Best Long-Term Rental Software for 2025

Managing long-term rentals has never been more of an essential plan than it is in 2025. With tenant expectations at an all-time high and the operational demands of rental property management growing steadily, landlords and property managers must stay organized, efficient, and responsive. Essential tasks such as tenant screening, rent collection, lease management, and handling maintenance requests can quickly become overwhelming, especially for those managing large or expanding rental property portfolios. Without the right tools, landlords risk falling behind, leading to costly mistakes, dissatisfied tenants, and reduced cash flow.

This is where rental property management software proves invaluable for real estate investors. These platforms simplify the complexities of managing long-term rentals by automating repetitive tasks, including rent payments, tenant communications, and tracking cash flow. Additionally, they offer robust features such as real-time analytics, tenant screening tools, and integration with popular listing platforms, ensuring landlords can stay competitive in the fast-paced rental market.

By leveraging these tools, landlords and property managers can streamline operations, enhance tenant satisfaction, and maximize profitability. Whether you’re managing residential properties, commercial properties, or a combination of both, the right property management software is a game-changer.

Below, we’ve compiled a review of the best free, long-term rental software options for 2025 to help you choose the perfect fit for your business needs.

1. Hostaway

Hostaway continues to lead the market as the most robust and versatile rental property management software. Known for its innovative features, ease of use, and unparalleled customer support, Hostaway has earned its reputation as the ultimate solution for long-term rental property management. Whether you manage a single property or a vast portfolio, Hostaway offers advanced tools tailored to meet your specific needs.

Key features and benefits of Hostaway

Multi-platform integration

Hostaway allows property managers to connect their listings seamlessly with platforms like Airbnb, Vrbo, and Booking.com. This multi-platform integration ensures that your properties gain maximum visibility while reducing the need for manual updates across multiple channels.

Automation tools

Hostaway’s automation features handle repetitive tasks like online rent collection, lease renewals, and maintenance request management. This saves landlords significant time while minimizing errors.

Tenant communication

Streamline tenant communications with built-in messaging tools. Whether responding to tenant inquiries or sending lease agreements, Hostaway makes the process efficient and professional.

Real-time analytics

Hostaway provides powerful performance tracking and cash flow insights through its real-time analytics dashboard. With metrics on occupancy rates, rent payments, and maintenance costs, property managers can make data-driven decisions to boost profits.

Scalability for all property types

From single-family homes to multi-unit commercial properties, Hostaway’s tools adapt to your portfolio size, making it the ideal solution for both small landlords and large property management firms.

24/7 customer support

Hostaway offers round-the-clock support to ensure that your operations run smoothly. Whether you need help troubleshooting or customizing workflows, Hostaway’s team is always ready to assist.

Pricing

Hostaway offers customized pricing plans based on the specific needs and size of your company or property portfolio.

Why Hostaway is the best choice

Hostaway’s intuitive dashboard, premium features, and focus on automation set it apart from competitors. It is designed to cater to professional property managers who value reliability, scalability, and innovation in long-term rental management.

2. Rentec Direct

Rentec Direct is a reliable choice for landlords managing small to medium-sized rental portfolios. This software offers essential property management tools like tenant screening, online rent collection, and maintenance tracking. While it is cost-effective and easy to use, Rentec Direct’s outdated interface and lack of advanced features make it less suitable for property managers handling large-scale operations or those looking for comprehensive automation.

Key features and benefits of Rentec Direct

Tenant screening

With Rentec Direct, landlords can easily screen potential tenants by running credit checks, criminal background checks, and eviction history reports. This feature helps ensure you choose reliable tenants who will pay rent on time and take care of the property.

Online rent collection

Rentec Direct simplifies rent payment management by no additional fees and allowing tenants to pay rent online through ACH transfers or credit cards. The platform also supports next-day rent payments, ensuring landlords receive their money quickly and without delays.

Maintenance tracking

Streamline the process of handling maintenance requests with Rentec Direct’s management tools. Tenants can submit maintenance requests online, and landlords can track the progress, ensuring timely repairs and better tenant satisfaction.

Expense tracking

Rentec Direct provides basic accounting tools to help landlords track income and expenses, including property-related repairs, late fees, and other operational costs.

User-friendly dashboard

Despite its limited design, the software’s interface is straightforward, enabling landlords to both manage leases and access tenant information, payment history, and lease details in one place.

Drawbacks of Rentec Direct

While Rentec Direct covers the basics, it lacks some of the advanced tools found in more robust property management software:

• Limited scalability - As your portfolio grows, Rentec Direct’s capabilities may feel restrictive.

• Outdated interface - Compared to modern software like Hostaway, the interface can seem clunky and inefficient.

• No multi-platform integration - Rentec Direct doesn’t support platforms like Airbnb or Vrbo, limiting its usefulness for landlords managing both long-term and short-term rentals.

Pricing

Rentec Direct starts at $45 per month, with pricing scaling based on the number of units managed. There are no setup fees minimum monthly cost, term commitments, or training costs.

3. Buildium

Buildium is a well-known property management software that caters to landlords and property managers with both residential and commercial properties. Its features include tenant screening, rent collection, and lease management, but its slow performance and lack of tailored long-term rental tools hold it back.

Key features and benefits of Buildium

Lease management

Easily create, send, and store digital lease agreements with Buildium. This feature makes lease renewals and new tenant onboarding simple, saving property managers significant time.

Tenant screening

With Buildium’s integrated tenant screening tools, landlords can check credit scores, criminal histories, and eviction records, ensuring that the best tenants are selected.

Rent payment processing

Buildium supports online rent collection, giving tenants the flexibility to pay via ACH or credit card. The platform provides landlords with tools to monitor late fees, rent due dates, and payment histories, keeping everything organized.

Mobile App for on-the-go management

The Buildium mobile app allows landlords to manage their properties while away from their desks. Features like maintenance tracking and lease review are accessible on mobile devices, enabling quick responses to tenant issues.

Accounting and reporting

With built-in accounting features, landlords can track their expenses, collect rent online calculate income, and generate reports to understand their cash flow better.

Drawbacks of Buildium

• Slow interface - Many users have reported that the platform’s performance is sluggish, especially when managing multiple units.

• Generalized features - Buildium caters to a broad audience, but it lacks specialization for long-term rental management, which limits its appeal for professional property managers.

Pricing

Buildium offers tiered pricing plans based on the number of units managed and the features required.

4. Propertyware

Propertyware is designed specifically for landlords managing single-family properties. While it offers a handful of helpful tools like maintenance tracking and tenant communications, its narrow focus and lack of integration with listing platforms make it a limited solution for property owners and managers with diverse needs.

Key features and benefits of Propertyware

Customizable workflows

Propertyware allows landlords to customize workflows to fit their business processes. From rental applications to lease renewals, the platform can be tailored to match your specific needs.

Maintenance management

Handle maintenance requests effortlessly with Propertyware. Tenants can submit requests online, and landlords can track repair progress, ensuring quick resolutions to tenant issues.

Tenant communications

The platform offers built-in messaging tools for direct communication with tenants. Whether notifying tenants about lease renewals or sending payment reminders, Propertyware makes communication easy and professional.

Inspection tools

Propertyware includes tools to schedule and document property inspections. This feature is especially useful for managing wear and tear in single-family homes.

Accounting features

Propertyware provides a basic accounting system that tracks income and expenses, helping landlords stay on top of their finances.

Drawbacks of Propertyware

• Limited integration - Unlike Hostaway, Propertyware does not integrate with platforms like Airbnb or Vrbo.

• No advanced automation - Tasks like rent collection and tenant follow-ups are not fully automated, adding more manual work for landlords.

• Specialized for single-family homes - While great for single-family rentals, it may not meet the needs of landlords managing diverse property types.

Pricing

Propertyware's pricing is tailored to the specific needs of the user.

5. AppFolio Property Manager

AppFolio is a comprehensive property management software designed for property managers with large portfolios of residential and commercial properties. With features like rent payments, maintenance tracking, and accounting tools, AppFolio caters to professional landlords who require a reliable platform. However, its pricing model makes it less accessible to smaller property managers.

Key features and benefits of AppFolio

Rent payments

AppFolio supports online rent collection with flexible payment options, including ACH and credit cards. The platform also allows landlords to automate late fee account tracking and follow-ups.

Maintenance management

Landlords can screen tenants manage maintenance requests efficiently with AppFolio’s centralized dashboard. Assign tasks, track progress, and ensure timely repairs to improve tenant satisfaction.

Accounting and financial reporting

AppFolio’s advanced accounting tools enable landlords to track income, expenses, and cash flow. Generate financial reports with ease to make informed decisions about your property portfolio.

Premium features

AppFolio offers additional features, such as marketing tools and tenant portals, to provide a more professional experience for landlords and tenants alike.

Customizable Solutions

Tailor AppFolio to meet the unique needs of your rental business. This flexibility is especially beneficial for landlords managing multi-family and commercial properties.

Drawbacks of AppFolio

• Pricing - AppFolio’s monthly cost can be prohibitive for landlords with smaller portfolios or those just starting out.

• Not long-term rental focused - While AppFolio provides general property management tools, it lacks advanced features tailored to long-term rental needs.

Pricing

AppFolio's pricing is tailored to the specific needs of property managers. The platform operates on a pay-per-unit model, with costs starting at $1.40 per unit per month for residential properties. A minimum monthly fee of $250 applies, making it essential for smaller portfolios to evaluate cost-effectiveness.

6. TenantCloud

TenantCloud is a simple and accessible property management platform best suited for small-scale landlords or those just starting in the rental business. It offers a free tier with basic features like rent tracking, tenant screening, and lease management.

Key features and benefits of TenantCloud

Free plan

TenantCloud’s free tier is ideal for landlords with a small number of units. It includes basic tools like rent collection, lease creation, and rental applications.

Maintenance management

Tenants can submit maintenance requests online, and landlords can track their progress through TenantCloud’s dashboard.

Lease agreements

Create and store digital lease agreements in TenantCloud. This feature simplifies tenant onboarding and ensures all paperwork is secure.

Tenant screening

Run background checks and verify tenant credit scores directly through the platform to ensure you select reliable renters.

Drawbacks of TenantCloud

• Limited scalability for larger property portfolios.

• Lacks advanced features like multi-platform integrations and automated workflows.

TenantCloud works well for small landlords, but those managing larger operations may need a more robust solution.

Pricing

TenantCloud offers a Free Plan for up to 75 units, with paid plans starting at $12/month for more features and scalability. Custom pricing is available for larger portfolios.

Elevating Your Rental Management in 2025

Choosing the right rental property management software is a vital step toward success in 2025. Each platform has its strengths, catering to different needs and portfolio sizes. Whether you prioritize affordability, advanced automation, or scalability, options like Hostaway, Rentec Direct, Buildium, and AppFolio provide tools to help streamline your operations and enhance tenant satisfaction.

As the rental market evolves, leveraging technology is no longer optional—it’s essential. The right software can save time, reduce errors, and ensure you stay competitive while meeting tenants' growing expectations. By assessing your portfolio’s needs and operational goals, you can confidently select a solution that empowers your business to thrive.

FAQs

1. What is the best software for managing long-term rental properties?

The best software for managing long-term rentals depends on your specific needs. For robust features and scalability, Hostaway is a top choice. Smaller landlords might prefer Rentec Direct for its cost-effectiveness, while AppFolio is ideal for managing large residential or commercial portfolios.

2. What features should I look for in rental property management software?

Key features include online rent collection, tenant screening, lease management, maintenance request tracking, and accounting tools. Advanced options, like multi-platform integration and real-time analytics, can streamline operations for larger portfolios.

3. How much does rental property management software typically cost?

Costs vary by platform and portfolio size. For example, AppFolio starts at $1.40 per unit per month with a $250 minimum fee, while Rentec Direct offers plans starting at $45 per month. Custom pricing is often available for larger portfolios.

4. Can rental software handle tenant communications?

Yes, most platforms include tools for tenant communication. For example, Hostaway and Propertyware offer built-in messaging systems for responding to inquiries, sending lease agreements, and notifying tenants about updates.

5. Are there free rental property management software options available?

Some platforms may offer free trials or limited-feature plans, but fully functional property management software usually comes with a monthly fee. Free options may lack essential tools like tenant screening or online rent collection.