Web-based property management software is a web application built to assist property managers, landlords, or condo boards to make mundane activities easier—to utilize on any device that is internet-connected.
What is web-based property management software?
Web-hosted property management software is a web-based program by which property managers, landlords, condominium boards, or homeowners associations (HOAs) can manage every aspect of property operations on the Internet. It is different from Windows software in that it runs entirely within a web browser and stores all data on remote servers ("the cloud").
It is designed to consolidate, streamline, and simplify rental property, condominium, apartment, or commercial property management.
How It Works
- Cloud Hosting & Access
- Software is housed on cloud servers (AWS, Azure, Google Cloud, etc.).
- Access is given through a secure web portal from any internet-enabled device (laptop, tablet, smartphone).
- No local install and server administration is needed.
- User Roles & Permissions
- Different users (property managers, board members, residents, tenants, and service providers) are created through roles and permissions.
- Each user views only the features or data relevant to his role.
- Core Functional Modules
These features are found in all platforms:
Property & Resident Management
- Store resident or tenant information (contact details, lease term, unit status).
- Process move-ins, move-outs, and resident correspondence.
Accounting & Financials
- Automate rent payment or condo fee payment through online payment systems.
- Generate invoices, late charges, and financial statements (P&L, balance sheets).
- Connect to accounting software like QuickBooks.
Maintenance & Work Orders
- Residents request maintenance via the website.
- Managers assign work to vendors, track progress, and log activity.
Document Management
- Store and distribute key documents: leases, bylaws, meeting minutes, and notices.
- Assign permissions on who can read or edit documents.
Communication Tools
- Push newsletters, notices, event reminders, or emergency notifications via email/SMS/in-app.
- Save all messages for archive purposes.
Amenity & Resource Booking
Residents can book and access shared areas like party rooms, gyms, or guest suites.
Reporting & Analytics
- Report occupancy, income, expenses, or outstanding balances.
- Perfect for audits, board meetings, or budgeting.
Security Features
- Data encryption (SSL, AES-256)
- Role-based access control
- Regular backups and disaster recovery procedures
- Multi-factor authentication (2FA)
Benefits of Web-Based Property Management Software
- Accessibility—work anywhere, anytime. Perfect for remote working or multiple properties.
- Automation takes away time devoted to repetitive functions like invoicing, reminders, and reporting.
- Centralization puts all information and communication in one location.
- Scalability—expands as your real estate portfolio grows—add buildings or units with ease.
- Cost Efficiency - no onsite IT, hardware, or paper records required.
- Live updates refresh information in real time for all - no lag.
- Resident Satisfaction - streamlined payments, service requests, and communications improve resident experience.