Landlord Tips & Tricks
January 10, 2024

Rent Collection Software: A Complete Guide for Landlords

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Rent collection is integral to property management, and landlords want accurate and timely bookkeeping in all aspects of rent collecting. After all, rental income is the proceeds landlords get from investing in rental properties.

Over the years, many rental property owners have trusted property managers to expedite and streamline rent collection. Unfortunately, many property management companies haven’t upgraded to advanced rent collection technologies.

Reliance on traditional collect rent systems, including bank transfers, checks, and cash, translates to delayed rent payment and a lack of accountability. Moody’s Analytics Report estimates that back rent owed in the US runs into millions of dollars every year.

Landlords can revolutionize rent collection by integrating online rent collection software into their rental home businesses. Customized for the modern user, property management software supports automatic payments and automates scheduling maintenance requests

Using the right rent collecting system, you can report rent payments to credit bureaus, perform tenant screening, conduct vacant property marketing, and ensure that tenants pay on time.

A well-fitting rent collection system is a game-changer, enabling property owners to streamline collecting rent, push tenants to pay rent on time, and optimize the profitability of their rental business.

What Is a Rent Collection Software?

An online collect rent app is a mobile or browser-supported app designed purposefully to make it easier and cheaper for landlords to collect their rental payments. The best rent collection app provides an automated and paperless rent-collecting process while optimizing the integrity of financial transactions.

Photo by Karolina Grabowska

Recent research indicates that many landlords are having a difficult time collecting rent—with 37% of them falling behind on rent collection.

Most rent collection apps are accessible via smartphones, PCs, and tablets. Online rent payment systems offer a tenant and landlord portal alongside a centralized platform for tracking payment and bank transfer related information, reporting online rent payments, managing late fee payments, and sending rent payment reminders.

With a landlord software platform owned rent collection solution, a rental business owner can block partial payments, keep records of security deposits, order maintenance requests, and accept rent repayments.

Most software can integrate a landlord’s bank account, perform tenant screening, track cash flow, and handle all the challenges of collecting rent online.

From the tenant’s portal, you can create recurring rent payments, split rent payments, make partial payments, and schedule online payments.

Additionally, you can track your monthly rent payment history, make bank or credit union payments, easily link your bank account, and effortlessly schedule rent payments. You can link your bank account to the software to make it easier to make a bank transfer.

Top Features And Benefits of Online Rent Payments Software

Rental property management software solutions aren’t created equal. Some of the best rent collection apps are stronger in terms of flexibility, efficiency, cost-friendliness, and reliability.

The best rent collection apps, whether browser-based or mobile-operated should support functions that improve the handling of payments, on-time rent payments, online rent payments, and more.

Photo by Jakub Zerdzicki

The most advanced systems support tenant screening services, block partial payments, automate rent collection, and facilitate bank transfers. These are the features to expect in any good rent collection app to enable landlords to collect rent with ease and tenants to pay online effortlessly.

Online Rent Payments

Great rent collection apps automate online rent payments for tenants and support smooth online rent collection for landlords. Reliable property management software enables tenants to effortlessly make online rent payments and rental home owners to collect rent.

Rent collection largely goes off without a hitch when the process is user-friendly for both landlords and tenants. The platform has to be transparent and make the rent collection process easy.

Most online rent payment systems integrate secure payment gateways and support multiple payment systems. You can make debit and credit card payments, ACH transfers, bank transfers, and electronic checks.

Automatic Rent Payments Reminder

Many property managers charge late rent payment fees to tenants who fail to honor timely rent payments. Repeated habits of late rent payments attract serious penalties, including abrupt termination of the tenancy.

Tight work schedules leave no room for tenants to plan for lesser-important issues such as rent payments. A good rent collection app can eliminate the hassle of having to manually keep track of the rent payment dates and enable landlords to collect rent more effortlessly.

The apps have automatic rent reminders to keep you on your toes, ensuring you pay rent on time, whether through on-off payments or partial rent payments. As you pay rent online with these apps, you’ll discover how organized you’ve become.

These automatic rent payment reminders alert you on time regarding upcoming rent payments, which ensures you’re prompt on your rent payments, avoiding late fees. As for landlords, rent reminders let them know when a tenant has not paid, ensuring promptness in collecting rent and improved cash flow.

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    Tenant Online Rent Payments Portal

    A tenant portal is an integral part of the best rent-collecting software for rental home owners. Many top-notch online rent payment apps have a tenant portal that offers clear and detailed data on all payment history, lease agreements, recurring payment receipts, move-in fees, security deposits, late fees, penalties, and more.

    A tenant portal is crucial for optimizing transparency in online rent payments, ensuring you can handle recurring payments and pay rent online with ease.

    Rent Reporting and Tracking

    One thing landlords have no time for is manual tracking of rent payments in real time. Landlords who traditionally track rent payments miss important details such as move in fees, hidden fees, monthly fees, and more.

    Photo by Lukas

    Online rent payment apps support real-time tracking of every rental income generated by a rental apartment.These tools generate all-inclusive reports for landlords, giving them insights into the financial performance of their property and the rent tenants pay.

    Landlords using online rent collection apps have better insights into rent collection patterns, payment habits by different tenants, and outstanding balances. They easily collect rental payments, track transaction fees, conduct tenant screening, and keep track of the payment method tenants use to pay rent.

    Lease Agreement Integration

    A vital feature of every robust rent collection app is lease agreement integration. Software that integrates with lease agreement templates makes it easy for property managers to develop customized lease agreements for every tenant and collect rent payments online.

    Using this feature, a landlord can custom-design requirements for move-in fees, same transaction fees, and security deposits. The power of having this feature in your online rent payment software is limitless, as you can track on time rent payments, collect rent online, and accept rent payments.

    Expense Tracking

    The newest, technologically-rich online rent payment systems will have superior features such as expense tracking functions. These tools are mandatory for a property management services provider to track insurance payments, property maintenance costs, and repairs.

    The system records every maintenance request you make and the costs incurred. It’s a crucial feature for calculating property profitability and management of rental property income.

    Security

    The last feature every good online rent collection program must have is data privacy and security prioritization. The best software complies with all industry standards and usually deploys the latest encryption technologies to keep user data safe.

    Ultimate Best Online Rent Collection Software for Landlords: What To Look For

    Photo by Tima Miroshnichenko

    There are many features of excellent property management software that you should look for. You want to be sure the online rent collection system you choose has the right functions and solutions for you. When selecting a rent collection system, consider the following crucial features.

    User-Friendliness

    The most notable feature of good online rent collection software for landlords is its user-friendliness. Look for a property management and rent collecting system with an intuitive interface designed to be easier to navigate.

    Ensure you and your tenants can easily and effortlessly maneuver through the software to streamline transactions.

    Many high-grade rent collection systems are mobile-friendly, so tenants can make payments directly from their tablets or smartphones.

    Confirm that the buttons and menus are easy to understand and that the user interface is clear and concise. Look for software with a help section, featuring FAQs sections to answer all tenant questions.

    Software Integration and Compatibility

    Get to know if the software integrates with your current accounting software and property management systems. Seamless integration of the software with existing systems will guarantee ease in transferring data and automating tasks.

    Talk with the software developer to know if their system supports the file formats your current systems use and can create custom reports.

    Find out if the system supports automation of data transfer between your existing systems and the rent collection software. Look for software that offers APIs that you can integrate with your systems.

    Collect rent with the help of credit bureaus

    If a rent reporting program can natively add tenant payments to their credit reports, tenants will naturally want to make timely recurring payments to maintain good standing with credit bureaus. It really doesn’t matter if your tenants do bank transfers or use a credit or debit card. As long as their payments are reported, it will help them build their credit rating.

    Customer Support

    Consider the quality of the customer support. Look for rent collection systems offering 24/7 support with a highly responsive team to resolve all customer issues on time.

    Photo by Andrea Piacquadio

    Be sure the customer support reps have deep knowledge of the software and can clearly and concisely answer customer questions. Additionally, ensure the customer support reps are helpful and friendly.

    Cost and Related Fees

    Different online rent-collecting software providers offer varying pricing models. While some providers provide monthly subscriptions, others provide one-time purchases.

    You will find other providers offering a freemium model, meaning users can access some features of the software for free and pay for other features. How affordable software is largely depends on the unique needs of the user.

    Software offered with a monthly subscription is a bit more budget-friendly. Landlords with multiple properties might need to get software offering one-time purchase options.

    Go for a basic monthly subscription to rent collection software if your only need is to collect rent payments. For those looking for a more efficient and reliable system capable of automating tasks such as lease signing and tenant screening, look for software with more costly plans.

    Customer Testimonials

    Every high-quality rent collection system gets positive testimonials from current users. Look for reviews from other landlords to get insights into the overall performance and usability of such a system.

    You want to be sure the system you’re paying for offers value for money, and the only easy way to know if it will deliver value to you is to check what other users are saying.

    How to Set Up Your Rental Income Collection Software

    Finding the right rental payments software is just part of the complex process of collecting rent online. As a landlord, you should implement the system properly to enjoy seamless operation.

    Set Up The System Properly

    Start by setting up the system, paying setup fees, and transferring relevant data onto the system. The data you can transfer from a landlord software platform owned system includes history, tenant information, and existing lease agreements.

    Hire a Qualified Trainer

    Property managers should get qualified specialists to train tenants and landlords to use the software effectively. Ensure you properly educate your tenants about the online rent collection process, highlighting the benefits and usage tips.

    Conclusion

    Online rent payment systems are highly valuable tools for the modern landlord who wants to maximize the profitability of their rental housing business. When you automate rent payments and let tenants pay online, you are assured of timely rent payments, real-time tracking, and simplified lease agreement management.

    This way, you can streamline the running of your rental business operations and entirely focus on other crucial aspects of your rental property management.

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