What’s the best property management software for your Airbnb? Check out our top picks and what you need to consider!

Are you wondering if you need a property management system, or PMS? Perhaps you feel completely overwhelmed trying to pick the right one for your business. Finding the best property management system feels like a huge decision because it is one.

Many hosts ask what the best option is, and the honest answer is there is no single perfect system for everyone. You have to choose the one that fits your hosting business now and where you want it to go. The process of finding the right vacation rental software begins with understanding what it can do for you.

Think of it as the central hub for your entire rental operation. This software, typically paid for via a monthly subscription, can help you elevate your hosting business. If you are ready to stop feeling like your business runs you and start running your business, a PMS could be your answer.

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• What’s a PMS and Why You Might Need One
• Choosing the Right System: A Step-by-Step Guide
  • Start with Your Budget and Future Goals
  • Carve Out Time for Setup
  • Check for Key Integrations
  • Understand the Fee Structure
• Core Features You Absolutely Need
• Advanced Features for Future Growth
• Our Top 6 Picks for the Best Property Management System
• Frequently Asked Questions
  • How much do property management systems cost?
  • Can I switch to a new PMS later?
  • What is the difference between a PMS and a channel manager?
  • Do I need a PMS for just one property?
• Conclusion

What’s a PMS and Why You Might Need One

So, what does this next level look like, and how do you know if you are ready? If you feel disorganized, you are likely ready. A key indicator is when you expand beyond just Airbnb and start listing on Vrbo, Booking.com, or other platforms.

Managing multiple calendars and guest conversations across various channels quickly becomes a massive headache. A good property management software for small landlords helps manage all these moving parts. It centralizes your calendars with a channel manager to stop double bookings and also pulls all your guest messages into one unified inbox.

Maybe you are thinking about scaling your business soon. You might want to get more properties for yourself or even start co-hosting for other owners. If growth is in your future and this is no longer just a side hustle, then you are ready for some STR software. It’s the tool that transforms your operation into a real, streamlined business.

Here is a tip we always share: get a PMS before you absolutely need it. If you wait until you are drowning in bookings and messages, the setup process will feel much more stressful. By getting one now, you can learn the system and be fully prepared for the growth you are planning for.

Choosing the Right System: A Step-by-Step Guide

Deciding on a system can feel like a big commitment. You do not want to make the wrong choice. Breaking down the process into smaller steps can make it much more manageable.

Here is how you can approach finding the perfect fit for your business. Following a structured approach removes the guesswork and helps you select a platform that supports your goals.

Start with Your Budget and Future Goals

Always start by thinking about your budget. Pricing models vary widely, from flat monthly fees to a percentage of each booking or per-property charges. Having a number in mind gives you a solid starting point for your research.

Next, think about your growth and where you see your business in three or five years. So many hosts pick a solution for today, not for their future self. Think through what you will need as you add more properties or start managing rentals for others with a robust owner portal.

Carve Out Time for Setup

Once you subscribe to a PMS, the work is not over. You need to block off time on your calendar to implement it and really learn the software. This is what separates a casual host from a serious business owner.

The PMS company will likely give you an onboarding session, but you will not be an expert after that one call. You have to give yourself time to click around, test features, and ask questions. Many hosts get frustrated and blame the system when they have not invested the time to understand it.

Check for Key Integrations

If you are already using other tech tools, you need to know if they are compatible with your new PMS. Things like dynamic pricing tools, cleaning management software, or guest screening tools are common. Ask the PMS company if they integrate with the tools you already rely on.

You also want to ask about their direct booking website capabilities. Some offer a widget you can add to your own website. Others provide a full website you can customize for your brand, turning your PMS into a powerful guest experience platform.

Understand the Fee Structure

Here is something important you need to know. When you connect your listings to a PMS, the fee structure on sites like Airbnb might change. For example, the typical 3% host fee could increase to a 15% host-only fee.

Do not let this scare you away, as they are not just adding a random charge. Instead, the fee the guest used to pay is now shifted to you. You can adjust your nightly rate so you remain competitive in your market while covering this fee.

Overall, you should earn more with a PMS because you will be on more channels and get more direct bookings. The increased exposure and operational efficiency often lead to higher revenue that more than offsets the fee adjustment.

Core Features You Absolutely Need

When you start looking at different options, it is helpful to have a checklist. A simple spreadsheet can help you compare what each company offers. As you get on sales calls with different companies, you can see how they stack up.

Here are the essential features every solid property management system should have.

• Channel Management: The system must connect to the online travel agencies (OTAs) you use via a robust API, not just a simple iCal link. This includes major players like Airbnb and Vrbo, but you should also check for connections to Booking.com, Google Vacation Rentals, and any regional OTAs popular in your area.
• Calendar Syncing: This is a primary reason for getting a PMS, as it is foundational for short-term rental management. You need a system that offers real-time syncing to prevent double bookings, which can damage your reputation and lead to penalties.
• Unified Inbox: Effective guest communication is crucial. All messages from Airbnb, Vrbo, and your direct booking site should go to one place, allowing you to respond from a single dashboard without logging into multiple accounts.
• Mobile App: Many hosts run their business from their phones while moving between properties. Ask about their mobile app and how powerful it is for managing your business on the go, including handling inquiries and managing calendars.
• Automated Messaging: Good automation tools can save you hours and even help you make more money through upsells. Ask about their messaging capabilities and see how much conditional logic you can use to customize messages for different situations.
• Direct Booking Capabilities: The system should make it very easy for you to take direct bookings. You no longer want to send people to Airbnb to book, so your PMS should offer a simple way to take bookings on your own terms.
• Reporting and Tracking: At the end of the month, you need data. Your PMS should give you reports on things like occupancy, average daily rates, and booking windows to help you make smarter business decisions.

Advanced Features for Future Growth

Beyond the basics, there are some additional features you will want to consider as your team and portfolio grow. These are the things that will support you as you scale. Thinking about them now will save you from having to switch systems down the road.

As you plan your next steps, think about what functionalities you might need in a year or two. The best hotel PMS options often have features that can also benefit a growing vacation rental business.

• Multi-User Access: What happens when you add a business partner, a virtual assistant, or a cleaner to your team? You will need to know what the user capabilities are and if there are extra costs for adding people. Look for flexible permission levels to control access.
• Custom Fees and Add-Ons: Can you easily create upsells for things like early check-in or late check-out? The ability to add custom fees and process payments for them inside the system can significantly increase your revenue per stay.
• AI Integrations: You will want to know what the company is doing with artificial intelligence. Is AI built into their messaging or pricing tools? This shows that the company is innovating and preparing for the future of the industry.
• Accounting Integrations: Can you connect your accounting software, like QuickBooks, to the PMS? According to finance professionals at QuickBooks, integrating your systems is vital for accurate bookkeeping, saving hours of manual work and helping your CPA.
• Owner Portals & Reporting: This is absolutely critical if you plan to co-host or manage properties for others. What does the owner reporting look like, and can owners log in to see their statements? How the system handles money flow and payouts is a key question if co-hosting is part of your plan.

Choosing and setting up a PMS is just one piece of building a smooth operation. To really keep your business running like clockwork, you’ll also want clear agreements in place with the people helping you—like cleaners and contractors. Grab our free Independent Contractor Agreement Template to protect yourself, set expectations, and keep your team aligned while your PMS takes care of the tech side.

Our Top 6 Picks for the Best Property Management System

With so many options, it is easy to get analysis paralysis. We see new rental arbitrage software and PMS companies pop up almost daily. To help you cut through the noise, we wanted to share a short list of trusted systems that other successful hosts use.

These are our top six recommendations to start your research with. We’ve included a table below to help you compare them at a glance.

1. Hostfully: Known for its robust digital guidebooks and strong direct booking features, Hostfully is a powerful option for professional hosts. It helps you build a strong brand and enhance the guest experience. It is great for those who want to offer a high-touch service.
2. Hospitable: This system is often praised for its excellent automated messaging and user-friendly interface. It excels at guest communication and operational automation. It is a great choice for hosts who want to automate as much as possible.
3. OwnerRez: OwnerRez is a powerhouse, especially for hosts focused on direct bookings. It has a massive feature set and is highly customizable. It can have a steeper learning curve but offers unmatched control and flexibility for complex operations.
4. Futurestay: Futurestay focuses heavily on automation and helping you connect to major channels seamlessly. Their smart connection technology is a big selling point for hosts who want a hands-off approach to channel management.
5. Hostaway: As a premier partner with channels like Airbnb, Vrbo, and Booking.com, Hostaway offers deep integrations and a wide range of tools. It is well-suited for managing larger portfolios and professional property management companies.
6. Lodgify: Lodgify is well-known for its excellent website builder. This makes it a great option if creating a beautiful direct booking site is your top priority. It empowers hosts to build their brand and drive commission-free bookings.

Be honest about your needs during your demo calls. Some of these are better for smaller hosts, while others can grow with you to hundreds of properties. Some have special features for mid-term rentals, and some are built just for independent hosts.

Frequently Asked Questions

Here are answers to some common questions hosts have when choosing a property management system.

How much do property management systems cost?

Costs vary greatly depending on the provider and your portfolio size. Some platforms charge a flat monthly fee per property, which can range from $20 to $50 per unit. Others use a commission-based model, taking a small percentage (typically 1-5%) of each booking’s value.

Can I switch to a new PMS later?

Yes, you can switch systems, but it can be a complicated process. Migrating data, historical bookings, and guest information requires careful planning and can lead to downtime. It is best to choose a system that can grow with you to avoid this disruption.

What is the difference between a PMS and a channel manager?

A channel manager is a tool that syncs your calendars and rates across multiple booking platforms. A PMS is a more comprehensive solution that includes a channel manager but also adds features like a unified inbox, direct booking engine, automation, and reporting. Think of a channel manager as one key feature within a larger PMS.

Do I need a PMS for just one property?

While a PMS offers the most benefits for hosts with multiple properties, it can still be valuable for a single-property owner. Automation tools for messaging and review requests can save you time, and a direct booking website can increase your profitability by avoiding OTA fees. Some systems offer affordable plans for hosts with just one or two listings.

Key Takeaways

The most important thing to remember is that there is no single perfect PMS. You are going to research a few companies, feel some pressure, and then you have to make a choice. No matter which one you select, there will likely be something about it you do not love.

The main thing is to pick one, commit to learning it, and make it work for you. Hosts have built very successful companies using every system on our list and many others. It is about using the tool to its full potential.

Finding the best property management system is really about finding the best fit for your business goals and operational style. A good choice will feel less like software and more like a partner in your growth.

If you’re still on the fence about whether a PMS is worth it, we covered exactly why co-hosts in particular benefit from using one. Check out our post on Why Airbnb Co-Hosts Need a PMS for a deeper dive into how the right software can transform the way you run operations, communicate with owners, and prevent costly mistakes.

Keep Learning with Us

Your hosting journey doesn’t stop here! 🎉 Whether you’re looking for the tools we personally use to run our rentals or want to dive deeper into strategies that make hosting more profitable and enjoyable, we’ve got you covered. Head over to Thanks For Visiting to learn more and explore our favorite trusted tools, free resources, and next steps for growing your hosting business.

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