# 5 Proven Property Management Tips To Automate Rental Operations | Capterra > Five property management tips for new as well as experienced property managers to automate rental operations. Check out practical tools and tricks, from listing vacancies to handling maintenance requests. Source: https://www.capterra.com/resources/property-management-tips --- Tech StackEntrepreneurs/Owners # 5 Proven Property Management Tips To Automate Operations From Your Very First Rental Written by: Amita Jain Amita JainAuthor Senior Writer Experience I've been writing for Capterra since August 2021, with the goal of becoming a trusted voice in the finance technology market. I have... [See bio & all articles](https://www.capterra.com/resources/author/ajain/) and edited by: Rina Rai Rina RaiEditor Rina is a senior editor at Capterra. She has close to a decade of experience creating and editing content, especially for the IT, software, and finance domai... [See bio & all articles](https://www.capterra.com/resources/author/rina-rai/) Published August 29, 2024 7 min read Table of Contents - [Tip #1. Use tech to create and market rental listings](#tip-1-use-tech-to-create-and-market-rental-listings) - [Tip #2. Use digital screening to filter applications quickly](#tip-2-use-digital-screening-to-filter-applications-quickly) - [Tip #3: Use digital tools to streamline lease paperwork](#tip-3-use-digital-tools-to-streamline-lease-paperwork) - [Tip #4: Avoid partial payments with smart rent collection](#tip-4-avoid-partial-payments-with-smart-rent-collection) - [Tip #5: Manage maintenance calls on your terms](#tip-5-manage-maintenance-calls-on-your-terms) - [Set up your tech stack for hands-off property management](#bottom-line-set-up-your-tech-stack-for-hands-off-property-management) ## Want to manage your rentals without the daily hassles? We’ve got a few tips for you. Imagine collecting rent or screening tenants while sipping Mai Tais in Bali. With the right [property management system](https://www.capterra.com/rental-property-management-software/), that’s possible! The software significantly reduces the day-to-day hassles of managing real estate. Instead of being tied down by tedious administrative tasks, you can enjoy more freedom to focus on growing your rental business—or planning your next getaway.  Surprisingly though, tech isn’t commonplace in rental property management yet. In Capterra’s 2024 Tenant Experience Survey of 4,800 renters globally, almost half (48%) of respondents say they aren’t using any digital tools for tasks such as paying rent or communicating with landlords.[\*](#methodology) Becky Nova,[\[1\]](#sources) a U.S.-based real estate investor who manages rental properties globally and helps women landlords succeed at real estate investing, puts it perfectly. Whether you’re self-managing properties or overseeing them for others, these property management tips show how to put your tenant management on autopilot. We explain how you, as a property manager, can set up an effective property management ecosystem that practically runs itself. ## Tip #1. Use tech to create and market rental listings When you have a vacancy or a new property to rent out, finding tenants becomes your first priority. “I find property management software to be particularly handy for creating professional-looking listing pages for rental units and easily marketing them across multiple property and social platforms,” shares Nova.  A listing page is a detailed online description of your rental property, including its photos, amenities, and pricing. Creating these manually for each unit can be time-consuming. Example of a rental unit listing, showcasing unit details and virtual tour option, in property management software [RentRedi](https://www.capterra.com/p/199707/RentRedi/) With property management software, creating listing pages for rentals is as easy as filling out a form. It saves hours of work and, most importantly, ensures consistency across your listings. Once done, you can then blast these pages out to social media platforms, including Facebook marketplace, and popular rental sites such as Zillow, in a click. As your operation grows, consider running targeted ads linking to these listing pages to expand your reach further. They will act as your landing pages. **Pro tip:** While automating your listings is efficient, you still have the option to use a realtor. But keep in mind that it usually comes with a broker’s fee. Depending on your local laws and customs, this fee might be paid by the tenant or the landlord, or split between both parties.  Nova says, “It’s all about maximizing your options to find the best tenants. Different mediums attract different demographics, so casting a wide net always pays off.” ## Tip #2. Use digital screening to filter applications quickly Once you’ve got interested applicants, it’s crucial to identify the most reliable ones before you hand over the keys. “Tenant screening is really the lifeline of what we do as landlords,” Nova emphasizes. “It’s your best defense against potential issues down the road.” To make sure you’ve things in order to find a suitable prospective tenant, consider using screening reports from property management software. Most applicant screening reports will give you:  - **Credit score**: Insights into an applicant’s financial history.  - **Background verification**: Potential red flags in an applicant’s past, including eviction history and criminal records. - **Easy-to-interpret results**: Simplified summaries or visual indicators (color codes or numerical scores) to quickly assess an applicant’s suitability and highlight potential risks (e.g., history of late payments) or strengths (e.g., positive references from previous landlords). Credit scores in the applicant screening interface of property management software [Hemlane](https://www.capterra.com/p/147198/Hemlane/) The best part is many of these services are free for landlords, with the applicant covering the fee for credit checks and other verifications. This keeps your costs down while ensuring a high-quality tenant.  Before exploring these formal screening tools, Nova suggests a pro tip for saving time: add an initial filter to your process. **Pro tip:** “With so many people sending you messages after seeing your ads, send them back an automated response with a simple Google form that allows you to pre-screen potential candidates,” says Nova.  “Doing this will help you avoid wasting time on unqualified leads and from having to show the property to people who aren’t going to qualify anyway.” ## Tip #3: Use digital tools to streamline lease paperwork Once you’ve found the right tenant, it’s time to seal the deal with a lease agreement. But instead of shuffling papers or chasing signatures, leverage digital tools to simplify the process.  Capterra’s recent survey reveals that 46% of tenants in the U.S. use an online document portal for signing contracts and other lease-related tasks—making them the second most used digital tool after online rental payments.[\*](#methodology) Nova recommends using a property management system to track lease expirations and manage necessary documents. “The most important thing for a lease is that it should comply with your state and city laws while also being customizable,” she says. “Look for a system that stays up to date with changing laws and offers templates for all the forms you’ll ever need to give a tenant.” Lease management dashboard in property management software [Buildium](https://www.capterra.com/p/47428/Buildium-Property-Management-Software/) The software makes important documents easy to access, sign, and store for both you and your tenants. It also sends you timely notifications before a lease comes up for renewal. **Pro tip:** Create a standardized move-in checklist within your digital system. Include all necessary documents, from security deposit forms to rental agreements, so you can quickly grab the bundle of documents you need and have everything set to go for move-in day. ## Tip #4: Avoid partial payments with smart rent collection Online rent collection isn’t just convenient but also protects your interests as a landlord. “It’s really important for landlords to not accept partial payments,” says Nova. “If you accept even a dollar of partial rent, you may have to restart the whole late payment process and may not even be able to evict a tenant under some laws.” A digital rent collection system can help you set ironclad rules for payments, such that it flat-out blocks partial payments. “Use a property management system that doesn’t allow partial payments to come through,” Nova advises. This feature will help maintain your legal rights and simplify rent collection. Block partial payments toggle in property management software [RentRedi](https://www.capterra.com/p/199707/RentRedi/) Since most independent cash apps and payment systems can’t stop a tenant from paying just half or less the rent, using property management tools for rent collection gives you the control you need. As an added benefit, Nova notes that some systems send reports to credit bureaus, giving tenants an extra incentive to continue to pay on time. **Pro tip:** When setting up the online rent collection system, make it clear to your tenants that it’s all or nothing. Also, put this clause in your lease agreement. It’ll help you attract responsible tenants who value building and maintaining their credibility. ## Tip #5: Manage maintenance calls on your terms Property maintenance issues are inevitable, but they don’t have to be a continuous source of anxiety and headaches. Automate this process as much as possible.  “As a property manager, I want to be aware of what’s wrong with my properties and provide a safe environment to my tenants, as it’s going to impact my costs as well as tenant turnover. But we need to ensure tenants understand how to communicate with us when they have an issue,” says Nova.  Property management systems offer built-in maintenance ticketing functionality that property owners as well as tenants can use to report and track any maintenance request. Some new systems even offer AI-powered chatbots to handle initial property maintenance requests. These bots can ask diagnostic questions, potentially providing solutions for simple issues without needing human intervention. Maintenance requests dashboard in property management software [Hemlane](https://www.capterra.com/p/147198/Hemlane/) For more complex concerns, consider setting up a system with a handyperson or super as your first responder, suggests Nova. “You want somebody who can really go out and diagnose a problem and tell if it’s a simple fix or requires a skilled technician. This can save you significant time and money.” **Pro tip:** Set clear communication boundaries in tenant relations early on. Say you’ll respond to non-emergency emails Monday through Friday from 9 to 5, within 24 business hours of receiving the query. This will set clear expectations for tenant communication while preserving your work-life balance. ## Bottom line: Set up your tech stack for hands-off property management  Automating property management operations lets you set up a system that works 24/7, even while you're focused on other aspects of your business or life. Whether you’re a new or experienced property owner, here’s a quick recap of what you need in your tech kit to put rental management on autopilot. Depending on your business needs, you may need to integrate various tools or find an all-in-one property management solution with add-ons for specific functionalities. To help build your ideal tech stack, Capterra offers various resources:  - **Explore:** Dive into [Capterra’s list of property management software solutions](https://www.capterra.com/rental-property-management-software/). Filter products by price, features, or whatever matters most to you.  - **Compare and contrast:** Use our [comparison tool](https://www.capterra.com/resources/capterra-software-comparison-tool/) to weigh your shortlisted products side-by-side.  - **Check the user favorites:** Take a peek at [Capterra Shortlist for property management](https://www.capterra.com/rental-property-management-software/shortlist/), a report that lists the most popular and highly-rated options according to real users.  If you’re still unsure or overwhelmed, schedule a [free 15-minute consultation](https://www.capterra.com/our-story/) with a Capterra advisor. Our advisor will help you navigate options and create a tool list curated for your needs. **Looking for more resources on property management software? Check out these related articles:**  - [What Is Property Management Software?](https://www.capterra.com/resources/what-is-property-management-software/) - [Do the Benefits of Property Management Software Outweigh Its Challenges?](https://www.capterra.com/resources/property-management-software-benefits/) - [Guide to Property Management Software Pricing Models](https://www.capterra.com/resources/property-management-software-pricing-models/) - [5 Key Property Management Software Features and Top Products That Offer Them](https://www.capterra.com/resources/key-property-management-software-features/) ## Capterra's 2026 Software Buying Trends Report ### Download our 2026 Software Buying Trends Report to see how successful software adopters avoid disappointment and how your business can, too. * * * **Survey methodology** \*Capterra’s Tenant Experience Survey was conducted in June 2024 among 4,800 respondents in the U.S. (n=400), Canada (n=400), India (n=400), Brazil (n=400), Mexico (n=400), the U.K. (n=400), France (n=400), Italy (n=400), Germany (n=400), Spain (n=400), Australia (n=400), and Japan (n=400). The goal of the study was to identify they pain points tenants face and explore software solutions property managers can use to address them. Respondents were screened to currently rent their primary residence. Note: The screenshots of applications included in this article are examples to show a feature in context and are not intended as endorsements or recommendations. Sources 1. [Becky Nova](https://www.linkedin.com/in/beckynova/), LinkedIn * * * Looking for Property Management software?Check out Capterra's list of the [best Property Management software](https://www.capterra.com/rental-property-management-software/) solutions. ### Was this article helpful? * * * ## About the Authors [### Amita Jain](https://www.capterra.com/resources/author/ajain/) Amita Jain is a senior writer for Capterra, covering finance technology with a focus on expense management and accounting solutions for small and midsize businesses. Her work has been featured in Careers360, among other publications. [### Rina Rai](https://www.capterra.com/resources/author/rina-rai/) Rina is a senior editor at Capterra. She has close to a decade of experience creating and editing content, especially for the IT, software, and finance domains. Passionate about minimalist storytelling, she prioritizes breaking down complex industry jargon into engaging stories accessible to all readers. Rina holds a postgraduate degree in mass communication and journalism and a bachelor's degree in English literature. She started her career as a features writer for The Times of India, India’s... ### RELATED READING - [Help Desk Software for IT Support: Features and Benefits 1,300+ Users Value](https://www.capterra.com/resources/it-help-desk-software-features-benefits/) - [AI in Talent Management Software: The Bridge Between Recruiting and Retention](https://www.capterra.com/resources/ai-talent-management-software/) - [Switching Accounting Software: Common Risks to Avoid in 2026](https://www.capterra.com/resources/switching-accounting-software-problems-risks/) - [Why Projects Fail, and What Actually Helps Teams Fix Them](https://www.capterra.com/resources/4-steps-to-completely-recover-from-project-failure/) - [Checklist for SMBs: How to Choose the Right Customer Service Help Desk Software for Your Business Size](https://www.capterra.com/resources/choosing-customer-support-help-desk-software/) - [E‑Filing Taxes as a Small Business: Where Software Adds Value and When It’s Necessary](https://www.capterra.com/resources/efile-tax-software-small-business-guidelines/) - [How To Choose a Manufacturing Software With Confidence: Insights From Real Buyers](https://www.capterra.com/resources/manufacturing-software-buyer-insights-report/) - [What is CRM Software and What Does a CRM System Do?](https://www.capterra.com/resources/what-is-crm-software/) - [Payroll Software vs. HR Software: What’s the Difference](https://www.capterra.com/resources/payroll-vs-hr-software-difference/)