Managing rental properties can be rewarding but also time-consuming. Between tracking payments, handling repairs, and keeping documents organized, even a single apartment can start to feel like a full-time job. That's where property management software comes in. The right tool saves time, reduces mistakes, and helps you stay on top of everything from tenant communication to tax preparation.

If you're a small landlord, you've probably noticed that most tools on the market are either too complicated, too expensive, or designed for large real-estate agencies. But there are modern, easy-to-use platforms built for individual landlords who just want a clean dashboard, clear communication, and simple automation.

Why software matters

For years, many landlords relied on Excel sheets, paper folders, or email chains to manage their rentals. That works for a while, until something gets lost or forgotten. Property management software helps you centralize everything: rental contracts, payments, reminders, maintenance notes, and even communication with tenants.

More importantly, it saves you time. You don’t need to search through WhatsApp messages for rent confirmations or dig through email threads to find an old invoice. A good system organizes all these details for you, automatically and securely.

It also creates transparency for both you and your tenants. When everyone can see upcoming payments, contract terms, or open maintenance requests, there's less confusion and fewer misunderstandings.

What features to look for

When evaluating property management tools, focus on what really makes your daily work easier. Not all features are equally useful, and it's easy to get lost in fancy dashboards that you'll never use.

For small landlords, the key features are usually:

• Tenant management: keep profiles, contacts, and contracts in one place
• Payment tracking: record rent payments and automatically flag delays
• Document storage: upload and share contracts, bills, and reports
• Maintenance tracking: log repair requests and mark them as resolved
• Communication tools: send updates or reminders to tenants easily
• Legal templates: access pre-filled letters or notices that comply with local law

Some platforms even include digital signatures, expense tracking for tax reports, or AI-powered summaries of tenant interactions. These are great bonuses, but not essential for everyone.

Regional considerations

Property management software often needs to align with local regulations, tax requirements, and legal frameworks. Features like contract templates, lease termination procedures, and tenant communication standards vary significantly across countries. In Germany, for example, tenant rights are extensive and landlords need tools that help them stay compliant.

Before choosing a platform, verify that it supports your region's legal requirements. Some tools are designed for specific markets and may not include templates or compliance features for other jurisdictions. Look for software that handles your local currency, language, and tax reporting needs.

If you operate in multiple countries, consider whether the platform can accommodate different regulatory environments or if you'll need separate tools for each market.

The best options in 2025

Here are some of our our recommendations for property management tools meant with landlords in mind:

Domily
Domily is a new generation property management app designed specifically for small landlords. It combines simplicity, transparency, and compliance with local regulations. It allows you to manage tenants, create contracts, handle applications, and issue digital notices, all from one dashboard.

Domily's model is fair: landlords pay only once per listing, while tenants use a credit-based system for applications. There are no recurring fees or hidden costs, making it ideal for individual owners or those with a small portfolio.

Rentila
Rentila is a web-based solution with a focus on simplicity. It covers leases, rent collection, expenses, and reminders across multiple European markets. The interface is straightforward and works well for those who prefer a traditional, spreadsheet-like layout.

Landlord Studio
A popular choice for English-speaking landlords internationally. It supports tax tracking, reporting, and tenant management with mobile-friendly features. The platform handles multiple currencies and offers expense categorization for tax purposes.

Buildium
Originally designed for the North American market, Buildium has expanded its reach. It's more feature-rich and suitable for landlords managing larger portfolios. The learning curve is steeper, but it offers comprehensive accounting and reporting tools.

TenantCloud
An international platform that supports landlords in multiple countries. It offers a free tier for small landlords and includes basic tenant management, online rent collection, and maintenance tracking. Premium features are available for those who need advanced functionality.

Each of these tools has its strengths. If you're managing multiple apartments with complex accounting needs, consider something like Buildium. If you want a lightweight, fair, and easy-to-use platform that feels modern, Domily is likely your best fit.

How to choose the right one for you

Start by listing what you actually need. Do you mainly want to track rent payments? Or do you also want to store documents, manage repairs, and automate communication? Once you know your priorities, test two or three tools. Most offer free plans or trial periods.

Check whether the software supports the languages and currencies you use, and verify that your data storage complies with local privacy regulations. This is especially important if you handle tenant information in regions with strict data protection laws.

Also, think about simplicity. The best tool is not the one with the most buttons, but the one you'll actually use every month. It should feel natural to navigate, even from your phone, and save you more time than it costs.

Final thoughts

Good property management software doesn’t just organize your rentals; it gives you peace of mind. It helps you stay professional, even if you only rent out one or two apartments. By automating repetitive tasks, you can focus more on your tenants and less on paperwork.

If you're looking for something fair, simple, and designed with small landlords in mind, give Domily a try. It brings everything you need into one clean and modern platform: transparency, communication, and compliance.

Whether you're managing one flat or five, the right software can make you feel in control again, and that's exactly what good property management should do.