Requirements checklist
What to ask for when choosing software for apartment communities.
A checklist built from how apartment communities work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Unit register and availability
- Leasing enquiries and applications
- Lease and renewal calendar
- Rent ledger and collections
- Maintenance requests and work orders
- Inspections and deposits
- Amenities and resident notices
Roles that need their own access
Who logs in, and what each person may see or change.
- For the community owner
- For leasing agents
- For the community manager
- For maintenance crews
- For residents
Reports to ask for
Ask to see each one with your own sample data.
- Occupancy, vacancy and make-ready status by block and bedroom count
- Tenancies expiring by month with renewal offer status
- Rent roll with arrears ageing by resident
- Open and completed work orders by trade and technician
- Deposits held, deductions claimed and refunds pending
- Turnover days between residents by unit
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateways
- Accounting software export
- Access control and gate systems
Questions for any vendor
Put these to every supplier you are comparing.
- Is this for owners who let a few flats?
- Can residents see their own balance?
- How does it list leases due for renewal?
- Can it handle common-area repairs as well as unit repairs?
- What happens to the deposit at move-out?
- Does it work with several communities?
- Can notices go by messaging apps?
- How do existing households get onto it?
- Who owns the resident and lease data?
- What does it cost?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Lease dates are not visible in advance
- Rent ledgers sit in spreadsheets
- Repairs are logged in a book
- Turnover takes longer than planned
- Deposits are settled from memory
Prefer to talk it through? See the apartment communities page.