bank.
Integrates with accounting systems for seamless bookkeeping.
Automates record-keeping to reduce errors and save time.

3. Increased Tenant Satisfaction

Provides a hassle-free, 24/7 payment option.
Enables auto-pay to prevent missed deadlines.
Ensures secure transactions with encrypted payment processing.

4. Enhanced Security and Compliance

A 2022 U.S. Census Bureau report states that over 78% of renters prefer paying rent online. Additionally, the National Multifamily Housing Council (NMHC) reports that over 80% of property managers now provide digital payment solutions, reflecting industry-wide adoption.

Online rent portals use bank-grade encryption and PCI-compliant security protocols to protect sensitive data, ensuring that transactions remain secure and fraud risks are minimized.

What Kind of Features Should Your Online Payment Portal Provide?

Not all rent payment portals are created equal. The best systems offer features that enhance convenience, security, and automation. Here are the must-have features:

Pay via Computer or Mobile App

Tenants should be able to pay rent conveniently from their laptops, tablets, or mobile devices.
Mobile-friendly design ensures payments can be made anytime, anywhere.
Payment notifications and reminders can be sent via email or push notifications.

Easy, Quick Setup Without a Merchant Account

Unlike platforms such as AppFolio, Buildium, and DoorLoop, SimplifyEm allows property managers to start collecting rent instantly.
No need to set up third-party merchant accounts.
Fast integration with existing property management workflows.

Allow Tenants to Pay via ACH and Credit Card

Supports ACH (bank transfers) for lower transaction fees.
Accepts credit and debit card payments for flexibility.
Ensures secure and encrypted transactions for both landlords and tenants.

Allow Expedited Payments

Tenants can opt for same-day or next-day payment processing if they need to make a last-minute payment.
Reduces the risk of late fees and eviction proceedings.
Offers landlords the ability to receive funds faster to maintain steady cash flow.

Auto Payment Setup

Allows tenants to set up automatic monthly payments to avoid missed due dates.
Eliminates manual processing for landlords, ensuring consistent on-time payments.
Configurable options to customize recurring payments based on lease terms.

Update Payment When Lease Terms Change

Automatically adjusts payment amounts when lease agreements are renewed or modified.
Ensures tenants are billed the correct amount, preventing overpayments or disputes.
Provides a clear payment history for transparency.

Control When and How Much Payment Can Be Made in an Eviction Situation

Allows property managers to restrict payment options if a tenant is in the eviction process.
Provides the ability to control partial payments to comply with local regulations.
Prevents tenants from making unauthorized payments that might complicate legal proceedings.

How Can SimplifyEm Help You with Online Rent Payments?

SimplifyEm provides a robust and user-friendly online rent payment system that includes all the essential features property managers need. Here’s how SimplifyEm supports each key feature:

Pay via Computer or Mobile App

Tenants can easily access their accounts and make payments from any computer, tablet, or mobile device.
The mobile-friendly interface ensures payments can be made on the go, with no need for downloads.
Automated reminders help tenants stay on top of due dates.

Easy, Quick Setup Without a Merchant Account

Unlike AppFolio, Buildium, and DoorLoop, SimplifyEm does not require third-party merchant accounts.
Property managers can start accepting rent payments within minutes.
No complex integrations—just plug and play.

Allow Tenants to Pay via ACH and Credit Card

Supports both ACH bank transfers and credit/debit card payments.
Offers secure encryption for all transactions.
Landlords receive real-time payment notifications.

Allow Expedited Payments

SimplifyEm provides same-day and next-day processing options.
Tenants can make urgent payments to avoid late fees.
Landlords can receive rent funds faster than traditional banking methods.

Auto Payment Setup

Tenants can enable auto-pay to ensure rent is always paid on time.
Customizable payment frequencies based on lease agreements.
This reduces late rent payment

Update Payment When Lease Terms Change

Automatically adjusts rent amounts when lease terms are updated.
Ensures smooth transitions during lease renewals.
Keeps both tenants and property managers informed with real-time updates.

Control When and How Much Payment Can Be Made in an Eviction Situation

SimplifyEm allows landlords to block or limit payments from tenants in eviction proceedings.
Prevents tenants from making partial payments that could interfere with legal actions.
Provides customizable payment restrictions per property.

Frequently Asked Questions (FAQs) about Online Rent Payment Functionality

Is online rent payment secure?
Yes! SimplifyEm uses bank-grade encryption and PCI-compliant security to protect all transactions. Payments are processed through secure gateways to prevent fraud, and multi-factor authentication (MFA) ensures that only authorized users can access the system. Additionally, built-in fraud detection systems monitor transactions for any suspicious activity, ensuring peace of mind for both tenants and property managers.
Can tenants set up recurring payments?
Absolutely! SimplifyEm offers an automated payment feature that allows tenants to schedule recurring payments. This eliminates the risk of forgetting rent deadlines, helps tenants avoid late fees, and provides property managers with a more consistent and reliable cash flow. Tenants can set up their payments in just a few clicks through their account dashboard, adjusting schedules as needed.
Are there any fees for online rent payments?
Fees vary depending on the payment method used. ACH bank transfers typically come with lower fees, making them a cost-effective option for tenants. Credit and debit card payments may incur processing fees, which can be passed on to tenants if desired. Property managers can configure who covers transaction fees and view a breakdown of costs through SimplifyEm’s payment management dashboard.
How quickly are funds deposited into my account?
Funds from ACH transactions are usually deposited within 1-3 business days, while credit card transactions may process faster. SimplifyEm also offers expedited payment processing, allowing property managers to receive funds the next business day when eligible. This ensures a steady cash flow and reduces financial strain caused by rent payment delays.
Can I block partial rent payments from tenants in eviction situations?
Yes! SimplifyEm provides property managers with full control over payment acceptance. If a tenant is undergoing eviction, landlords can restrict payments to prevent partial payments that could interfere with legal proceedings. The system allows you to set payment restrictions per lease agreement, ensuring compliance with eviction laws while keeping records organized.

Sources:

https://www.forbes.com/councils/forbesfinancecouncil/2024/06/03/digital-payments-and-the-property-management-connected-economy/

https://www.globest.com/2021/01/06/online-payment-options-help-boost-rent-collections/?slreturn=20250320155532

What to Look for in Tenant and Lease Management Software

Filed Under: Property Management, Property Management Software, Tenant Management

The core responsibility of a property manager is to find great tenants, collect rent from tenants, manage their needs, and finally make sure they move out of the unit in a legal manner.

Great tenant and lease management software should allow you to do this in an easy, automated way that also makes sure you’re following all rental laws and regulations.

It’s especially important because according to California government data and Transunion it can cause thousands of dollars evicting a bad tenant in legal fees, lost rent and property damage.

What is lease management software?

A comprehensive lease management software should be easy to use and comprehensive to handle every situation throughout the lifetime of a tenant:

Find and onboard tenant:

Vacancy Advertisement
Rental Application with E-signature
Tenant Screening
Legal Lease Forms with E-Signature
Cleaning and turnover of a unit
Move In Form to get agreement on condition of property

Managing active tenants:

Collecting, recording rent collection
Accurate tenant balance bookkeeping
Communication with tenant about their rent status, maintenance issues, legal communication of status via Rent Receipts, Late Rent Notice, Details Balance History
Online rent collection – Automated and ease of use for tenant

Moving out tenants:

Record move out date
Accounting of Security Deposit Disposition
Move Out pictures and form to get agreement on condition of property
Automatic check for SD refund

How SimplifyEm can help you with tenant and lease management?

Simplifyem allows you to handle any situation you could have with a tenant in an all-inclusive package that is affordable and easy to use.

Finding and onboarding tenants

When a property manager has a vacant unit, their main goal is to get the unit ready for occupancy, find a great tenant for that property, and get them to sign a legal lease at optimal rent. So they can start collecting money instead of having that property not earn income. SimplifyEm can help you each step of the way.

Vacancy Advertisement – You want to be able to create an eye-catching advertisement that gets published on major rental websites so you get the maximum number of qualified applicants for that property.

Rental Application – You want to be able to have a legal rental application (supplied by the system or use your own) that is online and supports e-signature. You should also be able to collect application fees online.

Tenant Screening – You should be able to get a full credit, criminal and eviction history report on any applicant to make sure it matches what their rental application depicts.

Legal Lease – You want to be able to have available a legal lease appropriate to your state (supplied by the system or use your own) that is online and supports e-signature. You should also be able to collect security deposits online.

Turnover unit – You want to be able to manage all vendors and quickly turnover units, completing all cleaning and repairs as fast as possible to make the property rentable quickly.

Move-In form – Finally, you want a legal form agreement between the property manager and tenant as to the state of the property as they move in. So it’s clear any damage done by the tenant after move-in is their responsibility.

Managing active tenants

When you have a tenant in a unit, the main focus becomes collecting rent on time, maintaining accurate bookkeeping on the tenant’s balance, and communicating with the tenant about rent status or any property maintenance issue. SimplifyEm can help you each step of the way.

Collect and record rent – The most important task with an active tenant is to collect their rent and record it in your bookkeeping system.

Accurate tenant balance bookkeeping – Once money is collected, you should have accurate bookkeeping of what it’s for and what is still owed. Did you know April rent and April late fees are still owed? If you ever go to court, you have to be able to show exactly what the tenant owes you money for: Which month rent is still owed? Are there Late fees owed? Are their expenses charged to tenants that have not been paid? You need a system that can easily detail this out.

Communication with tenants – You need the ability to communicate with your tenants in multiple ways: email/SMS/Phone and have historical recording of all communications in a single place. The ability to use standard forms for communicating with tenants, such as tenant invoices, rent receipts, late rent notices, notice to vacate, lease renewal notices, is critical.

Online Rent Collection – Using paper checks is becoming less popular. More tenants want the ability to pay online via ACH or Credit Card. Also, if it can be set up to be automated based on the lease terms so neither the tenant nor property manager has to do anything and rent always gets deposited on time, that is a great service to provide.

Moving out tenants

One of the most critical phases of managing a tenant is when they’re leaving your rental property. You have to make sure you refund the appropriate security deposit back to them, with bullet-proof accounting of any money you’re keeping and exactly what it’s for. You have also made sure to record exactly that status of property in a move out report with signatures from the property manager and tenant. Simplifyem can help you each step of the way.

Move Out Tenant – To move out the tenant in a legal manner, you have to record the exact date of move out, how much security deposit you’re returning, and how much of the security deposit you’re keeping. With detailed bookkeeping of exactly what the money you’re keeping is being used for.

Move Out Picture and forms – You should record exactly the state of the property when the tenant moved out and a signature from you and the tenant.

SimplifyEM is a cost-effective and easy to use property management software, that provides all aspects of tenant management:

Frequently Asked Questions (FAQs) On Lease Management Software

What is lease management software?
Lease management software helps you automate all aspects of dealing with tenants. Starting from when they move-in, to when they’re living in the unit, and finally when they move out.

It should make your property management tasks easier and also make sure you’re in legal compliance. It should help you deal with all the scenarios you could have to deal with your tenants.
What key features should lease management software have?
Tenant and lease management software should deal with the full lifecycle of managing tenants:
- Finding a tenant for a vacant property
- Managing a tenant in an occupied property.
- Moving out a tenant from a rented property.
Some of the key events the lease management software should be able to handle are:
- Advertise vacancy
- Rental application
- Tenant screening
- Legal lease forms
- Move in forms
- Collecting and recording rent
- Online rent collection
- Tenant balance bookkeeping
- Tenant Communication with legal forms (rent invoice, rent receipts, late rent notice, notice to vacate)
- Move out forms
- Security deposit dispensation

Sources:

https://selfhelp.courts.ca.gov/eviction-landlord

https://www.mysmartmove.com/blog/true-cost-eviction

The Ultimate Guide to Finding the Right Tenant for Your Vacant Property

Filed Under: Property Management, Tenant Management

A critical period for a rental property is when it’s vacant. It’s not earning money, and finding the right tenant is critical to the profitability of your rental business.

There are three key steps in order to fill a vacant property:

Advertise the vacant property so you attract the best rental applicants.
Make sure the property is fully repaired and cleaned so you get the best potential tenants to fill out a rental application.
Conduct a thorough tenant screening process to get the best tenant for the property and also to protect yourself from fraud.

Best Practice to Advertise Your Property

Your prospective tenants are comparing your rental listings with thousands of others. It’s important your rental ad is seen and eye-catching.

A sample list of websites to post your rental ad to get the most exposure:

Zillow.com
Apartments.com (and its family of listing sites)
Rentpath.com (and its family of listing sites)
Craigslist
Instagram
Facebook Marketplace

You should also create a rental ad that attracts prospective tenants, here are some things to focus on:

Headline: You should give all key information about the property in a way that grabs the attention. It should include the rent amount, number of bedrooms and bathrooms, address/location, and a feature that appeals to your target tenant. For example, if it’s a one-bedroom unit in a lively downtown area with lots of young people, bring up that it’s close to lots of restaurants and clubs within walking distance.

Pictures and Video: The next most important factor is the pictures and video. Take the time to take quality photos and consider investing in staging your rental property.

Consider a discount: If it’s a competitive market, you should consider offering a discount in the ad, such as a gift card or something else to make your ad stand out.

Highlight the key amenities: Whether it is great internet, security for the building, or parking for cars included. Emphasize the amenities that are most valuable and in high demand in your ad for the target market

Get your rental property ready to show to prospective tenants.

It’s always important to have a checklist as you’re preparing your vacant rental property for showing to potential tenants.

Have a robust move-in and move-out process that is executed with detailed forms that have pictures and comments on each aspect of your rental property, noting down repairs needed.

Have a thorough deep cleaning done to the property.

Consider staging the vacant unit with rented furniture to help prospective tenants picture living in the unit. It also helps you improve your rental ad photos.

Make sure you are giving a good first impression of yourself as a property manager as you’re showing the property. Not only is the tenant considering the property, but they are also evaluating you. Do you have a professional appearance? Are you punctual? Are you thoroughly answering their questions?

How to conduct a thorough background check?

A thorough background check – consisting of rental application, tenant screening, and checking on references- can save you lots of problems with tenants that cause problems later.

Did you know that the American Apartment Association Owner found that 23.8% of eviction filings were from tenants that had falsified their rental application information?

In fact, most property managers are seeing fraud of some type, according to the National Multifamily Housing Council:

If you pick the wrong tenant and have to evict them, the cost can be astronomical:

2-4 months lost rent
Loss of leasing commission
Court filing fees ranging from ~$100 to ~$400
Sherriff’s notice fees ranging from ~$50 to ~ $400
Miscellaneous filing service fees can run up to ~$500
Cleaning fees ~$200
Marketing feed to relist unit ~$100
Legal fees can run up to ~$1000

So what should you do? Run a thorough background check and check on references. Use the latest fraud detection technology as well.

Make sure you have your applicants fill out a rental application.
Check all supporting material (bank statements, paycheck stubs, identity information)
Use fraud detection technology to detect potential fraudulent documents.
Do thorough reference checks on employment and previous landlords.
Do credit and criminal and eviction history checks (with approval from the applicant).

Get to know the potential tenants as you’re showing the property. As you’re showing the property its a great opportunity to get pertinent information about them:

Where do they live now?
Why are they moving?
What is their preferred move-in date?
Do they have pets?

Are they willing to fill in a rental application and go through a tenant screening?

How does SimplifyEm Property Management Software help with getting the right tenant?

SimplifyEm has all the features you need to get the right tenant into your vacant unit:

Advertise your vacancy on all major listing sites to get your property maximum exposure to potential tenants.
Use SimplifyEm’s State-Specific Attorney-Approved Rental Application or upload your own Rental Application. You can send it to any applicant online and have them sign via e-signature and collect the rental application fee online.
Use our income verification tool to help as an extra check against paystub fraud.
Run a tenant screen on any applicant and get their credit, criminal and eviction history.
You can also use SimplifyEm’s State-Specific Attorney-Approved Lease or upload your own Lease. You can send it to any tenant online and have them sign via e-signature and collect their Security Deposit online.

Frequently Asked Questions – FAQs

Why is it important to find the right tenant for your property?
Nearly a quarter of eviction filings were from tenants that had falsified information on their rental application. It’s important to have a thorough background check to make sure you have the right tenant for your property.
What steps should I take to advertise my vacant property?
You should make sure you advertise on all major listing sites. Have a great title that gives key information and the most important amenity that target customers will care about. Finally, have great pictures for the property.
How do I verify a tenant’s income and employment?
The best ways to verify income and employment are to ask for permission to run a credit report, use an income verification tool that analyzes a bank account to cross-check income, and finally call an employer to verify employment.
How can SimplifyEm help with tenant screening?
SimplifyEm Property Management software provides all the tools and features to allow you to get all the information you need on a rental applicant: Credit Report, Criminal Report, Eviction History, Income Verification via bank account analysis. You can also use SimplifyEm’s Rental Application and Attorney-Approved State specific lease.

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