5 key signs your property management software needs an audit

Property management is tough enough without outdated software making things harder. Your property management software should help, not hinder, your day-to-day operations.

But if your system is feeling sluggish, disorganised or just plain frustrating, it might be time to step back and take a closer look. 

Here are five telltale signs your real estate tech stack could use an audit.

1. You’re still doing too many manual tasks

Property management software is supposed to make your life easier. If you or your team are constantly jumping between spreadsheets, manually entering data, or handling trust accounting the hard way, your system isn’t doing its job.

Automated workflows should take care of repetitive tasks so you can focus on bigger things – like growing your rent roll. An audit will help you pinpoint where automation could give you back some much-needed time. (Because let’s face it, no one got into property management for the love of data entry).

2.  Your software doesn’t play well with others

Ever feel like you’re working for your software instead of the other way around? If your property management software doesn’t integrate smoothly with your CRM, accounting tools, or tenant application software, you’re wasting valuable time toggling between platforms. Your systems should talk to each other effortlessly. An audit will help you figure out what’s missing and where improvements can be made.

3. You’re not sure if you’re fully compliant

Compliance and data security are huge in property management. If you’re unsure whether your software is keeping up with the latest regulations or securely handling sensitive information, that’s a red flag. An audit will help you assess if your software is protecting your agency from legal risks and ensuring you stay on the right side of compliance laws.

4. Your reporting leaves you guessing

Good reporting = better decision-making. If you’re software doesn’t provide clear, data-driven insights on key areas like financials, maintenance, and tenant trends, you’re flying blind. A property management software evaluation will highlight whether your current system gives you the business intelligence you need – or if it’s time to upgrade.

5. Your team complains about slow, chunky software

If your software is slow, crashes often, or makes daily tasks harder than they should be, your team is probably feeling the pain. A system that’s hard to use reduces productivity and creates frustration. Conducting an audit will help you determine if it’s time to switch to a more intuitive and scalable solution. And truth be told – if your team spends more time complaining about the software than using it, it’s probably time for a change.

How to audit your property management software

Not sure where to start? Here’s a simple framework for evaluating your current system:

1. ‍Identify bottlenecks: Where are things slowing down, and what’s taking too long?‍
2. Check your integrations: Does everything sync seamlessly, or are you constantly entering data twice?‍
3. Access compliance & security: Is your software keeping up with regulations and protecting sensitive data?‍
4. Look at your reporting: Are you getting the insights you need to make smart business decisions?‍
5. Test the user experience: Ask your team what’s working – and what’s not.

Technology moves fast, and so should your software. By regularly auditing your system, you can ensure its scalable, efficient, and aligned with your business goals.

If any of these red flags sound familiar, now’s the time to audit your software and make sure it’s actually working for you – not against you. 

Not sure where to start? Download our free Property Management Software Audit Template and make the process easier.