What is property management system

What is property management system

Property management can be a daunting task, especially if you have multiple properties to manage. That’s where management systems (PMS) come in. In this article, we’ll explain what a  management system is, how it works, and why it’s essential for property owners and managers.

What is a Property Management System (PMS)?

A Property Management System is a software solution that automates the day-to-day tasks of managing rental properties. It provides a centralized platform for managing all aspects of a property, including bookings, reservations, accounting, maintenance, and more.

How does a PMS work?

A PMS works by integrating various modules that streamline the property management process. The modules can include the following:

Booking Management

The booking management module allows you to manage all aspects of the booking process, from reservations to cancellations. You can also use it to view booking calendars, set rates, and manage availability.

Accounting Management

The accounting module tracks rent payments, expenses, and other financial transactions associated with the property. It can also generate financial reports and automate rent collection.

Maintenance Management

The maintenance module helps you manage and track maintenance requests and work orders. It can also schedule preventive maintenance tasks and assign work orders to staff or contractors.

Communication Management

The communication module allows you to communicate with guests, tenants, staff, and contractors. You can use it to send automated emails, messages, and alerts.

Why do you need a PMS?

A PMS is essential for any property owner or manager who wants to streamline their operations, save time, and improve the guest or tenant experience. Here are some of the benefits of using a PMS:

Centralized Management

A PMS provides a centralized platform for managing all aspects of a property. You can access all the information you need in one place, from bookings to maintenance requests.


A PMS automates many of the day-to-day tasks associated with managing a property. This saves time and reduces the risk of errors.

Improved Guest or Tenant Experience

A PMS can improve the guest or tenant experience by providing a seamless and efficient booking process, automated communication, and prompt maintenance services.

Better Financial Management

A PMS provides accurate and timely financial reporting, which can help you make better business decisions.

Types of PMS

There are several types of Property Management Services Bushwick NY available in the market, and choosing the right one can be challenging. Here are the three most common types of PMS:

On-Premise PMS

On-Premise PMS is a software solution that is installed on your computer or server. This type of PMS requires you to purchase and install the software, and it typically comes with a one-time license fee. On-premise PMS is suitable for larger properties with complex requirements and high customization needs.

Cloud-based PMS

Cloud-based PMS, also known as Software as a Service (SaaS), is a subscription-based model that allows you to access the software over the internet. This type of PMS does not require any installation, and it is usually priced based on the number of units or rooms managed. Cloud-based PMS is suitable for smaller properties and those with fewer customization needs.

Hybrid PMS

Hybrid PMS is a combination of on-premise and cloud-based PMS. This type of PMS provides the best of both worlds by offering the flexibility and scalability of cloud-based PMS while also providing the customization and control of on-premise PMS.

Key Features of a PMS

Here are some key features that every good property management system should have:

Online Bookings

A PMS should allow guests or tenants to book properties online easily. It should provide real-time availability and pricing information, support multiple payment options, and provide automatic confirmation emails.

Automated Communication

A PMS should automate communication with guests or tenants, including sending booking confirmations, pre-arrival emails, check-in instructions, and post-stay surveys. It should also allow you to send targeted marketing messages to your guests or tenants.

Accounting and Financial Management

A PMS should allow you to manage financial transactions such as rent payments, refunds, and security deposits. It should also provide financial reports and analytics that allow you to track revenue, expenses, and profitability.

Maintenance Management

A PMS should allow you to manage maintenance requests and work orders, assign tasks to staff or contractors, and track the progress of maintenance tasks.

Channel Management

A PMS should integrate with various online travel agencies (OTAs) such as Booking.com, Expedia, and Airbnb, and allow you to manage your listings, rates, and availability across all channels from a single platform.


In conclusion, a Property Management System is an essential tool for property owners and managers who want to streamline their operations, save time, and improve the guest or tenant experience. There are several types of PMS available in the market, each with its own advantages and disadvantages. A good PMS should have key features such as online bookings, automated communication, accounting and financial management, maintenance management, and channel management. By using a PMS, property owners and managers can focus on providing excellent customer service and growing their business, rather than being bogged down by manual processes and administrative tasks.


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