Compare the Top Rent Roll Software in 2025

Rent roll software is designed to help property managers and landlords track rental income, manage tenant information, and ensure that rent payments are accurately recorded and collected. These platforms typically include features for tracking lease agreements, rent payment schedules, security deposits, and tenant communications. Rent roll software often integrates with accounting and property management systems to provide comprehensive financial reports, such as income statements and cash flow analysis. By using this software, property managers can streamline administrative tasks, reduce errors, and maintain better control over their rental properties. Here's a list of the best rent roll software:

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    Buildium

    Buildium

    Buildium

    Buildium is all-in-one property management software trusted by thousands of property managers to take control of their business and drive more revenue per door. It’s the #1 most recommended for a reason. From accounting and communications to leasing, top-rated mobile apps and more—there’s everything you need to thrive. You’ll be able to find new revenue streams from resident services, count on award-winning support, and tap into an ecosystem of proven integrations with Buildium Marketplace. No matter the portfolio, Buildium is purpose-built for your job. With packages starting at just $62 a month, and zero hidden fees, it’s no wonder Buildium is ranked by Forbes to be the “Best Real Estate Accounting Software for Property Managers.”
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    Starting Price: $62.00/month
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    Rent Manager

    Rent Manager

    London Computer Systems

    Rent Manager is award-winning property management software built for residential, commercial, and short-term-stay portfolios of any size. The program’s fully customizable features include a double-entry accounting system, maintenance management capabilities, marketing integration, mobile applications, more than 450 insightful reports, and an API that integrates with the best PropTech providers on the market. Powerful enough to support large portfolios, yet flexible enough to be customized to each individual unit, Rent Manager is for companies—global enterprises and mom-and-pops—that manage all varieties of properties. Users can access their data anywhere—in the field, on an emergency maintenance call, in the office, or at home. Rent Manager offers flexible platform options including Rent Manager Online and Rent Manager Express, as well as intuitive mobile tools like rmAppSuite Pro and rmResident. Rent Manager is the one software you need to continue to grow your operation.
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    Starting Price: $250/month
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  • 3
    SimplifyEm Property Management
    SimplifyEm is 40% off your first three years! SimplifyEm is a property management software for landlords, property managers, and real estate investors. Quick to set up, cost effective, and simpler than spreadsheets and other financial software, SimplifyEm provides the tools to easily track rental income and expenses, monitor tenant balances, send notices and general statements. SimplifyEm is available in two editions: Basic and Premium. All editions include training, updates, and unlimited phone, text and email support. Start a free trial today, no credit card required! Features include: - Rental advertising - Online applications - Online leases - Tenant screening - Renter's Insurance - Tenant & lease information tracking - Notices - Texting - Communication History - Tracking income & expenses - Online payments via ACH & card - Maintenance request & work order tracking - Owner statements - Vendor management - Bank reconciliations - Detailed reporting
    Starting Price: 40% off your first 3 years
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    STRATAFOLIO

    STRATAFOLIO

    STRATAFOLIO

    STRATAFOLIO is a web-based software solution designed specifically for people managing their real estate assets through QuickBooks and looking for a way to streamline operations, save time, improve profits, and reduce manual work. Financial Management: - Real-Time Data with QuickBooks sync - Consolidated view of your entire portfolio’s financials -NOI -Cash Flow -Operating Expenses - Identify spending trends and patterns at a glance Asset Management: - Unify your properties under one umbrella - Consolidated view of asset value - Track purchase dates and prices Operations Management: - Automated Alerts for Lease Management (Lease escalations & Expiring Leases) - Rent roll export - Manage work orders and maintenance requests - Easiest CAM Reconciliations you’ll ever do! Investor Management: - Dashboard specific to Investor - Read-only investor login to eliminate the need for mailed reports - Track cash on cash return - Create confidence with investors
    Starting Price: $100 / mo
  • 5
    TurboTenant

    TurboTenant

    TurboTenant

    TurboTenant is the free, all-in-one property management platform that allows real estate investors to streamline their rental business and make it more successful. Market your property on dozens of the top rental listing websites, collect leads and applications in one place, screen your tenant, and create a state-specific lease agreement tailored to your needs as a landlord. Once a tenant moves in, TurboTenant makes managing the property easy with automatic rent payments, messaging, and simple document storage.
    Starting Price: $0
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    TenantCloud

    TenantCloud

    TenantCloud

    TenantCloud is a cloud-based property management system which allows landlords to manage up to 75 units for free, accept and manage rental applications, store accounting, collect and track rent, manage visual maintenance requests, collaborate with your tenants, get a personal listing website, and much more. The software also offers basic accounting services and allows storing all the important information at one convenient place, including rent, commissions, utilities, maintenance requests and more. Rental and financial reposts can be generated when required, while automatic service reminders help schedule stuff such as maintenance or even walkthroughs.
    Starting Price: $0/month
  • 7
    Amspaces

    Amspaces

    Modulus Technologies

    Manage your entire coworking inventory from a single platform. Create multiple coworking spaces in your portfolio. Configure dedicated desks, flexible desks, private cabins and meeting rooms. Manage your coworking rent roll by configuring membership plans, lease details, deposits, car parking company details, billing details, lease escalations and lockins. Members of your coworking space have a separate portal for booking meeting rooms, helpdesk, tracking their visitors, self check-ins, downloading invoices and payment summary, access available inventory and plans. Empower your coworking community members with real-time bookings of shared resources from anywhere. Automate the entire process & avoid duplicate bookings.
    Starting Price: $0.91 per user per month
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    PropertyMe

    PropertyMe

    PropertyMe

    PropertyMe is Australia’s largest and most complete cloud property management software. With an easy-to-use interface, comprehensive trust accounting, built-in inspections and maintenance, mobile app and client access, you’ll have everything you need to manage your properties. Unlock the power of genuine automation to bill like a boss, perform end of month in minutes and reconcile automatically. Simplify your workload and save time with PropertyMe so you can focus your attention where it’s really needed. PropertyMe also offers fast data migration from other systems, endless access to free online training, fast and friendly support, unlimited users and a lower cost of ownership than major competitors, with no lock-in contracts.
    Starting Price: $110 per month
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    Beaver

    Beaver

    Beaver Technologies

    Beaver is a new real estate accounting software that serves all of real estate investor’s needs from rent collection and vendor payment to bookkeeping automatically. It does not only let you collect rent or pay your vendors within the software but also finishes the bookkeeping work for those transactions. The workload has been reduced by up to 90%. It is super easy for you to prepare your documents such as rent roll, financial statements such as balance sheet and income statement. It is very easy to prepare your tax return (Schedule E). Beaver is all you need to start managing your rental properties. Forget manual invoice entries. 90% of accounting and tax-related tasks are now automated with Beaver. Beaver is designed to cater to various investment structures, whether it be one LLC owning multiple properties, or one LLC per property, to serve the unique needs of real estate investors and property managers in today’s business world.
    Starting Price: $5 per month
  • 10
    Valuate by REFM
    ​Valuate is REFM’s web-based property financial analysis and transaction marketing platform designed to streamline property screening and enhance collaboration. It supports analysis for commercial real estate, multi-family, hotel, self-storage, and residential flip properties. Users can model from the rent roll through unit renovations, refinancing, and sale, with features like sensitivity analysis providing insights into risks and opportunities. It offers smart alerts to notify users of potential underwriting oversights and includes information icons for immediate guidance. Valuate facilitates easy sharing over email, allowing for efficient communication about real estate deals. Its clean, intuitive dashboard enables users to edit key transaction inputs directly, observing real-time adjustments to investment return KPIs. Valuate replaces traditional Excel use in the second half of financial analysis, applying purchase, sale, debt, equity, and joint venture mechanics.
    Starting Price: $19 per month
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    Lordy.app

    Lordy.app

    Lordy.app

    Lordy.app is a streamlined property management application designed for small property owners. It offers a comprehensive suite of tools to manage rental properties, tenants, leases, expenses, and documents efficiently. Users can input property details, track rent payments, generate invoices, and maintain a digital archive of receipts and contracts. Lordy.app provides automated reminders for upcoming lease renewals, safety inspections, and overdue payments. Financial tracking is simplified with features like cash flow reports and expense categorization. Lordy ensures data privacy by storing information locally on the user's device, eliminating the need for cloud storage or third-party logins. Its user-friendly interface is optimized for mobile devices, allowing landlords to manage their properties on the go.
    Starting Price: $3.99 per month
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    Landlordy

    Landlordy

    Landlordy

    Landlordy is a mobile property management app, enabling private landlords to efficiently manage rental properties without relying on spreadsheets or desktop software. It integrates seamlessly with your smartphone's camera, email, and messaging features, allowing you to log rent payments, track expenses, and generate invoices on the go. You can capture and organize digital receipts, schedule and receive reminders for maintenance and safety checks, and maintain comprehensive records for each property and tenant. Landlordy offers instant cash flow reports and customizable templates for sharing invoices, receipts, and statements via email or messaging apps. It supports light and dark modes, a specialized keyboard for calculations, and drag-and-drop functionality for attaching photos and PDFs. Designed for self-managing landlords with small portfolios, Landlordy ensures data privacy by storing all information locally on your device.
    Starting Price: Free
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    Avail

    Avail

    Avail

    Building a better rental experience for landlords and tenants everywhere. Rent payments, digital leases, and online rental applications all at your fingertips. Coordinate rental applications, sign your lease, pay or track rent and fees, and keep updated on maintenance requests. Post your listing to over a dozen top rental sites all at once. Receive an average of 18 inquiries within 2 weeks and respond easily from one place. We provide credit reports, criminal background checks, and eviction history — everything you need to protect your investment and select the right tenant. A state-specific lease template with all the disclosures and attachments needed to be compliant with local ordinances. Customize for your unit, then sign online. It's not just money transfer, it's automated rent collection with landlord-specific features like receipts, reminder emails, payment tracking, and autopsy your tenants will love.
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    Docsumo

    Docsumo

    Docsumo

    Document AI software with Intelligent OCR technology helps you convert unstructured documents such as pay stubs, invoices and bank statements to actionable data. Works with documents in any format with minimal setup. Extract totals, invoice numbers, payment terms, and more from multiple invoices in just a few clicks. Categorize table line items and get calculated attributes to automate decisions. Review captured data with human-in-the-loop tool & validate with external APIs or database. We use enterprise-grade security to ensure that your data is secure. You have complete control of your data processed through Docsumo. 50% less operational cost with automated rent roll processing. Onboard customers in real-time with quick and accurate logistics document processing. Verify tax return details in real-time with intelligent OCR API. Error-free data extraction from Energy & Utility bills.
    Starting Price: $25 per month
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    MarketEdge

    MarketEdge

    RealNex

    Produce 20-year cash flow projections, DCF analysis, and ROI. Import Rent-Rolls and comps to model assumptions for highly detailed and precise analyses or take high level assumptions and run Speed Analysis to get started. Leverage our presentations to set seller pricing and maximize bids. Use our drag-and-drop editor to choose from over 60 different modules to create your proposals or offering memoranda. Rapidly produce elegant brochures and swiftly turn your data into authoritative BOVs. Our automated document generation process focuses brokers, tenants, owners and investors on real data that leads to profitable transactions. And, all the materials can be customized to match your brand standards. Curate a professional collection of marketing materials and impress your clients. With more than 30 designs in the box that adopt your colors and logo, a design editor to create custom pages, business maps and integrated financial reports.
    Starting Price: $149 per month
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    Stessa

    Stessa

    Stessa

    Stessa makes it easy for property investors to track, manage and communicate the performance of their real estate portfolio, for free. Over 10,000 investors use Stessa to save time and optimize their single-family rentals and multifamily buildings with Visual performance dashboards, Automated income and expense tracking, and Tax-ready financial reports Get started in minutes: add your properties, link your financial accounts, and everything updates in real-time.
  • 17
    DealCheck

    DealCheck

    DealCheck

    Analyze any investment property in seconds. Our software makes it easy to analyze rental properties, BRRRR’s, flips & multi-family buildings, estimate profits and find the best real estate deals. Accurate property analysis in just a few clicks: Import dozens of property data points. Quickly search for properties and import their description, list price, value & rent estimates, property taxes, photos and more. Or use our step-by-step wizard to enter the data manually. Customize real estate deal parameters with DealCheck's real estate investment calculator. Customize precise deal parameters. Fill in your purchase price, financing, closing costs, rehab budget, rent roll and estimated expenses. Configure dozens of parameters to structure the exact deal you want. View detailed financial analysis and projections. Instantly view each property’s cash flow, cap rate, ROI, profit from sale, acquisition costs and more. Explore long-term cash flow projections for rentals & BRRRR’s
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    RentRedi

    RentRedi

    RentRedi

    RentRedi is a mobile-first property management software for landlords. We offer easy-to-use mobile technology with a feature for every step of the landlord process. From listing properties to signing leases, and screening tenants to collecting rent, RentRedi helps landlords to do it all while also saving them money and time. As landlords scale their rental portfolio, they can stop worrying about unexpected expenses, hidden fees, losing tenants, and using multiple tools to manage their business. RentRedi allows landlords to manage properties from anywhere—with one flat rate—and access to 5-star customer service.
    Starting Price: $12 per month
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    Baselane

    Baselane

    Baselane

    Banking, bookkeeping, rent collection, analytics, and more. The all-in-one financial platform to help you save time and increase returns. One platform for all your property banking & finances. Say goodbye to dozens of logins and manual spreadsheets. Get started by securely connecting your existing bank accounts or opening a banking account with Baselane built for landlords. All are seamlessly integrated into our landlord financial platform. Single-click, smart categorization with Schedule E and property tags makes tax time a breeze. All the tools you need to control your cash flow, track your expenses, and understand your property performance. Receive monthly rent directly into your bank account, give tenants the flexibility to pay their way, and easily keep track of all your payments. Save time and money with the best mortgage, refinancing, and home insurance offers, tailored to you and your rental properties.
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    PRODA

    PRODA

    PRODA

    PRODA is a cloud-based SaaS platform designed to automate the extraction, standardization, error-checking, and analysis of rent roll data in commercial real estate. It supports various formats, including Excel, PDF, and data from property management systems like Yardi, MRI, Argus, Voyanta, RealPage, and SAP, across multiple languages and currencies. PRODA's machine learning capabilities enable it to learn and adapt to different data formats, ensuring efficient processing and reducing manual errors. It offers features such as automated data extraction, standardization, error detection, and analytics, allowing users to generate insights and reports swiftly. Additionally, PRODA provides tools for tenant risk assessment, data governance, and integration with other software through APIs. It is utilized by over 150 companies, including industry leaders, to streamline rent roll data management and enhance decision-making processes.
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    Blurben

    Blurben

    Blurben

    Blurben is an all-in-one property management platform tailored for independent landlords and small property owners. It offers a suite of tools to streamline various aspects of property management. Users can list properties by entering details and uploading images, and these listings are syndicated across a network of partner sites to maximize visibility. It facilitates online rent collection, allowing tenants to pay via card or bank transfer, with options for recurring payments. It also supports automated reminders for upcoming or late payments. Lease agreements can be generated using customizable, state-compliant templates, and tenants can sign them online. Tenant screening is integrated, enabling background and credit checks to assess applicants. Maintenance requests are managed through a centralized system, and users can track expenses and generate financial reports.
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    Nakisa Real Estate
    Bring together commercial real estate portfolios, accounting, and operations to get a clear overview and full control over your RE assets. Nakisa Real Estate (NRE) offers a single end-to-end solution to manage all owned, leased, and sub-leased properties. Keep all real estate needs in sync with Nakisa Real Estate, a corporate real estate solution. Web-based, Nakisa Real Estate is designed to assist corporate real estate departments in their operations and accessible anywhere, anytime. Nakisa Real Estate provides dashboards, structured data and reports to help users make better and faster decisions with fewer resources. With Nakisa Real Estate's centralized data, users are able to store current and historical data, leases and locations, rent roll, and any other information.
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    Housters

    Housters

    Housters

    Invoice and accept online rent payments from Tenants, run Applicant background checks, fully featured accounting, and more. Pay rent online to Landlord or Property Manager, submit maintenance requests, and fill out online forms. All of the features available to Landlords, plus the ability to send and receive invoices and online payments to and from Landlords. Share to-do list tasks with Landlords and Property Managers and then invoice and accept online payments from them. Set up recurring online payments to be sent to your landlord or property manager on a schedule. Submit maintenance requests from the tenant portal to your landlord or property manager. Submitted maintenance requests will be automatically added to your landlord or property manager's to-do list.
    Starting Price: $5 per month
  • 24
    OnSite Property Manager

    OnSite Property Manager

    Ideal Applications

    Affordable, professional rental property management software that increases income, improves efficiency, and fills vacancies faster. Our web based property management software requires no downloads or CD’s to install, and all upgrades are done automatically. If you have a mobile device with internet capability, your office can be mobile! The heart of our software is the Rent Roll page, which means entering tenant payments, emailing statements and documents, viewing tenant notes, highlighting any tenant for tracking purposes, moving tenants in or out, and printing daily bank deposit slips are only clicks away. We make it easy to get started and create more profit from your rental properties. Give us a try and see why we are one of the best property management software programs, and why we rate highly in online property management software reviews.
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    Entrata

    Entrata

    Entrata

    Whether you need to quickly move in a resident, post transactions to the ledger, or automate your renewal offer process, Entrata provides everything you need to be more efficient. Entrata property management software incorporates your property accounting, purchasing, facilities, and leasing data into the industry's most comprehensive property management software available. Whether you need to quickly move in a resident, post transactions to the ledger, or automate your renewal offer process, Entrata’s property management software provides everything you need to make a difference at your property. Our intuitive interface grants users flexibility in ledger capabilities and supports system-wide reporting across multiple chart of accounts within individual companies. With accounting, payments, and adjustments done in real time, you can instantly prepare a snapshot of your properties financial health or bottom line.
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    Leaseable

    Leaseable

    Leaseable

    Reduce the risk of managing your legally binding lease data. The CRE data management platform that tracks data from the source document to the final report. Great user interface (UI) is worth a thousand words. Track and trace in real-time. Track CRE data in real-time from source to destination. See everything in a timeline. Leaseable captures every change to your CRE data, so you can easily go back and answer why, what, and when questions. Your information cockpit. The Leaseable Lease Summary puts all of your key data and information at your fingertips to help you make faster decisions. No more app switching. Rent rolls, encumbrance schedules, critical dates and stacking plans are all deeply integrated into the platform. Everything is connected and seamlessly works together.
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    Datoz

    Datoz

    Datoz

    Explore available spaces and download personalized market reports. Search through real estate transactions and download customizable market indicators. Big picture insight into the most current trends and market statistics. Consolidated monthly report in Excel that includes property specifications, transactions, closing prices and more. Find high quality prospects to grow your business through knowledge about tenants and new construction projects. A comprehensive view of each property including a breakdown of available spaces, contact information and technical specifications. Get access to and download pictures, layouts and flyers for every single property. Review property specifications, past leasing activity and rent-roll of monitored buildings.
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    SpaceQuant

    SpaceQuant

    SpaceQuant

    Modern property underwriting and origination platform eliminating data entry and leveraging data insight at scale. Increase loan originations by cutting loan closing times. Beat your competition with an ultra-fast quote and certainty of execution. Shorten the time to quote and close a deal by 80%. Enhance transparency and compliance, every data point is easily traceable to its location in source documents. A comprehensive system of alerts and automated reconciliations dramatically increases the accuracy and consistency of data. Mitigate risk with greater intelligence and data transparency. Get access to critical information in real time and uncover potential property performance issues well in advance. Your employees can focus on critical underwriting decisions, not data entry. SpaceQuant uses its proprietary AI technology to extract and analyze unstructured and semi-structured data from property financial documents, rent rolls, operating statements, budgets, info memorandums, etc.
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    REportfolio

    REportfolio

    Wizard Software Solutions

    Managing a real estate portfolio is inherently complex. REportfolio gives you the clear and accurate financial visibility you need to track, monitor, and analyze your lease data as efficiently and economically as possible. Manage leased, owned, and revenue-generating properties, equipment leases, permits, easements, and more. Generate cost and revenue forecasting, rent rolls, straight-line accounting, invoices, and aging receivable reports. With REportfolio, you get the clarity, flexibility, and mobility needed to curb costs, reduce risk, maintain compliance, and improve decision-making across your entire real estate portfolio. You have a unique way of running your operations. That means you need a real estate lease administration software solution that conforms to the way you work, not the other way around.
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    PropertyApps

    PropertyApps

    PropTech Apps

    On rent collection, tenant communication, and banking. 92% of landlords are unaware of the status of maintenance requests. Let’s change that. With our property management software, manage up to SIX TIMES as many units without any additional effort. All service requests are created, logged, and tracked, which will eliminate the need for phone calls and provide real-time status. Communication, task management and time tracking functionality with state-of-the-art geo-fencing for management of all organizational staff. Confidential communication and repository tools for the efficient management of tenant communications. Real-time analytics of your buildings, including rent rolls, stacking plans, payments, service requests and timesheets. Efficient curation and communication of overall building management through the utilization of push notification, newsfeeds, scheduling calendars and an Apple-inspired property dashboard.

Rent Roll Software Guide

Rent roll software is a digital tool used by property managers, landlords, and real estate professionals to track and manage rental income and tenant information across one or more properties. It serves as a central repository for details such as lease terms, tenant contact information, payment history, rent amounts, and upcoming due dates. This software is essential for organizing rental operations, offering a clear overview of cash flow, occupancy status, and revenue projections. It streamlines the rental process and reduces the risk of errors associated with manual record-keeping.

Most rent roll software platforms include features such as automated rent reminders, online payment processing, lease tracking, and reporting tools. These capabilities help landlords ensure timely payments, minimize vacancies, and plan for future financial scenarios. The ability to generate customizable reports allows users to analyze rental income trends and make data-driven decisions about property management or potential investments. Integration with accounting systems and maintenance request tools is also common, making it easier to handle operational tasks from a single dashboard.

The benefits of using rent roll software extend beyond convenience and organization. For real estate investors, the data provided by these tools is often crucial when evaluating the performance of rental properties or presenting information to lenders and stakeholders. Accurate rent rolls can demonstrate a property’s financial health and contribute to more favorable financing terms. Additionally, as the rental industry continues to adopt digital solutions, rent roll software helps landlords stay competitive by offering professional, transparent management practices that appeal to tech-savvy tenants.

Features of Rent Roll Software

  • Comprehensive Rent Roll Tracking: Rent roll software provides robust tools for tracking individual rental units and associated tenant details. Each unit is logged with relevant information such as its number, size, type (residential or commercial), and current occupancy status. The software maintains a database of tenant records, including lease terms, rent amount, move-in/move-out dates, security deposits, and historical payment data. This centralized tracking helps property managers stay organized and ensures nothing falls through the cracks when managing multiple units.
  • Automated Rent Collection and Payment Processing: A core feature of rent roll software is automated rent collection. Tenants can pay rent online using various methods such as credit or debit cards, ACH transfers, or e-checks, thanks to integrations with major payment processors. The platform allows tenants to set up recurring payments, which reduces the risk of late or missed payments. It also tracks all transactions, logs payments in real time, and issues receipts automatically. This eliminates manual tracking and improves cash flow visibility for property owners.
  • Financial Reporting and Analytics: Rent roll software typically includes advanced financial reporting tools that provide insights into the performance of rental properties. Rent roll reports display current rent charges, payments received, outstanding balances, and occupancy trends. The software can generate profit and loss statements that summarize income versus expenses for specified periods, helping landlords evaluate property profitability. In addition, many platforms offer cash flow projections based on lease terms, scheduled increases, and market trends, aiding in long-term financial planning.
  • Expense and Maintenance Tracking: Effective property management involves meticulous tracking of both maintenance activities and related expenses, and rent roll software excels in this area. Tenants can submit maintenance requests through a portal, which property managers can use to assign tasks, set priorities, and monitor resolution progress. Expenses such as repairs, utility bills, and contractor fees can be logged, categorized, and stored with receipts for easy reporting. Many systems also support vendor management by storing contact information, pricing, and service histories, which simplifies coordination with maintenance providers.
  • Tenant Screening and Application Processing: Tenant onboarding is streamlined with built-in application and screening features. Prospective renters can complete and submit applications online, which are customizable based on property requirements. The software often integrates with third-party background check providers to run instant credit, criminal, and eviction checks. These results are incorporated into the applicant's profile, making it easier for landlords to assess suitability and reduce the risk of problematic tenants.
  • Calendar and Task Automation: Rent roll platforms offer robust scheduling and task management tools to ensure landlords and property managers never miss a deadline. The system sends automated alerts for critical events such as lease expirations, rent increases, or required notices. Tasks like inspections or maintenance follow-ups can be scheduled and assigned to specific team members. A unified calendar view offers visibility into all scheduled activities, enhancing planning and operational efficiency.
  • Communication Tools: Communication is vital in property management, and rent roll software provides integrated tools to enhance tenant interactions. Tenants are given access to a secure portal where they can communicate with property managers, make payments, and view documents. Property managers can send bulk messages or individual notifications via email or SMS, making it easy to communicate important announcements, rent reminders, or maintenance updates.
  • Document Storage and Management: The software provides secure, centralized storage for all property-related documents. Lease agreements, addendums, inspection reports, and notices can be uploaded and organized by unit or tenant. Many platforms offer electronic signature integration, allowing for fast and legally compliant execution of leases and renewals. Document access can be customized based on user roles, ensuring only authorized personnel can view or modify sensitive information.
  • Portfolio and Property Management: Rent roll software supports multi-property management, making it ideal for landlords or property management firms with diverse portfolios. From a single dashboard, users can oversee residential, commercial, or mixed-use properties. Detailed owner reports can be generated to show individual or combined property performance, including revenue, expenses, and occupancy rates. Some systems also allow vacant units to be automatically listed on rental sites and updated as occupancy changes.
  • Mobile Access and Cloud-Based Management: Most rent roll platforms are cloud-based, allowing access from any location with an internet connection. Many offer mobile apps or responsive interfaces so landlords, tenants, and managers can use the system on smartphones and tablets. This ensures that key tasks like rent collection, maintenance tracking, and communication can be done on the go, supporting remote management and increasing operational flexibility.
  • Audit Trail and Compliance Features: To support transparency and legal compliance, rent roll software includes audit trails and compliance tools. Every change or transaction is logged with timestamps and user details, creating a record that can be referenced in the event of disputes or audits. Additionally, the software helps landlords remain compliant with fair housing laws, local ordinances, rent control regulations, and lease disclosure requirements by standardizing documentation and workflows.

Types of Rent Roll Software

  • Individual Landlords / Small-Scale Property Owners: This type of rent roll software is tailored for landlords managing just a few units, such as single-family homes or duplexes. It typically includes essential tools like rent tracking, tenant contact storage, lease terms, and reminders for upcoming rent due dates. The interface is user-friendly and straightforward, often available as mobile apps to allow landlords to manage their rentals from anywhere. These platforms prioritize ease of use over deep functionality, making them ideal for users who don’t need the advanced features larger portfolios demand.
  • Property Management Companies: Designed for professional managers handling dozens to thousands of units, this software includes advanced features to streamline operations across large portfolios. These platforms offer automated rent collection, maintenance tracking, detailed lease management, and multi-user access with varying permission levels. Integration with accounting systems, CRM tools, and payment gateways is common, allowing for centralized control over tenant relations, financials, and compliance. These solutions are scalable and are well-suited to firms needing efficiency and accuracy across complex property networks.
  • Commercial Real Estate Managers: This category focuses on managing commercial leases for office buildings, retail centers, or industrial properties. The rent roll software must account for more intricate lease terms such as percentage rents, CAM (common area maintenance) charges, escalation clauses, and triple net lease components. These platforms allow real estate managers to keep track of tenant obligations, lease renewals, and financial performance while often providing tools for legal and regulatory compliance. They are indispensable for maintaining accuracy in revenue projections and lease audits in the commercial sector.
  • Basic Rent Roll Tracking Tools: Basic rent roll systems offer a simple way to record and track tenant names, lease start and end dates, rental amounts, and payment statuses. They function primarily as digital spreadsheets, offering static reporting with minimal automation. Ideal for landlords who prefer manual updates or are transitioning from paper records, these tools provide a foundational overview of property income but lack integration with payment systems or advanced financial analytics.
  • Automated Rent Collection Software: These platforms focus on streamlining the rent payment process by enabling tenants to pay electronically through ACH transfers, debit/credit cards, or mobile wallets. Once payments are received, the software updates the rent roll automatically and adjusts outstanding balances. Features often include automated email or SMS reminders, late payment notices, and recurring billing. This significantly reduces manual labor, improves payment timeliness, and minimizes accounting errors.
  • Integrated Accounting and Financial Tools: Combining rent roll functionality with full-fledged accounting systems, these platforms enable users to manage finances without needing external software. They support double-entry bookkeeping, allow for the tracking of income and expenses, and can generate financial reports such as profit and loss statements or balance sheets. Security deposit management, tax deduction logging, and investor-ready reports are also often included. These tools are essential for landlords or managers needing complete financial transparency and documentation.
  • Tenant and Lease Management Platforms: Beyond rent collection, these tools help property managers handle the entire tenant lifecycle. From online applications and background checks to digital lease signing and renewal tracking, these platforms ensure a seamless process. Lease data is automatically reflected in the rent roll, and alerts for expiration, renewals, or rent escalations are common features. A tenant portal is often included, where renters can view their lease documents, payment history, and communicate with landlords or management staff.
  • Maintenance and Work Order Integration: This software connects rent roll data with maintenance tracking by linking service requests to specific units or tenants. Managers can track repair costs, assign work orders, and monitor progress through the same system. This integration ensures that maintenance expenses are properly accounted for, which is useful for budgeting and financial forecasting. Some platforms also support photo uploads, issue resolution timelines, and service provider coordination.
  • Analytics and Reporting Tools: For users seeking insights into portfolio performance, rent roll software with built-in analytics offers dashboards and reporting capabilities that highlight trends in rent collection, tenant turnover, and occupancy. These platforms often allow users to build custom reports that can be shared with stakeholders or used internally for decision-making. Visualizations and export options (like PDF or Excel) help simplify data interpretation and improve communication with team members or investors.
  • Cloud-Based / SaaS Rent Roll Software: This software is hosted on the cloud and accessible from any internet-connected device. With automatic updates and backups, these platforms offer security and convenience without requiring on-site IT infrastructure. Subscription pricing is common, often based on the number of units or users. Cloud-based systems are scalable and ideal for users who want the latest features, fast deployment, and remote accessibility.
  • On-Premises / Desktop Applications: Installed directly on a user’s computer or local server, on-premises software offers greater control over data and security. These platforms may be preferable for businesses with strict data privacy requirements or limited internet access. However, they often require manual updates and ongoing IT support. This type of rent roll software is more rigid but allows for deep customization and offline operation.
  • Hybrid Systems: Hybrid rent roll solutions combine the benefits of cloud and on-premises systems. Users can work offline and sync data when a connection becomes available, making them ideal for fieldwork or locations with unreliable internet. These systems offer a balance between flexibility and security, often including mobile capabilities alongside desktop functionality.
  • Regulatory-Focused Solutions: In jurisdictions with strict rental regulations, such as cities with rent control or detailed eviction processes, specialized rent roll software helps landlords stay compliant. These tools generate mandated legal notices, track rent increase limits, and provide reminders for regulatory deadlines. They are crucial for avoiding penalties and ensuring that all tenant interactions are documented and legally compliant.
  • Audit-Ready Platforms: For property managers and investors subject to audits, these platforms maintain a detailed history of financial transactions, lease versions, and communication logs. Audit-ready software often includes digital signatures, change logs, and secure document storage. These tools ensure full transparency and legal defensibility, especially in institutional or heavily scrutinized environments.
  • Mobile-First Applications: Targeting landlords and managers who are frequently in the field, mobile-first platforms offer intuitive interfaces optimized for smartphones and tablets. Users can collect rent, view tenant details, and handle maintenance requests from their devices. These platforms often allow offline data entry and later synchronization, making them practical for inspections, showings, or rural property management.
  • Multi-User and Role-Based Access Systems: These systems allow multiple users to access the software simultaneously, with roles and permissions tailored to each team member. For example, leasing agents may have access to tenant screening tools, while maintenance staff can only view work orders. This approach promotes operational efficiency, accountability, and secure data handling in larger organizations.
  • Stand-Alone Tools: These are focused, lightweight solutions that perform one or two functions very well without relying on external integrations. A stand-alone rent roll tool may be perfect for a landlord who prefers to handle accounting or maintenance separately, but may fall short for those seeking an all-in-one system. They offer simplicity but may become limiting as needs grow.
  • All-in-One Property Management Suites: In these platforms, the rent roll is just one component of a broader ecosystem that includes CRM, accounting, maintenance, tenant screening, and marketing tools. These suites provide end-to-end solutions for large-scale operations and help eliminate the need for multiple separate platforms. They are ideal for organizations that want centralized data and unified workflows.
  • API-Compatible / Customizable Platforms: For businesses with unique needs or existing systems, API-compatible software allows for custom integrations with third-party applications like accounting software, CRMs, or custom portals. These tools require more technical expertise but offer unmatched flexibility. They are particularly beneficial for companies that want to build tailored workflows or integrate rent roll data into broader enterprise systems.

Rent Roll Software Advantages

Rent roll software offers a wide range of advantages for property managers, landlords, and real estate professionals by streamlining operations, improving data accuracy, and enhancing decision-making. Below is a comprehensive list of the key advantages provided by rent roll software, along with detailed descriptions of each:

  • Centralized Tenant Information: Rent roll software consolidates all tenant data in one place, including lease agreements, rent amounts, payment history, move-in/move-out dates, and contact information. This centralization reduces the time spent searching for records, improves data accuracy, and makes it easier to manage tenant communications and lease renewals.
  • Automated Rent Tracking and Billing: The software automatically tracks rent payments and generates billing invoices for tenants. It flags missed or late payments and sends reminders to both tenants and managers. This minimizes manual errors, ensures consistent cash flow, and reduces the administrative burden of tracking down delinquent tenants.
  • Accurate Financial Reporting: Rent roll software provides up-to-date financial reports such as income statements, cash flow reports, and delinquency summaries. It often includes customizable reports for internal use or sharing with stakeholders. Accurate financial insights help property owners understand their portfolio’s performance, make informed investment decisions, and prepare for audits or tax filings.
  • Improved Portfolio Visibility: Whether managing a single property or a portfolio of hundreds, rent roll software gives users a real-time snapshot of occupancy rates, rent amounts, lease expirations, and unit performance across all assets. This visibility allows for proactive planning, identifying underperforming assets, and optimizing rent strategies across different properties.
  • Automated Lease Management: Users can automate lease creation, renewal alerts, and termination notices. Some systems also support digital signatures and document storage. Reduces the likelihood of expired leases going unnoticed, ensures timely renewals, and simplifies compliance with legal and contractual obligations.
  • Streamlined Communication: Most rent roll software platforms include communication tools for sending announcements, notices, or payment reminders to tenants via email or SMS. Enhances tenant relations and ensures that important information is delivered and documented consistently.
  • Reduced Human Error: Automating calculations, reporting, and data entry significantly reduces the chance of mistakes that can lead to financial discrepancies or legal issues. Fewer errors mean greater confidence in reporting and reduced liability for property managers.
  • Time and Cost Efficiency: By automating repetitive tasks and streamlining workflows, rent roll software saves time and labor costs. Tasks that once took hours can now be completed in minutes. Property managers can focus more on strategic planning, tenant relations, and business growth rather than administrative tasks.
  • Real-Time Data Access: Cloud-based rent roll software allows users to access data from anywhere, using any device with an internet connection. This flexibility supports remote management and ensures that stakeholders can get real-time updates regardless of their location.
  • Integration with Other Systems: Modern rent roll software often integrates with accounting platforms (like QuickBooks), payment processors, and CRM systems. Integration eliminates data duplication, ensures consistency across platforms, and allows for more comprehensive property management solutions.
  • Compliance and Recordkeeping: The software can help track and store key compliance documents, lease agreements, and tenant communications. Some systems also alert users about regulatory deadlines. Maintains organized and compliant records, which is crucial during inspections, audits, or legal disputes.
  • Customizable Dashboards and Analytics: Users can often customize dashboards to display the most relevant metrics and trends for their business. Advanced systems may also use AI to predict tenant churn or rental income. Helps identify opportunities for improvement, forecast future income, and adapt strategies to market conditions.
  • Scalability for Business Growth: As a landlord or management firm adds more properties, the software scales to accommodate the increasing data and complexity without significant changes to workflow. Ensures long-term usability and supports business expansion without requiring new systems.
  • Tenant Self-Service Portals: Many platforms provide tenants with online portals to view their lease terms, make payments, submit maintenance requests, and update contact information. Enhances tenant satisfaction, reduces incoming service requests for basic queries, and promotes operational efficiency.
  • Environmental and Paperless Benefits: Digital leases, receipts, and reports reduce reliance on paper, supporting green business practices and saving on printing/storage costs. Encourages eco-friendly operations while reducing clutter and improving document management.

What Types of Users Use Rent Roll Software?

  • Property Managers: They rely on rent roll software to track rent payments, monitor lease terms, manage tenant information, and generate financial reports. The software helps streamline operations across multiple properties, whether residential, commercial, or mixed-use.
  • Landlords / Independent Property Owners: Small-scale landlords use rent roll software to simplify the collection of rents, maintain tenant records, track due dates, and assess profitability. It’s especially valuable for those transitioning from manual spreadsheets to more automated processes.
  • Real Estate Investors: Investors use the software to analyze rental income trends, assess cash flow, and evaluate return on investment. It’s a critical tool for making data-driven acquisition or disposition decisions.
  • Leasing Agents: Leasing agents access rent roll data to understand unit availability, rent rates, and tenant turnover. This data helps them price units competitively and coordinate lease renewals or new tenant onboarding.
  • Asset Managers: They use the software to generate performance reports, track revenue against projections, and identify underperforming assets. Rent roll data is critical for quarterly reviews, investor reports, and strategic planning.
  • Accountants and Bookkeepers: Accountants use it to reconcile rent payments, generate ledgers, prepare financial statements, and support year-end tax reporting. Integration with accounting software like QuickBooks is often a key requirement.
  • Real Estate Developers: Once a development is leased up, rent roll software helps developers track leasing performance, understand income stabilization, and prepare documentation for financing or sale to investors.
  • Real Estate Brokers: Brokers review rent rolls during due diligence to assess a property's income-producing potential. This data is key for pricing, marketing to buyers, and negotiating deals.
  • Lenders and Financial Institutions: Lenders request rent rolls to evaluate income reliability and determine loan terms. The data supports underwriting and risk analysis for investment properties.
  • HOAs and Co-Op Boards: In communities with subletting or rental units, the software is used to monitor rental activity, ensure compliance with bylaws, and manage revenue from leased common spaces.
  • Government Agencies / Affordable Housing Administrators: These users track rental income, verify tenant eligibility, and report on housing occupancy and compliance. The software helps them manage funding allocations and regulatory documentation.

How Much Does Rent Roll Software Cost?

The cost of rent roll software can vary widely depending on the size of the property portfolio, the features included, and the deployment method (cloud-based vs. on-premise). For small landlords or property managers handling a few units, there are low-cost or even free versions with basic functionalities like tenant tracking and rent collection. However, as the number of units increases or as users require more robust features—such as automated accounting, advanced reporting, or integrations with other property management tools—the pricing generally scales upward. Monthly subscriptions typically range from $10 to several hundred dollars, depending on these factors.

Larger property management firms or real estate investment groups often require more sophisticated rent roll software that supports custom workflows, multiple user roles, and portfolio-level analytics. These enterprise-level solutions are usually priced per unit or per user and may involve initial setup fees and annual licensing agreements. Some providers offer tiered pricing models, allowing businesses to pay more as their needs grow. Ultimately, the total cost depends on the level of automation and customization a business requires to effectively manage its rental properties.

Rent Roll Software Integrations

Rent roll software, which is commonly used by property managers and real estate professionals to track tenant information, rental income, lease terms, and occupancy rates, can integrate with several other types of software to improve operational efficiency and data accuracy.

One common integration is with accounting software. By linking rent roll data with platforms like QuickBooks or Xero, users can automate financial reporting, streamline rent collection processes, and maintain up-to-date income and expense records without manual entry. This integration allows for real-time syncing of invoices, payments, and other financial transactions related to property management.

Customer relationship management (CRM) software is another category that often integrates with rent roll systems. This connection helps property managers better handle tenant communication, manage leads for vacant units, and maintain historical records of interactions. With a CRM integration, professionals can track inquiries, follow up with prospects, and even automate messages to tenants for lease renewals or maintenance updates.

Payment processing platforms also commonly connect with rent roll software. Integrations with services such as PayPal, Stripe, or specialized rent payment processors enable tenants to pay online, while property managers benefit from automated tracking of incoming payments and reduced administrative overhead.

Maintenance management systems can also be integrated. These systems allow users to track repair requests, schedule service providers, and document completed work. When connected to rent roll software, this ensures that maintenance history is tied directly to specific units and tenants, improving accountability and recordkeeping.

In addition, document management software can be linked to rent roll systems to store and retrieve digital leases, tenant correspondence, and legal documents in a centralized and searchable format. This integration improves document security and makes compliance with regulations more manageable.

Some rent roll platforms integrate with marketing and listing tools. This allows property data, such as unit availability and rental rates, to be automatically pushed to listing websites or syndication networks, helping to fill vacancies faster with consistent, up-to-date information.

Trends Related to Rent Roll Software

  • Industry Adoption & Market Growth: One of the most noticeable trends is the increased adoption of rent roll software by smaller landlords and independent property managers. What was once considered a tool primarily for large property management firms is now widely accessible due to more affordable pricing models and intuitive user interfaces. This democratization of technology is helping smaller players become more efficient and competitive in the rental market.
  • Automation & Workflow Efficiency: Rent roll software increasingly features automation to reduce manual tasks. These systems can automatically track rent payments, calculate late fees, manage lease renewal cycles, and ensure landlords stay ahead of critical deadlines. This automation is especially valuable for landlords managing multiple tenants or properties.
  • Data Insights & Reporting: Advanced analytics and data visualization features are now standard in many rent roll platforms. Landlords and managers can use dashboards to track key performance indicators like occupancy rates, income trends, overdue payments, and lease expiration schedules. These insights support more informed, strategic decision-making.
  • Portfolio & Tenant Management: Rent roll software is increasingly equipped to support large, diverse property portfolios. Whether managing residential, commercial, or mixed-use properties, modern tools allow users to monitor unit-level data and drill down into performance at each property or across the entire portfolio.
  • Mobile Functionality: A mobile-first approach is now standard in rent roll software development. With landlords and property managers frequently on the go, mobile apps are being designed to mirror desktop functionality, enabling users to check rent status, communicate with tenants, and manage maintenance tickets directly from their smartphones.
  • Security & Compliance: Given the sensitive nature of rent roll data—such as personal tenant information and financial records—platforms are investing heavily in security. Encryption, role-based access control, and secure cloud hosting have become standard features to protect against data breaches.
  • Integrations & Ecosystem Expansion: APIs are now commonly offered by rent roll platforms, allowing users to connect the software with other property tech tools, CRMs, or custom-built applications. These integrations enable the creation of tailored solutions that match a company’s exact workflow and technology stack.
  • AI & Machine Learning Trends: Artificial intelligence is beginning to shape the future of rent roll software. Predictive analytics can forecast potential rent defaults, identify risky tenants, and estimate future vacancy rates using historical and market data. These capabilities enhance risk management and planning.
  • Maintenance & Operational Integration: Maintenance management is being folded into rent roll systems more frequently. Landlords can log repair requests, assign vendors, monitor resolution timelines, and record associated costs—all within a single platform.
  • ESG & Sustainability Alignment: Some rent roll platforms are incorporating sustainability tracking, particularly for larger portfolios. These systems can monitor energy and water usage, identify inefficiencies, and support reporting on environmental, social, and governance (ESG) metrics—critical for institutional investors.

How To Choose the Right Rent Roll Software

Selecting the right rent roll software involves a thoughtful evaluation of your property management needs, business scale, and preferred workflows. The first step is to clearly understand what you want the software to accomplish. If you're managing a small portfolio of residential units, your needs may be vastly different from a commercial property manager overseeing multiple buildings or mixed-use properties. Understanding your operational priorities—such as lease tracking, payment processing, maintenance requests, and tenant communication—will help you determine which features are essential.

Next, consider the ease of use and user interface. Software that is overly complicated or requires extensive training may hinder productivity, especially if your team lacks technical expertise. Look for platforms that offer intuitive navigation and streamlined workflows. This ensures quicker onboarding and minimizes errors in daily operations. It's also wise to evaluate the software's compatibility with your current systems, including accounting tools, customer relationship management platforms, and document storage solutions. Seamless integration can reduce duplicate work and improve accuracy.

Security and data privacy should not be overlooked. Rent roll software manages sensitive financial and personal information, so it's important that the system follows best practices for encryption, user access controls, and regular backups. Cloud-based platforms often provide real-time updates and remote access, which can be particularly beneficial for teams spread across different locations or for landlords who travel frequently.

You should also factor in customer support and training resources. A responsive support team and a comprehensive knowledge base or onboarding guide can make a significant difference when issues arise. Additionally, review the pricing structure carefully. Some solutions charge per unit, while others offer tiered plans based on features or number of users. Consider the total cost of ownership, including any hidden fees for add-ons or upgrades.

Finally, take advantage of free trials or demos when available. These offer a practical way to assess the software's performance in real-world scenarios and help you determine whether it aligns with your business processes. Reading user reviews and seeking recommendations from other professionals in the industry can also provide valuable insights.

Choosing the right rent roll software is not just about technology; it's about selecting a tool that aligns with your operational goals, simplifies your tasks, and enhances tenant relationships. A careful, methodical approach will ensure you make a choice that supports long-term success.

Utilize the tools given on this page to examine rent roll software in terms of price, features, integrations, user reviews, and more.