Property management software (PMS) can transform vacation rental operations from chaotic to streamlined. The right platform automates tedious tasks, prevents double bookings, and scales with your business. The wrong choice creates more problems than it solves.
This guide helps you evaluate options and choose software that fits your needs.
What Property Management Software Does
Core Functions
Reservation management:
- Centralized calendar
- Booking details storage
- Guest information
- Payment tracking
Channel management:
- Sync across platforms
- Prevent double bookings
- Update availability instantly
- Distribute listings
Communication:
- Automated messages
- Template management
- Guest communication history
- Team coordination
Operations:
- Task management
- Cleaning schedules
- Maintenance tracking
- Vendor coordination
Why It Matters
Without PMS:
- Manual calendar updates
- Risk of double bookings
- Repetitive messaging
- Scattered information
- Scaling limitations
With PMS:
- Automated synchronization
- Reduced errors
- Consistent communication
- Centralized data
- Efficient growth
When You Need Property Management Software
Signs You’ve Outgrown Manual Management
Consider PMS when:
- Managing 2+ properties
- Listing on multiple platforms
- Spending hours on admin tasks
- Missing messages or tasks
- Making booking errors
- Can’t take time off
When Manual Works
You may not need PMS if:
- Single property
- One platform only
- Limited bookings
- Enjoy hands-on management
- Very budget-conscious
Key Features to Evaluate
Channel Management
Essential capabilities:
- Airbnb integration
- VRBO/Booking.com support
- Real-time sync speed
- iCal backup support
- Rate synchronization
Questions to ask:
- How quickly do calendars sync?
- Which channels are directly integrated?
- What happens if sync fails?
- Can you manage channel-specific settings?
Unified Inbox
Communication features:
- All messages in one place
- Platform identification
- Response templates
- Automated responses
- Message scheduling
Evaluate:
- Ease of use
- Mobile functionality
- Team collaboration
- Automation options
Automated Messaging
Automation capabilities:
- Booking confirmation
- Check-in instructions
- Mid-stay check-in
- Check-out reminders
- Review requests
Key considerations:
- Trigger flexibility
- Personalization options
- Platform compliance
- Override capability
Task Management
Operations features:
- Cleaning scheduling
- Maintenance tracking
- Team assignments
- Vendor management
- Checklists
Look for:
- Auto-scheduling from bookings
- Mobile app for teams
- Photo documentation
- Completion tracking
Reporting and Analytics
Data capabilities:
- Revenue reports
- Occupancy tracking
- Channel performance
- Financial statements
- Owner reports
Consider:
- Report customization
- Export options
- Real-time vs. delayed
- Visual dashboards
Direct Booking
Website capabilities:
- Booking engine
- Payment processing
- Website templates
- Custom domain support
- SEO features
Evaluate:
- Design quality
- Mobile responsiveness
- Booking flow
- Fee structure
Pricing Tools
Revenue management:
- Dynamic pricing integration
- Manual rate adjustments
- Minimum stay rules
- Seasonal pricing
- Gap night pricing
Integration options:
- PriceLabs
- Wheelhouse
- Beyond Pricing
- Built-in tools
Popular PMS Options
For Small Operators (1-5 Properties)
Hospitable (formerly Smartbnb):
- Strengths: Automation, messaging
- Best for: Automation-focused hosts
- Pricing: Per property/month
Lodgify:
- Strengths: Direct booking website
- Best for: Brand-focused operators
- Pricing: Per property/month
Hostaway:
- Strengths: All-in-one features
- Best for: Growing operators
- Pricing: Per property/month
iGMS:
- Strengths: Affordability, basics
- Best for: Budget-conscious hosts
- Pricing: Per property/month
For Growing Operators (5-20 Properties)
Guesty for Hosts:
- Strengths: Scalability path
- Best for: Planning to grow
- Pricing: Per property/month
OwnerRez:
- Strengths: Customization, direct booking
- Best for: Tech-comfortable operators
- Pricing: Per property/month
Hostfully:
- Strengths: Guidebooks, operations
- Best for: Guest experience focus
- Pricing: Per property/month
For Professional Managers (20+ Properties)
Guesty:
- Strengths: Enterprise features
- Best for: Large portfolios
- Pricing: Custom pricing
Streamline:
- Strengths: Accounting integration
- Best for: Established managers
- Pricing: Custom pricing
Track:
- Strengths: Trust accounting
- Best for: Fiduciary compliance
- Pricing: Custom pricing
Evaluation Process
Step 1: Define Requirements
List your must-haves:
- Which channels do you use?
- What’s your biggest pain point?
- How many properties now and planned?
- What’s your budget?
- What technical skill level?
Step 2: Research Options
Gather information:
- Read user reviews (not just testimonials)
- Check integration lists
- Understand pricing fully
- Research company stability
Step 3: Trial Period
Test thoroughly:
- Most offer free trials
- Set up real workflows
- Test all key features
- Evaluate support responsiveness
Step 4: Calculate True Cost
Beyond subscription:
- Per-booking fees
- Payment processing fees
- Add-on feature costs
- Integration costs
- Training time
Implementation Best Practices
Preparation
Before switching:
- Export all current data
- Document current processes
- Notify guests of any changes
- Plan transition timing
Migration
Careful steps:
- Start with one property
- Test all integrations
- Verify calendar sync
- Check automation triggers
- Review all templates
Training
Ensure adoption:
- Learn core features first
- Document your workflows
- Train team members
- Create standard procedures
Optimization
After launch:
- Monitor for issues
- Refine automations
- Add features gradually
- Track time savings
Common Mistakes to Avoid
Choosing on Price Alone
The cheapest option often costs more in:
- Time spent on workarounds
- Missed bookings
- Guest communication failures
- Scaling limitations
Over-Buying Features
Don’t pay for enterprise features you won’t use:
- Match features to current needs
- Growth potential matters
- But don’t over-invest early
Ignoring Integration Needs
Verify compatibility with:
- Your booking channels
- Dynamic pricing tools
- Smart home devices
- Accounting software
- Payment processors
Skipping the Trial
Always test before committing:
- Set up real scenarios
- Identify dealbreakers early
- Evaluate support quality
- Check mobile functionality
Poor Implementation
Rushing the transition causes:
- Double bookings during migration
- Lost guest data
- Broken automations
- Team confusion
Measuring PMS Success
Time Metrics
Track:
- Hours spent on admin tasks
- Response time to guests
- Time to create reports
- Scheduling efficiency
Error Reduction
Monitor:
- Double booking incidents
- Missed communications
- Task completion rates
- Calendar accuracy
Financial Impact
Calculate:
- Software cost vs. time saved
- Revenue from prevented errors
- Direct booking growth
- Operational efficiency gains
Guest Experience
Observe:
- Communication consistency
- Check-in smoothness
- Issue resolution speed
- Review feedback
Future Considerations
Scalability
Plan for growth:
- Per-property pricing models
- Feature tiers
- Portfolio expansion capability
- Market expansion support
Technology Evolution
Stay current:
- AI and automation trends
- New integrations
- Mobile capabilities
- Industry standards
Vendor Stability
Evaluate:
- Company financial health
- Development roadmap
- User community
- Long-term viability
The right software amplifies your management capabilities. Learn how we leverage technology to deliver efficient property management.
