Property management is much more than just receiving rent payments from tenants. It involves accounting, leasing, maintenance, inspections, communication, reporting, marketing, and many other processes. Performing all the processes through separate platforms would consume a lot of employees’ time.
AppFolio property management software aims to combine most of the above-mentioned processes in one cloud-based platform. AppFolio provides software for residential property management as well as for property management businesses of other types. Its main features include accounting, marketing & leasing, maintenance, communication, reporting, integrations, and mobile workflows.
Moreover, AppFolio has taken its product beyond regular property management by providing such innovative solutions as AI and workflow automation through its Performance Platform.
In this article, we will talk about what AppFolio is, what its key features are, pricing strategy, pros and cons, as well as how it can be beneficial for property managers.
What Is AppFolio Property Management Software?
AppFolio is a property management software platform aimed at helping real estate businesses manage their property portfolio through a single platform.
The platform is designed for the following property types and use cases:
- Single-family properties
- Multifamily properties
- Commercial properties
- Community associations
- Affordable housing
- Student housing
Its main features consist of property accounting, marketing and leasing, work orders, inspections, communication, reporting, mobile, and integration capabilities.
How Does AppFolio Property Management System Work?
AppFolio Property Management software operates by consolidating several different property management processes into a single integrated system.
In general, a property management process that may be utilizing the AppFolio software may include:
- Marketing of vacant properties
- Obtaining information about prospective tenants
- Application processing
- Tenant screening
- Leases
- Rent collection
- Maintenance management
- Resident communication
- Accounting management
- Reports
Which exact features are included depends on the particular AppFolio plan chosen.
Key AppFolio Property Management Features
1. Property Accounting
Accounting is one of the most important aspects of property management.
AppFolio provides accounting for properties and trust, automation of reconciliation, invoicing, corporate accounting, budgeting, and reporting depending on the selected package.
Property managers could benefit from accounting services in organizing financial information about their properties.
Accounting features may help in managing:
- Property income;
- Expenses;
- Vendor invoices;
- Bank reconciliation;
- Accounting for owners;
- Financial statements;
- Budgeting.
The integration of accounting services with other property management processes can help reduce duplicate entries of information for growing property management businesses.
2. Marketing and Leasing
AppFolio provides an opportunity to use tools for managing the entire process of leasing, starting from marketing up to signing the lease agreement.
The following features can be used as marketing and leasing services by AppFolio:
- Listing syndication;
- Lead management;
- Guest card tracking;
- Tenant screening;
- Self-guided tours;
- Virtual showings;
- Leasing metrics;
- Bulk leasing tools.
It provides an opportunity to distribute listings to leading rental sites such as Zillow, Apartments.com, and Zumper.
3. Tenant Screening
Tenant screening assists in evaluating the applications of prospective tenants.
AppFolio offers its FolioScreen product that provides tenant screening services, such as background checks, income, identity, and employment verification.
The company also emphasizes fraud detection and compliance with the Fair Housing Act, among other benefits.
It is crucial to screen tenants during the leasing process since property managers require a standardized and systematic evaluation method.
4. Maintenance Management
Maintenance is another essential aspect of property management.
Depending on the chosen plan, AppFolio offers work order management, inspections, unit turns, purchase orders, inventory management, and maintenance automation, among others.
A typical maintenance management process consists of the following steps:
- The resident submits a request
- The property manager reviews the request
- The work order is created
- The vendor is assigned
- The work is completed
- The status is updated
- The costs are registered
Standardization of these processes may assist property managers in managing open work orders.
5. Resident Communication
Communications between residents, property managers, owners, and vendors become quite complex when the portfolio expands.
AppFolio offers integration of text and email communication and mobile applications for residents, vendors, and property owners, among other solutions.
6. Online Payments
Online payment abilities will enable residents and others to make electronic payments.
AppFolio has the ability to make online payments as an alternative.
Electronic payment solutions may simplify payment processes and make tracking payments simpler.
7. Inspections and Unit Turns
It is crucial to conduct property inspections while conducting move-ins, move-outs, maintenance activities, and when managing unit turns.
AppFolio provides tools that can assist with conducting inspections and managing units that have turned over and can be integrated with other processes.
It helps to coordinate repairs and get vacant properties ready for future occupants.
8. Reporting and Data Analysis
Reporting and data analysis are essential for property managers to see how their portfolio is functioning.
AppFolio provides customized reports and, depending on plan tiers, even advanced data analysis and custom fields.
Metrics that should be tracked include the following:
- Occupancy
- Vacancy
- Leasing
- Income
- Expenses
- Maintenance
- Delinquencies
- Portfolio performance
AppFolio Pricing Comparison
| Feature | Core | Plus | Max |
| Property accounting | Yes | Yes | Yes |
| Marketing & leasing | Yes | Yes | Yes |
| Work orders | Yes | Yes | Yes |
| Inspections | Yes | Yes | Yes |
| Advanced budgeting | — | Yes | Yes |
| Affordable housing | — | Yes | Yes |
| Student housing | — | Yes | Yes |
| Advanced data analysis | — | Yes | Yes |
| Leasing CRM | — | — | Yes |
| Leasing Signals | — | Yes | Yes |
| AppFolio API | — | Read-only | Read/write |
| Dedicated customer success | — | — | Yes |
Benefits of AppFolio Property Management
Centralized Operations
One of the biggest advantages is having multiple property management processes in one system.
Automation
Automation can reduce repetitive administrative tasks.
Integrated Accounting
Accounting is connected to property operations rather than operating as a completely separate workflow.
Leasing Tools
Marketing, lead management, screening, and leasing can be managed through connected tools.
Maintenance Tracking
Work orders, inspections, and unit turns can be organized centrally.
Reporting
Property managers can use reports and data analysis to monitor portfolio performance.
Mobile Access
Teams and residents can interact with property management workflows from mobile devices.
AI Capabilities
Newer AppFolio features use AI to automate or assist with leasing, maintenance, communication, and other processes.
AppFolio vs. Traditional Property Management Software
Conventional property management software usually revolves around documentation of tasks.
Modern applications are becoming more concerned with process automation and productivity improvement.
AppFolio is one firm that understands the trend and has built its new product line based on it.
According to the firm, its new strategy involves shifting from conventional task-management property management to Real Estate Performance Management through the use of unified data and agentic AI.
This distinction is important given the expectations of software to do more than document.
Property managers want technology that can help them:
- Reduce vacancy
- Improve leasing speed
- Automate maintenance workflows
- Improve resident communication
- Understand portfolio performance
- Reduce manual administrative work.
Potential Drawbacks to Consider
No property management platform suits all businesses.
Before adopting AppFolio, property managers need to think about several considerations.
Portfolio Requirements
There might be more to AppFolio than a very small landlord needs.
Its current Core plan requires a minimum of 50 units in a portfolio, which makes it necessary to evaluate if the platform will work for you.
Pricing
Since the pricing varies depending on the plan, the size of the portfolio, and additional services, a custom quote is required for businesses.
Learning Curve
Every comprehensive property management platform has a lot of features.
Some training and onboarding can be necessary for teams to use each workflow properly.
Feature Availability
Features differ depending on the plan chosen.
Businesses should make comparisons between the needed features and the existing plan architecture.
Who Should Adopt AppFolio?
There is a chance for professional property management businesses to benefit from using a comprehensive platform like AppFolio.
Such businesses include:
- Multifamily operators
- Single-family property managers
- Commercial property managers
- Student housing operators
- Affordable housing organizations
- Community association managers
- Growing property management companies
- Large real estate operators
AppFolio currently serves these markets: single-family, multifamily, commercial, community association, affordable housing, and student housing use cases.
How to Choose the Right AppFolio Plan
Before requesting an AppFolio quote, property managers should identify their actual requirements.
Consider the following questions:
How Many Units Do You Manage?
Portfolio size can influence whether AppFolio is practical and which plan is appropriate.
Do You Need Advanced Accounting?
If your organization has complicated accounting requirements, Plus or Max may be more suitable.
Do You Need a Leasing CRM?
Leasing CRM capabilities are include with Max.
Do You Need API Access?
Plus includes read-only API access, while Max provides read/write API access.
Do You Need Affordable or Student Housing Tools?
These capabilities are available through Plus and Max.
Do You Want AI Automation?
AppFolio’s current plans include different levels of Realm-X capabilities, while advanced agentic AI functionality is available through the platform’s higher-level offerings and services.
Final Thoughts
AppFolio’s property management software offers a complete solution for businesses needing to manage leasing, accounting, maintenance, communications, reporting, and other activities related to real estate using one platform.
Currently, its Core, Plus, and Max packages offer businesses various levels of functionality, and optional services enable them to customize their solutions according to their needs.
The AI and automation functionality offered by the newer version of the platform is changing the ways property managers use AppFolio software.
The tools in the Realm-X solution are meant to help property managers perform various activities from lead nurturing and leasing to maintenance and communications with residents.
For both new and already established property management companies, what matters most is the integration of operations, accounting, leasing, maintenance, reporting, mobility, and automation.
However, AppFolio must consider with the size of a portfolio, the list of features a business needs, its budget, and the complexity of the process in mind. Since pricing and the list of features may differ depending on the package and optional services chosen, getting an up-to-date quote is the best choice.
