Choosing property management software is one of the biggest decisions you'll make as a PM company owner. The wrong choice can cost you thousands per year in unnecessary fees — or worse, force a painful migration when you outgrow a cheap tool.
We've analyzed pricing for every major PM software platform in 2026, including hidden fees that vendors don't advertise on their pricing pages. Here's the real breakdown.
Quick Pricing Comparison Table
| Software | Starting Price | Per Unit/Mo | Best For |
|---|---|---|---|
| AppFolio | $1.49/unit/mo (min $298) | $1.49–$3.20 | 200+ units |
| Buildium | $58/mo (Essential) | $0.58–$2.90 | 20–500 units |
| Rent Manager | Custom quote | $1–$3 (est.) | 500+ units |
| Propertyware | $1/unit/mo (min $250) | $1.00–$2.00 | 250+ single-family |
| TenantCloud | Free (up to 75 units) | $0–$1.25 | Startups, <75 units |
| Rentec Direct | $50/mo (up to 25 units) | $2.00 | Small portfolios |
| DoorLoop | $59/mo (Starter) | $0.59–$1.48 | Mixed portfolios |
| SimplifyEm | $25/mo (up to 10 units) | $2.50 | Very small landlords |
Detailed Pricing Breakdown
AppFolio — Best for Growing Companies (200+ Units)
AppFolio is the market leader for mid-size PM companies. Their pricing is straightforward but has a high minimum that prices out smaller operators.
- Core plan: $1.49/unit/month (minimum $298/month = 200 units)
- Plus plan: $3.20/unit/month (minimum $640/month)
- Setup fee: $400 (one-time)
- Online payments: ACH free, credit card 2.95%
- Tenant screening: $15–$30/screening (paid by applicant typically)
- Electronic leases: Included
True cost at 300 units: ~$450–$960/month depending on plan
True cost at 1,000 units: ~$1,490–$3,200/month
Buildium — Best Value for Mid-Size (20–500 Units)
Buildium offers the most flexible pricing with no per-unit minimums on their Essential plan, making it accessible for smaller operators.
- Essential: $58/month (up to 150 units)
- Growth: $183/month (up to 150 units + premium features)
- Premium: $375/month (unlimited units + priority support)
- Online payments: ACH $1.25/transaction, credit card 2.95%
- Setup fee: None
- Tenant screening: $15/screening
True cost at 100 units: ~$58–$375/month + $125/month in ACH fees (if 100 tenants pay online)
Rent Manager — Enterprise Choice (500+ Units)
Rent Manager is the most customizable option but requires a demo and custom quote. Pricing isn't public, which is a red flag for some buyers.
- Pricing: Custom quote only
- Estimated range: $1–$3/unit/month based on volume
- Deployment: Cloud or on-premise options
- Best for: Complex portfolios, commercial + residential mixed
Propertyware — Single-Family Specialist
Owned by RealPage, Propertyware focuses exclusively on single-family rental management.
- Basic: $1/unit/month (minimum $250/month)
- Plus: $1.50/unit/month (minimum $375/month)
- Premium: $2/unit/month (minimum $500/month)
- Setup fee: 2x monthly subscription (one-time)
Budget-Friendly Options (Under 100 Units)
If you manage fewer than 100 units, you don't need AppFolio or Rent Manager. These options give you 80% of the features at 20% of the cost:
- TenantCloud: Free up to 75 units, then $15–$50/month
- Rentec Direct: $50/month for up to 25 units, $1/unit after
- SimplifyEm: $25/month for up to 10 units
- DoorLoop: $59/month starter with decent features
Hidden Fees to Watch For
The "sticker price" of PM software rarely tells the full story. Here are the fees that add up:
- Payment processing fees: $1–2.50 per ACH payment × hundreds of tenants = $100–500+/month
- Tenant screening fees: Usually passed to applicants, but some platforms charge the PM company
- Setup/onboarding fees: $0–$500+ depending on platform
- Data migration: Some charge $500–$2,000 to import your existing data
- Premium support: $50–$200/month for phone support or dedicated rep
- Add-on modules: Maintenance coordination, inspection tools, CRM features
- Annual price increases: Many platforms raise prices 5–15% annually
How to Choose Based on Portfolio Size
| Portfolio Size | Recommended | Monthly Budget |
|---|---|---|
| 1–25 units | TenantCloud (free) or SimplifyEm | $0–$50 |
| 25–100 units | Buildium Essential or Rentec Direct | $50–$100 |
| 100–250 units | Buildium Growth or DoorLoop | $100–$300 |
| 250–500 units | AppFolio Core or Propertyware | $300–$750 |
| 500–1,000 units | AppFolio Plus or Rent Manager | $750–$2,000 |
| 1,000+ units | Rent Manager or Yardi | $2,000+ |
The Real Cost of Switching Software
Choosing wrong costs more than the monthly fee. A software migration typically involves:
- 2–4 weeks of staff time for data entry and training
- $1,000–$5,000 in migration costs (data transfer, setup, training)
- Lost productivity during the transition period
- Tenant confusion with new payment portals and communication channels
This is why getting it right the first time matters. Don't pick software based solely on today's portfolio — pick it based on where you'll be in 2–3 years.
Skip the Software Headache — Fix Your Operations First
Software doesn't fix broken processes. Before investing in a PM platform, make sure your SOPs, workflows, and team structure are dialed in.
The PM Scaling Kit gives you 47 ready-to-use SOPs, financial templates, and the operational playbook to scale from 50 to 500+ doors.
Get the PM Scaling Kit — $147Our Recommendation
For most PM companies scaling from 50 to 500 doors, Buildium offers the best value. Start on the Essential plan ($58/month), and you won't need to switch until you're well past 500 units.
If you're already at 200+ units and need more automation, AppFolio is worth the premium. Their mobile app and maintenance coordination features pay for themselves in time saved.
If you're under 50 units, use TenantCloud's free plan and invest the money you save into growth — like systemizing your operations with proper SOPs and training your team to handle more doors.