CRM for property management: 9 platforms to streamline your portfolio in 2025

Property managers have a lot going on. From handling incoming inquiries from prospective tenants to maintenance requests, and in some cases, vacation rental bookings, it can be a lot to take care of. CRMs offer property management companies a way to handle incoming requests from multiple properties so that nothing gets left behind.

In this article, we’ve rounded up a few of the top contenders for property management CRMs. We’ll also look at what features to look for and why a solution like monday CRM stands out among the rest.

What is a property management CRM?

A property management CRM is a platform that enables users in property businesses to manage interactions with customers or prospects. Whether you’re managing hundreds of tenants, short-term renters, vacation rental guests, or simply furling prospects, a property management CRM makes it easier to get a comprehensive view of it all in one place.

With a CRM for property management, it’s easy to track and analyze things like maintenance requests, vacancy rates, rental income, property performance, and more. You can also automate tasks like lease renewal reminders and tenant communications, making it easier to reach everyone at once. A good property management CRM will also integrate with important tools like marketing apps or financial and accounting systems to keep all your data unified.

The property manager's pain point: Why spreadsheets fail

Spreadsheets are easy to use, straightforward, and familiar, but when it comes to anything more than managing one or two tenants, they’re not robust enough to streamline work. Managing property involves more than simply collecting checks, but there are a lot of hidden costs that can add up over time, and if you’re not careful, these costs can overshadow the revenue your properties generate.

Manually tracking all your properties, tenants, and prospects can lead to major inefficiencies. For example, missing a rent payment notification can turn into late fees and a strained relationship with your tenant. Not only that, but running a property involves a lot of maintenance, and when requests get lost in endless text and email threats, minor repairs can become major liabilities.

The real reason spreadsheets and manual tracking fail lies in what you can’t see: the opportunity cost of hours spent on data entry, compliance risks, missed revenue, and units staying vacant longer than necessary. These lost hours can go a lot farther when you spend them building tenant relationships, automating communications, and tracking unit vacancies and maintenance requests.

Features to look for in a CRM for property management

There are many different features to consider when shopping around for a CRM for property management. Depending on the type of property you manage, you may need specific functionalities, but overall, there are some specific features that are essential for all types of property managers. Here are a few key features to look for in a CRM for property management.

Lead management tools

Leads can come from anywhere when you manage property, but it’s important to stay on top of incoming leads and data on existing guests or tenants, like contact information or credit scores. Look for software that allows you to prioritize, score, segment, and route incoming leads based on property type, entry dates, urgency, or budget, so you can ensure you minimize vacancies.

Communication features

As a property manager, communication with tenants is essential. It’s even more important if you have a short-term or vacation rental and you’re regularly communicating about check-ins or maintenance issues. A good system will be able to centralize communications like SMS, emails, and other messages so that you can keep everything in one place.

Document storage

Property management includes a lot of paperwork, like signed documents and passport copies. Look for a CRM that offers enough storage space to keep all your important documents centralized and easily accessible on the go. With a platform like monday CRM, you can link documents to specific properties, tenants, or guests to keep everything clear and organized.

Integrations

A CRM will undoubtedly make your property management workflows easier, but you still have other tools you’ll need, like payment processors or booking software. When considering a CRM, look for one that integrates with the software you already use or need to implement to ensure that it can act as your core tool and support the other apps you use.

Workflow automations

Opt for a property management CRM that allows you to automate marketing and other tasks, like lead management, online rent collection reminders, and communications. Automations can take all the manual work out of the short-term rental processes, for example, by streamlining manual communications and follow-ups.

Smart AI capabilities

AI now comes built into a lot of CRM platforms, but be sure to look for one with AI features that actually move the needle. AI tools can help you personalize communications with different types of tenants, sort and prioritize incoming leads, and even forecast future resource needs and booking rates so you can prepare accordingly.

9 of the best CRMs for property management

When working in a specific industry, it can be tempting to opt for platforms that are built for your unique purposes. While CRMs for real estate or property management can be good solutions, they may not offer the flexibility and customization capabilities of more generalized CRM platforms.

The table below compares different property management CRMs side-by-side so you can get a comprehensive view. For a more detailed view of each, keep reading.

1. monday CRM

Use case: All-in-one property management powered by AI

As a fully customizable and versatile platform, monday CRM is a great fit for property managers looking to streamline workflows and better manage tenant and guest relationships. Property managers can use the CRM to monitor vacancies and track property maintenance needs for any number of properties, making it a flexible and scalable solution.

Key features

• AI-driven lead management to prioritize incoming property prospects based on engagement level
• Automate communications with tenants, guests, leads, and maintenance teams
• Advanced insights with comprehensive dashboards for finance reports, conversion rates, vacancies, and more

Pricing

• Free 14-day trial
• Prices starting from $9/seat/month

What users are saying

TrustRadius: 8.3/10

“At the price point offered, the monday CRM was by far the best option for our organization because we were already using it on the Work Management side. They made it super easy to integrate boards and dashboards on both sides. It has been really good at presenting our data in a clean and easy-to-digest manner.” — Laura Cable

2. Entrata

Use case: Property management software to create first-class resident experiences

Entrata is a comprehensive property management platform that’s built for managing residential and commercial properties. With features for accounting, leasing, and maintenance, property managers can use this solution to handle many of their core needs. While it offers many integrations with popular property search and booking platforms, some users may find that it lacks integrations with third-party reporting, marketing, and accounting tools.

Key features

• ResidentPay makes it easier for tenants to pay you online, so you never miss a payment
• Built-in AI helps with collecting payments, communicating with tenants, renewing rentals, and answering prospects’ questions
• ResidentPortal allows you to post messages for tenants and get maintenance requests in real time

Entrata pricing

• Pricing information available upon request
• Contact Entrata for a demo and pricing details

What users are saying

TrustRadius: 7.7/10

“Entrata is used throughout my company: both at our properties and in corporate operations. Essentially, it’s a full-service software platform for the property management industry. It can be used for customer relationship management, e-signatures, budgeting and accounting, and email marketing. It fulfills about 75% of my regular software needs.” — Verified user

3. HubSpot Smart CRM

Use case: Marketing-focused property management with tenant engagement tools

As a well-known work platform and CRM, HubSpot can also be used for property management. For teams that want to focus on different aspects of property management, such as sales, marketing, and service, property managers can customize their approach to different aspects of property management using HubSpot Smart CRM.

Key features

• Lead management tools allow teams to track, manage, score, and prioritize leads to get more real estate sold or rented
• Email template builder turns emails into templates to quickly send out regular tenant communications
• Form builder helps teams gather data from potential tenants, send out tenant or client surveys, and gather more leads

Pricing

• Free forever plan for up to 2 users
• Plans starting from $9/seat/month

What users are saying

TrustRadius rating: 8.4/10 

“We use HubSpot CRM mainly to manage our sales leads and stay on top of follow-ups. I use it to track conversations, log calls and meetings. My day-to-day of using it usually has me looking at my tasks, checking out new signups, updated conversations and deals, and the timeline view of the conversation trail is super helpful.” — Mantra Manan Saraswat

4. Knock

Use case: Multifamily property management with enhanced tenant experiences

Knock is a CRM specifically designed for multifamily property management. The platform is focused on improving operational efficiency with a suite of tools and features to help you manage tenant and visitor experiences. With features for tenant communication, leasing efficiency, and lead management, it’s a good option for property managers.

Key features

• Knock Now™ enables prospective renters to self-schedule tours to increase tour volume of your properties
• Communication tools make it simple to message leads and tenants through different channels like email, text, or calling
• Data-driven insights give you a look into property performance and budgets to make more confident decisions

Pricing

• Pricing information available upon request
• Contact Knock for a demo and pricing details

What users are saying

TrustRadius rating: 8.2/10 

“Knock helps the property manager process so many more applicants/prospects. It keeps them all organized and sorted by last contact date, and will ping the user when last contact gets too long. It probably doubled how many prospects our 1 manager could get through. This extra capacity meant that we worried much less about “lost” prospects.” — Verified user

5. Pipedrive

Use case: Simple CRM for property managers to visualize their deal pipeline

Pipedrive is a CRM that can be adapted for property management. It offers users many features that are helpful for lead tracking and sales, streamlining communication, and optimizing leasing processes. It’s easy to use, making it a good fit for smaller property management teams, but some users may feel it’s not robust enough to handle larger teams or property rosters.

Key features

• Sales pipeline view displays potential leases in a pipeline so you can see their value, win probability, and close dates at a glance
• Automated lead nurturing puts lead nurturing on autopilot and creates easy automations to connect with new leads
• Insights and reports generate custom analytics on a visual dashboard based on your unique KPIs

Pricing

• Free 14-day trial
• Prices starting from $14/seat/month

What users are saying

TrustRadius rating: 8.3/10

“Pipedrive is our CRM, we have all the details of our customers in it, starting from when they are cold or hot leads and in the scope of our agents, until they become real clients and in the scope of our customer support. We also use it to organize calls and activities that we must do on their platform and we take notes of everything so that anybody in the company can be up to date on what is happening. Pipedrive really changed the way we work for the better.” — Verified User

6. Zoho CRM

Use case: Customizable property management for teams in the Zoho ecosystem

Zoho CRM is a versatile platform offering a range of features for property management, such as communication tools, lead management, and task tracking for maintenance teams. Zoho CRM is customizable and easily integrates with other Zoho products as well as multiple third-party apps, making it ideal for managing multiple properties.

Key features

• Advanced analytics help you better understand property and tenant metrics with detailed reports
• Integrations with over 800 apps, including PayPal, Zapier, QuickBooks, and others
• Development platform extends the CRM’s capabilities to address specific management needs through custom modifications

Pricing

• Free 15-day trial
• Pricing starts from $14/month/user

What users are saying

TrustRadius rating: 8.6/10

“We used Zoho CRM as our database for customer interactions and upcoming tasks for construction projects. Zoho CRM has allowed us to work remotely when it is needed most. There are hundreds of apps that can integrate to work with Zoho CRM- which is really helpful. The customization of dashboards is really neat because it allows the individual user to focus on what is most important to them.” — Julia Urbanski

7. Buildium

Use case: End-to-end property management for growing residential portfolios

Buildium is a property management software designed specifically for residential property managers and associations. With comprehensive tools for rent collection, maintenance tracking, tenant screening, and accounting, it helps property managers handle day-to-day operations while scaling their portfolios efficiently.

Key features

• Accounting tools help with automatic bank reconciliation, property-specific financial reporting, and accounts payable
• Listing and leasing tools allow you to market listings across top rental sites and screen tenant applications
• Rent collection automation makes it convenient to accept online bill payments directly to your bank account

Pricing

• Free 14-day trial
• Prices starting from $62/month for up to 150 units

What users are saying

TrustRadius rating: 9.2/10

“We use Buildium to receive rent payments, house ledgers, organize our tasks, communicate with tenants and homeowners and provide portals for all Clients. We have also started using it as our bookkeeping tool. It easily generates late fees, commissions etc. and provides simplicity in communications with their Announcements feature and file sharing features.” — Susan Pratt

8. Odoo

Use case: Open-source CRM for short-term rental property managers

Odoo is an open-source business management platform with a robust CRM module that can be tailored for short-term property management. With its modular approach, property managers can add accounting, project management, invoicing, and other business apps as needed, creating a fully integrated solution that grows with their business.

Key features

• Online booking and reservations make it simple for customers to browse vacancies and reserve dates
• Digital document storage allows teams to upload rental agreements, insurance forms, and contracts, and request signatures
• One-click automations help teams keep track of and monitor the status of rentals and invoices

Pricing

• Free forever plan for unlimited users for 1 app only
• Paid plans start from $13.50/user/month (all apps included)

What users are saying

TrustRadius rating: 7.3/10

“We use Odoo as our CRM and sales software. It gives us an easily accessible, centralized hub to view information pertaining to all aspects of the sales process including production and billing. That way, if a customer calls with a question about an order that I was not in charge of, I am still able to see where we are in the process and what the conversation has been between them and their sales rep. Super convenient and helpful!” — Verified user

9. LeadSimple

Use case: Lead management and process automation for property managers

LeadSimple offers a range of property management products, including a CRM built specifically for property management companies focused on growth and efficiency. Combining lead management with process automation, LeadSimple helps property managers nurture prospects, onboard new tenants, and manage ongoing property operations with streamlined workflows.

Key features

• Guided sales playbook provides reps with stage-based tasks, scripts, and follow-up automations
• Visual pipelines make it easy to track engagement and close probability for each prospect
• Centralized lead capturing enables teams to sync assets like portals, web forms, inboxes, and call leads in one place

Pricing

• Free 14-day trial
• Prices starting from $99/month for 1 user

What users are saying

G2 rating: 4.6/5*

“LeadSimple has helped us build a consistent, trackable workflow for our property management operations. The automation tools and task management features have saved us time and improved team accountability. The system is flexible enough to customize processes to fit our needs, and the support team is responsive and helpful.” — Verified user

*LeadSimple does not yet have reviews on TrustRadius, so we included reviews from G2 here instead.

Automate property and tenant tracking with monday CRM

While property-specific CRMs can be a tempting option, they’re not always the best choice or the most affordable one. Let’s look at monday CRM as an example. With 200+ apps and integration options as well as 27+ different work views, it provides all the customization possibilities you need to tailor the platform to your exact needs, making it a fit whether you manage one property or hundreds.

As a flexible solution backed by powerful AI, monday CRM offers users tons of features and functionalities that can help automate processes to track properties, nurture leads, and get more bookings. Additionally, the property management template makes it easy to get started quickly with built-in functions to easily screen applicants, handle leases, and manage maintenance needs.

Let’s take a closer look at some of the features that make monday CRM a great solution for property managers.

AI-powered tenant management

Use the platform’s AI to easily screen and sort incoming leads by priority, engagement levels, entry date, and budgets on personalized boards. You can also organize your existing tenant data and set up AI notifications to get reminders on important deadlines, like when a tenant is up for renewal.

Set automatic notifications for maintenance

With monday CRM, you can build your own custom automations in just a few clicks. Set up an automation to trigger communication with your maintenance team once a task is tagged as needing maintenance. This way, maintenance needs don’t fall through the cracks, and your tenants or guests stay happy.

See property metrics at a glace

Get detailed analytics with custom dashboards to get insights into your most important data. You can view profits, tasks like lease signings that need your attention, and maintenance costs in one pane of glass. With the platform’s AI predictive analytics and forecasting, you can also preview future booking rates to prepare resources ahead of time.

AI-generated tenant communications

Keep all your tenant and renter communications in one place, such as email chains, social media messages, or call logs. Not only that, but with monday CRM’s AI email writer, you can generate personalized emails using customer data in seconds to send tailored campaigns and messages to every lead and customer.

Cost of CRM software in 2025: How to budget for a new platform

CRM pricing models look different from one software to another. Not only that, but some CRMs have additional setup fees or extra costs for specific features, so it’s important to understand how pricing works so that you can budget accordingly. Here’s what you need to pay attention to:

• Per-unit pricing: Some CRMs might charge based on the number of units you want to manage.
• Per-user pricing: Pay for every user that needs access to your CRM, so the bigger your team, the higher your costs will be.
• Flat monthly fees: A one-time monthly fee that usually offers an unlimited number of users or units.
• Onboarding costs: Sometimes, additional or specialized onboarding and team training can cost extra, so pay attention to this from the start.
• Add-ons and integrations: Certain CRM features, like AI, specific integrations, or advantage reporting tools, may require premium upgrades or separate fees.
• Transaction fees: Software with built-in payment processors may charge a percentage or flat fees for payment processing for online rent collection, which can add up.

Specialized CRM features for property restoration

Some property managers are more focused on flipping old properties to sell or rent them, or are simply in a heavy restoration phase on different units. Construction CRMs offer a slightly different set of CRM features since users are likely less interested in managing tenants, but are focused on relationships with various vendors. Here’s a quick look at additional features to look for in a CRM for property restoration:

• Quotes and invoices: Generate and track contractor bids per project and convert quotes into invoices to seamlessly manage payments.
• Time tracking: Monitor how long contractors and team members are spending on specific restoration projects so you can stay on schedule.
• Document storage: Centralize permits, inspection reports, before-and-after photos, and contract agreements in one accessible location.
• Resource management: Track how you’re allocating materials, equipment, and contractor availability across different restorations.
• Scheduling: Coordinate contractor visits, inspection appointments, and restoration milestones to prevent scheduling conflicts.

Since property restorations are very project-heavy, you’ll want to look for a CRM that incorporates project management workflows. Since it’s built on the monday.com Work OS, monday CRM integrates seamlessly with monday work management, enabling property managers to flow between coordinating restoration projects and communicating with tenants all in one place.

Sign more leases with the right CRM

As a property manager, your goal is to fill as many properties as possible to maximize profits. With the right CRM, you can do a better job of staying on top of leads, vacancies, bookings, and tenants so that you have all the information you need at your fingertips. A solution like monday CRM can help you accomplish this, all while harnessing the power of AI and automations to customize workflows and scale as your properties and business grow.

Try monday CRM