Best Property Management Tech Used by Top Multifamily Firms
- Yardi Voyager: Centralized platform for large portfolios, offering leasing, maintenance, analytics, and financial tools.
- AppFolio Property Manager: AI-driven tasks and flexible pricing tiers for small to mid-sized portfolios.
- RealPage ONE: Automation-focused platform reducing task times and enhancing workflows.
- ButterflyMX: Smartphone-based access control with video intercom and delivery management.
- Swiftlane: Advanced security with facial recognition, mobile access, and visitor management.
Quick Comparison
| Platform | Best For | Key Features | Pricing |
|---|---|---|---|
| Yardi Voyager | Large portfolios | Integrated leasing, maintenance, analytics | Custom quote |
| AppFolio | Small to mid-sized portfolios | AI leasing, custom workflows | Starting at $0.85/unit |
| RealPage ONE | Efficiency-focused operations | AI automation, real-time tracking | Based on sq. footage |
| ButterflyMX | Access control and security | Video intercom, digital passes | $20/month per entry |
| Swiftlane | Advanced security solutions | Facial recognition, mobile access | Custom quote |
These tools are essential for managing costs, improving resident experiences, and streamlining operations. Dive into the full article to explore detailed features and updates for each platform.
Best Software for Managing Multifamily Properties 2023
1. Yardi Voyager
Yardi Voyager is a robust enterprise platform that supports over 3 million residents across 20,000 apartment communities [4]. By offering a unified interface, it combines leasing, maintenance, analytics, and resident services into a single system, simplifying the management of diverse property types through a centralized database [5].
Here’s a breakdown of its standout features:
| Feature | Description |
|---|---|
| Property Operations | Modern interface for managing portfolios and finances with role-based dashboards. |
| Maintenance Management | The Maintenance IQ system streamlines unit turns and rehabs, cutting down vacancy times. |
| Financial Tools | Integrated accounting, online payment processing, and comprehensive bookkeeping. |
| Analytics | Real-time reporting and custom data visualization powered by Microsoft Power BI. |
The platform’s 2025 updates focus heavily on automation and integration. For example, Yardi Data Connect now allows custom analytics using third-party data [3], and improved SharePoint integration has made document management more seamless.
"Yardi's unified platform is a powerful tool, especially for emerging property management businesses. It leverages real-time property data to ensure accuracy, which is an essential factor in making informed decisions during the early stages of growth." - Richard Malpica, Vice President at Yardi [6]
For enterprise-scale operations, Yardi Voyager offers tailored solutions for various property types, including:
- Multifamily residential
- Affordable housing
- Senior living communities
- Student housing
- Military housing [4]
The pricing model is based on square footage and selected modules, with discounts available for portfolios exceeding 2.5 million square feet [8]. While the upfront cost and learning curve can be challenging, its wide-ranging capabilities make it a go-to choice for large-scale property management operations aiming to streamline their processes.
User feedback underscores the platform's strengths, with 83% of reviewers praising its detailed reporting capabilities [9]. That said, organizations should ensure they have dedicated IT support to fully harness the system’s potential [7].
Next, we’ll dive into other platforms that can further enhance property management workflows.
2. AppFolio Property Manager
AppFolio Property Manager is a cloud-based software solution trusted by over 19,000 property management customers, collectively managing more than 8.3 million units as of 2025 [14]. Known for its efficiency-boosting features, the platform uses AI-driven tools to simplify leasing and automate tasks.
AppFolio offers three pricing tiers tailored to different portfolio sizes:
| Plan Level | Key Features | Best For |
|---|---|---|
| Core | Property accounting, marketing, leasing, work orders, inspections | Small to mid-sized portfolios |
| Plus | Advanced budgeting, custom fields, API access, enhanced support | Expanding operations |
| Max | Leasing CRM, custom reports, dedicated success manager | Large-scale portfolios |
The cost starts at $0.85 per unit per month [10]. Users have rated the platform highly, with a 92% satisfaction score for ease of navigation and 88% for its all-encompassing management features [11].
2025 Updates and Features
-
AI-Powered Leasing
The AI Leasing Assistant handles routine tenant inquiries, speeding up response times and improving tenant communication [14]. -
AppFolio Stack™ Marketplace
This new integration hub allows property managers to connect third-party tools, creating a customized tech ecosystem. It's especially useful for mid-sized firms needing specialized solutions [14].
"The level of automation and integration AppFolio Property Manager provides saves countless hours and thousands of dollars of human capital time. Before, we had five separate systems and have merged all into AppFolio."
- Brian Theobald, Chief Administrative Officer, LB Property Management [13]
User Feedback and Performance
Recent reviews highlight strong performance across key areas:
- Ease of Use: 4.5/5
- Customer Support: 4.3/5
- Value for Money: 4.3/5
- Functionality: 4.3/5 [15]
For multifamily operations, AppFolio excels at simplifying complex workflows. Danielle Miner, Chief Operating Officer at Sunbelt Properties, shared:
"AppFolio has changed the day-to-day dynamic of our property managers. It's allowed them to be away from their desks more than they usually would be" [12].
With 76% of property managers citing operational efficiency as their top challenge [16], AppFolio’s recent updates address this need. The platform now includes enhanced data analytics and customizable workflows, making it a powerful tool for mid-market multifamily properties.
3. RealPage ONE
RealPage ONE supports over 4.7 million units across various community types, offering a robust platform designed to streamline operations and improve efficiency [18]. The 2025 version emphasizes AI-powered automation and cross-property workflow enhancements.
Core Features and Performance
The platform's Lumina AI copilot is a game-changer, cutting task times by up to 50% [18]. Some notable process improvements include:
| Process | Time Reduction |
|---|---|
| Month-end Closing | 7 minutes to 30 seconds [17] |
| Move-out Processing | 30 minutes to 5 minutes [17] |
| Maintenance Response | 3 days to 1.2 days [21] |
Advanced Functionality
RealPage ONE comes equipped with several advanced tools that simplify property management:
- Cross-property workflow visualization
- Exception-based automation for smoother operations
- Digital disbursement capabilities
- Real-time tracking for maintenance tasks
- Centralized management of amenities
Pricing Structure
RealPage ONE uses a pricing model based on square footage [19]:
- Office & Retail Properties: $12.50 per 10,000 sq ft monthly
- Industrial Properties: $7.30 per 10,000 sq ft monthly
User Experience and Implementation
Blue Ridge Companies have leveraged RealPage ONE's Unified Amenities feature to improve operational efficiency across their portfolio [18].
"Simplification and automation are essential technology focuses at Blue Ridge. As early adopters of the new OneSite experience, this allowed us to immediately meet those goals."
- Gina Carter, Vice President – Portfolio Operations, Blue Ridge Companies [18]
The platform receives positive feedback from users, with ratings as follows [19]:
- Overall Rating: 4.0/5
- Ease of Use: 4.1/5
- Functionality: 4.0/5
2025 Technology Updates
The latest iteration of RealPage ONE introduces GenAI-powered tools, enhancing both efficiency and user engagement [20]. Updates include improved data analytics and customizable dashboards, giving property managers better visibility into their portfolios.
"If property managers want to have the 'fastest car' in the property management race, the only way to do it is with the RealPage Property Management Suite."
- Gavin Greene, Director of Management Systems, Flaherty and Collins Properties [17]
One standout success story comes from American Landmark Apartments, which reduced service response times from 3 days to just 1.2 days using RealPage Maintenance Management [21]. These advancements highlight the platform's ability to drive efficiency while setting the stage for future innovations in access management tools.
4. ButterflyMX
ButterflyMX simplifies access control for more than 17,000 multifamily communities [23]. This platform integrates seamlessly with existing property management software while offering advanced security and convenience.
Core Functionality
ButterflyMX’s smartphone-based access control system delivers several advantages for both property managers and residents:
| Feature | Benefit |
|---|---|
| Video Calling | Verify visitors in real time with visual confirmation |
| Digital Passes | Provide temporary access codes for deliveries or services |
| Audit Trails | Store time-stamped photos for up to 365 days [24] |
| Remote Management | Manage access permissions from any device |
| Cloud Storage | Ensure secure data backups and easy access |
This functionality ensures smooth compatibility with existing property management systems, making it a practical solution for modern communities.
Integration Capabilities
ButterflyMX connects with leading property management systems and smart technology through its Sync service [26]. This integration automates access control based on lease status, offering a fully connected experience:
| Integration Category | Integrated Solutions |
|---|---|
| Property Management | Yardi, RealPage, Entrata, AppFolio |
| Smart Locks | Dormakaba, Yale, Kwikset, SALTO KS |
| Smart Home | Apple Siri, Amazon Alexa |
Cost Structure
ButterflyMX features a straightforward pricing model: $20 per month per controlled entry point [24]. This approach modernizes access control without requiring large upfront investments.
Success Stories
"We've found that ButterflyMX's smart intercom not only has low upfront and ongoing costs but also provides a property access experience built for modern living." [22] - Steve Hallsey, Managing Director at Wood Partners
"ButterflyMX integrates with all the other proptech solutions in our buildings. Thanks to ButterflyMX, we've created a fully integrated property access and connected living experience that can be controlled from a smartphone and impresses prospective residents." [23] - Jonathan Ehrlich, Founder at Lightning Capital
Performance Metrics
ButterflyMX’s user satisfaction is reflected in its impressive numbers:
- Trusted by over 1 million users [24]
- More than 40,000 five-star mobile app ratings [24]
- Deployed in 17,000+ multifamily communities [23]
Security Features
Package theft is a common issue in multifamily communities, affecting 40% of them [25]. ButterflyMX addresses this challenge with delivery management features, including:
- Secure package rooms with controlled access
- Virtual doorman services
- Time-stamped delivery verification
Additionally, its cloud-based infrastructure ensures regular updates, strong protection against unauthorized access, and detailed activity logs to enhance security and reliability.
5. Swiftlane
Swiftlane takes multifamily property management up a notch by focusing on advanced access control and security solutions. With features like facial recognition, mobile access, and video intercom, it offers a modern approach to keeping buildings secure and convenient for residents.
Core Features
Swiftlane combines multiple security and access tools into one seamless platform. Here's a breakdown of its key offerings:
| Feature Category | Capabilities |
|---|---|
| Access Methods | Facial recognition, mobile app access, key cards, and voice-enabled unlocking |
| Video Intercom | HD video/audio, two-way communication, and remote door unlocking |
| Visitor Management | Temporary PINs, one-time access codes, and photo verification |
| Package Handling | Secure package rooms, delivery management, and entry logging |
| Administrative Tools | Cloud-based dashboard, remote management, and activity tracking |
Integration Capabilities
Swiftlane is designed to work smoothly with existing property management systems, making operations more efficient:
| System Type | Integration Benefits |
|---|---|
| Property Management Software | Automatically updates tenant access with platforms like Yardi, RealPage, and Entrata |
| Building Systems | Centralized control for doors, elevators, and parking gates |
| Legacy Hardware | Compatible with existing key card and fob systems |
Performance Metrics
Swiftlane's popularity and effectiveness are reflected in its adoption rates and user feedback:
- Installed in hundreds of multifamily buildings across the U.S.
- App ratings: 4.8 stars on the Apple App Store and 4.7 stars on Google Play [29].
- 96% of user reviews are positive [30].
These stats highlight the platform's reliability and strong user satisfaction.
Real-World Impact
Swiftlane's integrations have delivered measurable benefits for properties like Greene Luxury Apartments, including:
- 27% higher rent premiums due to enhanced security and amenities.
- Annual savings of $4,000–$5,000 by reducing package theft and outdated delivery processes.
- An additional $20–$25 monthly rent increase for every dollar invested [31][27].
Security Features
Security is at the heart of Swiftlane's design. The platform includes:
- Encrypted communications
- Two-factor authentication
- Visual verification systems
- Tailgating detection
- Secure data handling protocols [28]
It processes facial recognition in just two seconds, even in low lighting, and can manage up to 10,000 unique users [29]. This makes it an ideal choice for large-scale multifamily properties.
User Experience
Residents appreciate Swiftlane's convenience and security. Over 84% of residents value 24/7 secure, self-service package access, while more than 50% highlight the importance of its video intercom and remote door unlock features [28].
Swiftlane combines cutting-edge technology with user-friendly features, making it a standout solution in property management.
Software Comparison
Let's break down the key capabilities, compatibility, and value of three platforms as of May 2025.
Core Platform Capabilities
| Feature Category | Yardi Voyager | AppFolio | Swiftlane |
|---|---|---|---|
| Portfolio Size | Large (100+ units) | Medium-Large (50+ units) | Any size |
| Monthly Cost | Custom quote | Core: $1.40/unit (min $280) Plus: $3/unit (min $1,500) [33] |
Custom quote |
| User Rating | 4.2/5 [9] | N/A | 4.6/5 [32] |
| Primary Focus | End-to-end management | Property operations | Access control & security |
Strength Areas
| Platform | Key Strengths | Ideal For |
|---|---|---|
| Yardi Voyager | - Integrated accounting - Investment management - Facilities management - Lease administration |
Large multifamily portfolios needing a comprehensive solution |
| AppFolio | - | Mid-sized portfolios seeking robust property management features |
| Swiftlane | - Facial recognition - Mobile access - Video intercom |
Properties prioritizing modern access control solutions |
Performance Metrics
| Aspect | Yardi Voyager | Swiftlane |
|---|---|---|
| Ease of Use | Not rated | 4.7/5 [32] |
| Value for Money | 4.0/5 [9] | 4.7/5 [32] |
| Customer Support | Not rated | 4.4/5 [32] |
| Functionality | Not rated | 4.6/5 [32] |
These performance ratings, alongside user feedback, highlight each platform's unique strengths and areas of focus.
User Sentiment Analysis
User reviews reveal that Yardi Voyager excels in reporting (83%) and management capabilities (82%), though its issue resolution (92%) and pricing (62%) leave room for improvement [9]. Meanwhile, Swiftlane receives consistent praise for its modern and reliable access control features, supported by high customer satisfaction scores.
Integration Capabilities
Swiftlane stands out with its seamless integration of mobile unlock, facial recognition, and video intercom technology, offering a reliable and secure access control system [32].
Cost Considerations
- Yardi Voyager: Pricing depends on square footage and selected modules [8].
- AppFolio: Offers clear per-unit pricing with minimum monthly commitments.
- Swiftlane: Subscription costs align with traditional telephone line intercom systems [34].
If you’re managing a large-scale portfolio and need a comprehensive solution, Yardi Voyager is a strong choice. For properties prioritizing advanced security and access control, Swiftlane delivers cutting-edge features. Each platform brings distinct advantages, showcasing the growing role of technology in multifamily property management.
Property Management Software Updates for 2025
In 2025, the multifamily property management industry is focusing on three major advancements: AI-driven leasing tools, predictive maintenance systems, and stronger data security protocols.
AI Leasing Automation
AI-powered leasing tools are transforming the rental process, cutting lease processing times from 7 days to just 2 hours [35]. Here's how these tools are making an impact:
| AI Leasing Impact | Performance Improvement |
|---|---|
| Lease Processing Speed | 70% faster |
| Tenant Retention | 20% increase |
| Response Times | 40% reduction |
| Rent Collection | 5% increase |
A standout example is N.O.A.H. Property Management's "AI Colleen." According to CEO Matt Foster:
"We have reduced our costs significantly by deploying our in-house maintenance resources to the properties on a rotating basis each week to most effectively serve the units" [38].
These advancements in AI leasing pave the way for equally impressive innovations in property maintenance.
Smart Maintenance Evolution
Predictive maintenance systems are reshaping operations, delivering measurable benefits such as a 20% boost in efficiency, an 18% reduction in costs, a 19% cut in energy expenses, and a 16% drop in insurance costs [37].
Ian Bingham, SVP of Business Development at Buckingham Companies, highlights this connection:
"The efficiency of our maintenance teams has a direct correlation to not just resident satisfaction but overall asset performance" [36].
While these systems improve operations, the growing emphasis on data security ensures these advancements are protected.
Enhanced Data Security Requirements
Starting in 2025, new DSP regulations demand stricter data protection measures [39]. Key compliance deadlines include:
- July 8, 2025: Full DSP compliance required
- October 6, 2025: Completion of due diligence, audit requirements, and reporting obligations
Organizations that adopt proper monitoring systems can cut security incident response times by 50% [40].
Essential security implementations include:
- Zero-trust architecture with role-based access control
- AES-256 encryption for stored data
- TLS 1.3 protocols for data in transit
- Real-time security monitoring and alerting systems [40]
Non-compliance comes with steep penalties, ranging from fines of up to $377,700 (or twice the transaction’s value) to $1,000,000 and imprisonment for intentional breaches [39].
By integrating these measures, companies can stay secure and compliant while adapting to new technologies.
AI Compliance and Fairness
To maintain fairness and transparency in AI systems, companies should:
- Conduct independent audits of AI decision-making tools
- Ensure human oversight in leasing processes
- Use diverse training datasets to minimize bias
- Clearly communicate data collection policies [41]
These practices help ensure that AI remains a trustworthy and effective tool in the evolving digital landscape.
Conclusion
When choosing property management technology, consider your portfolio size, operational objectives, and growth plans. According to market data, integrated tech solutions can reduce maintenance times by 60% and improve staff efficiency by 45% [1].
Here’s a quick guide to selecting technology based on portfolio size:
| Portfolio Size | Recommended Solution | Monthly Cost Per Unit | Best For |
|---|---|---|---|
| Small (50-200 units) | AppFolio Core | $1.40 | Modern interface, AI tools |
| Medium (201-1000 units) | AppFolio Plus | $3.00 | Scalability, automation |
| Large (1000+ units) | Yardi Voyager | $1.00 | Enterprise management |
This framework reflects expert advice on aligning technology with portfolio needs. As Donald Davidoff, a Multifamily Executive, explains:
"By collecting data on what has happened and reporting it in an easy-to-consume way, we can make intelligent, data-driven decisions instead of arguing over opinions" [42].
When evaluating platforms, prioritize those with open APIs and robust third-party integrations to ensure your tech stack remains adaptable. Digital communication tools are now indispensable, and smart home features have been shown to drive 10% higher rental demand [2]. Meanwhile, AI-powered leasing tools can increase lead-to-tour conversion rates by an impressive 65% [44].
A participant in Buildium's Property Management Industry Survey highlighted the benefits of prop tech advancements:
"With the push in prop tech, we have ways to make processes more efficient and automated, meaning our manpower can focus on customer service and identifying areas to increase profit per door" [43].
FAQs
How do tools like Yardi Voyager and AppFolio improve operations for multifamily property management?
Property management tools like Yardi Voyager and AppFolio make running multifamily properties much easier by bringing essential tasks together in one place and automating repetitive jobs. Yardi Voyager combines leasing, accounting, and maintenance management into a single platform, offering real-time insights and cutting down on manual effort. On the other hand, AppFolio excels at automating daily workflows, simplifying tenant communication, and organizing financial data for smoother management.
These platforms are built to grow with your portfolio, making them a great fit for managing a variety of property types. By boosting efficiency and improving tenant experiences, they allow property managers to shift their focus toward long-term growth, better services, and higher profitability.
What should I consider when choosing property management technology for different portfolio sizes?
When choosing property management technology, aligning the solution with the size and specific needs of your portfolio is crucial.
For smaller portfolios, simplicity and cost-effectiveness should take center stage. Opt for platforms that focus on essential features like rent collection and maintenance requests, avoiding unnecessary bells and whistles that might complicate things.
For larger portfolios, scalability becomes a priority. Look for tools that can support advanced functionalities such as analytics, smart access systems, and leasing management. Customization options and dependable customer support are essential for efficiently handling more complex operations.
No matter the portfolio size, make sure the technology integrates seamlessly with your current systems, provides user-friendly training, and has the flexibility to grow alongside your business and adapt to evolving market demands.
How do Swiftlane and ButterflyMX improve security and access control in multifamily properties?
Swiftlane and ButterflyMX are revolutionizing access control and security in multifamily properties with their tech-forward solutions. Swiftlane offers a cloud-based system packed with features like mobile app-based door access, face recognition, and secure visitor PINs. These tools not only make entry more convenient but also enhance safety. Plus, its visual audit logs give property managers a clear record of access events, improving oversight.
On the other hand, ButterflyMX empowers residents to control building access directly from their smartphones while allowing property managers to manage entry remotely. It also keeps detailed logs of entry activity, adding another layer of security and improving tenant satisfaction. Both platforms are designed to simplify access management while ensuring a safer, smoother experience for both residents and property managers.