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Property management software for 250 units with room to grow to 500

Letting is property management software for companies at about 250 units that plan to keep adding doors. The Portfolio plan costs $224 per month billed yearly ($2,688 a year), or $449 month to month, and the price stays the same from 151 to 500 units. Unlimited team members, bank CSV matching, inspections and monthly owner statements are included, with no onboarding fee and no fee on your tenants' rent payments.

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Reminder draftPoliteFirm
ToS. Patel, Unit 12, 48 Mill Lane
SubjectRent for September, $980

Dear S. Patel,

September rent of $980 is still open

Already paid? Please ignore this note

Kind regards

Edited before sendingDraft

The short answer

At 250 units most US property management software costs $250 to $550 per month before one time fees. Yardi Breeze, Rent Manager Basic and Propertyware Basic land at about $250, DoorLoop Pro lists $344 billed yearly, AppFolio Core is reported near $373, Rentvine is quoted at $375 or more, and Buildium's plan floor plus one online rent payment per unit puts it near $530 to $550.

Letting costs $224 per month at 250 units billed yearly, the lowest subscription in that list, and it does not go up as you grow toward 500. Month to month it is $449, which is more than the $1 per unit plans and DoorLoop. Letting does not collect rent, screen tenants or list vacancies: tenants keep paying into your bank account and Letting reads the bank export.

What 250 units cost per month on each platform

Prices and fees change, and vendors quote portfolios of this size individually. Ask each one for a written quote at your exact unit count, and at the count you expect in two years, before you sign.

SoftwareMonthly cost at 250 unitsHow it is pricedOne time feesCost at 400 units
Letting Portfolio $224 billed yearly, $449 monthly Flat for 151 to 500 units None $224 yearly, $449 monthly
Yardi Breeze $250 $1 per unit, $100 minimum, annual agreement None listed $400
Rent Manager Basic $250, reported $1 per unit, $200 minimum Implementation about 2x monthly $400
Propertyware Basic $250 $1 per unit, $250 minimum, billed in 50 unit steps Implementation 2x monthly $400
DoorLoop Pro $344 billed yearly, $399 monthly Price steps by unit count, 300+ quoted Onboarding fee by portfolio size Quoted
AppFolio Core About $373, reported About $1.49 per unit, 50 unit minimum Onboarding fee on quote About $596
Rentvine $375 to $625 From $1.50 per unit published, $2.50 reported as standard Setup fee, not published $600 to $1,000
Buildium Growth At least $530 From $192, plus $1.35 per incoming ACH payment Paid onboarding package At least $732
Buildium Premium $400 in year one, at least $550 after From $400, plus $0.60 per incoming ACH payment after 12 months Paid onboarding package At least $640 after year one

Why 250 units is where pricing starts to bite

Below about 200 units most per unit platforms charge you their monthly minimum, so a few extra doors cost nothing. At 250 that cushion is gone. Every $1 per unit plan now bills each new door, Propertyware's $250 floor is used up exactly, and DoorLoop's calculator steps up every few dozen units until it stops at 299 and switches to a sales quote.

That matters because 250 units is rarely a resting point. A company at this size usually signs a new owner with 20 or 40 doors every few months. On a $1 per unit plan, going from 250 to 400 units adds $150 a month. On Buildium Growth it adds at least $200, because each new tenant paying online adds $1.35. On Letting Portfolio it adds nothing until you pass 500.

  • 250 units on a $1 per unit plan: $250 a month, $400 at 400 units
  • 250 units on Letting Portfolio billed yearly: $224 a month, still $224 at 400 and 500 units
  • The difference at 400 units: $176 a month, about $2,100 a year
Portfolio3 properties, 7 units
  • Carlton Holdings LtdOwner
    • 14 Carlton Rd2 units
      • Apt 2 J. MarshLet
      • Apt 5 A. NovakLet
    • 9 Birch Close1 unit
      • House L. FraserNotice given
  • Elm St PartnersOwner
    • 220 Elm St4 units
      • Apt 1A D. KimLet
      • Apt 2A Vacant

Where a $1 per unit plan still wins

On yearly billing the gap at exactly 250 units is small: $224 against $250, or $312 a year. If your portfolio will stay at 250 and you are happy with an annual agreement, Yardi Breeze is a fair choice, and its pricing page lists no onboarding fees. On monthly billing Letting is not the cheapest at this size: $449 against $250 on the $1 per unit plans and $399 on DoorLoop Pro. Breeze, Rent Manager and Propertyware sign annual agreements anyway, so the fair match is yearly against yearly.

  • 250 to 500 units, growing, tenants paying by ACH, Zelle or check: Letting Portfolio, $224 billed yearly
  • 250 units and no plans to grow, lowest subscription the only goal: Yardi Breeze or another $1 per unit plan
  • Rent collected inside a tenant portal with screening and listings: AppFolio, Buildium or DoorLoop
  • Trust accounting with state audit reports and commercial leases in the same system: Rent Manager or Rentvine

What a 250 unit company needs from software

Two hundred and fifty doors is usually a principal, one or two property managers and a part time bookkeeper. That is about 250 rent payments to reconcile each month, 20 to 40 turnovers a year and 25 to 35 owners who expect their statement on the same day every month. The software has to let a small team share one set of books and add a new hire without a new quote.

Letting Portfolio covers all five with unlimited team members, so hiring your next property manager does not change the bill.

  • Bank payments matched to tenant ledgers in bulk, including partial and split payments
  • Arrears aged by days late across every property and owner
  • Role based access, so a leasing assistant does not see owner balances
  • Owner statements produced in one run instead of one at a time
  • Room by room move-in and move-out inspections with dated photos
Property manager's desk by a window with a laptop, a key box and a lease folder

Rent roll and bank matching for 250 tenants

Letting builds the rent roll from your leases every month. Export your bank transactions as CSV from any US bank, import the file, and each payment matches to a tenant ledger: one transfer covering two months, a payment split between roommates, a housing authority payment for part of the rent. Anything that does not match waits in a short review list instead of a spreadsheet.

See rent roll software and rent collection software for the detail.

  • Paid, part paid and unpaid status for every unit, filtered by owner or property
  • Arrears aged 1 to 30, 31 to 60 and 60+ days
  • Reminder and late fee rules, bulk rent increases and renewal tracking
September rent roll5 units
UnitDueReceivedStatus
Apt 2, 14 Carlton Rd$1,150$1,150Paid
Apt 4, 14 Carlton Rd$1,095$1,095Paid
Apt 5, 14 Carlton Rd$1,050$600Partial
Unit 12, 48 Mill Lane$980$0Late
Unit 15, 48 Mill Lane$990$990Unmatched

Owner statements for 30 owners in one run

Month end at 250 units is mostly owner statements. Letting splits income and expenses by owner, deducts your management fee and produces a PDF and CSV statement for each owner in a single run, emailed on the day you choose. Your bookkeeper gets an income and expense export for the accounting system they already use, so nothing is retyped.

More on property management accounting software.

Inspections and repairs included

With 20 to 40 move-outs a year, dated photo evidence settles most deposit disputes before they turn into a claim. Letting runs room by room inspections on a phone and places the move-out set beside the move-in set. Repair requests record cost against each unit, so an owner can see what their building cost to run this year. Both are part of the plan, not an add on.

Empty bedroom in a rental unit ready for a move-out inspection

See property inspection software and maintenance requests.

A year at 250 units, worked through

Take a company with 250 units for 28 owners, one office, tenants paying by ACH and a bookkeeper on QuickBooks. On Letting Portfolio billed yearly that is $2,688 for the year, with staff, statements and inspections included and nothing charged to tenants. On Yardi Breeze it is $3,000 on an annual agreement. On Rent Manager Basic or Propertyware Basic it is $3,000 plus about $500 implementation, so about $3,500. DoorLoop Pro is $4,128 billed yearly plus onboarding, and tenants pay $0.99 on each ACH payment. AppFolio Core is reported near $4,470 plus onboarding. Rentvine is $4,500 to $7,500 plus its setup fee. Buildium Premium is $4,800 in the first year and about $6,600 a year once its ACH fees start.

If the same company signs three new owners and reaches 400 units during the year, the Letting bill does not move. The $1 per unit plans rise to $4,800 a year at that size.

Who should choose Letting at 250 units

Choose Letting if you manage 225 to 500 units, your tenants already pay by bank transfer, Zelle or check, and you send owners a statement every month. It suits property management companies that are adding doors and want one fixed line in the budget instead of a bill that grows with every new management agreement.

Two property managers reviewing owner statements at a shared desk in a bright office

Choose AppFolio, Buildium or DoorLoop if you want rent collected inside a tenant portal, screening and vacancy syndication in the same login, and you have the leasing volume to justify per unit or per payment pricing.

Moving 250 units into Letting

Export units, tenants, leases and owners as CSV from your current system, import them, and set opening balances for anyone behind. Then import last month's bank transactions and check that every payment matched. A 250 unit company usually moves in two or three days, owner group by owner group, without a paid implementation project.

The full steps are on how it works.

  • Import units, tenants, leases and owners from CSV
  • Invite staff and set their roles
  • Set opening balances per tenant
  • Import one month of bank CSV and review the matches

Close a month before you pay

The homepage demo imports a bank export into a sample portfolio, updates the rent roll, ages arrears and produces owner statements in your browser. No account needed.

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$224 a month from 151 to 500 units

Landlord $59 per month for up to 25 units, Agency $189 for up to 150, Portfolio $449 for up to 500, Enterprise $798 for up to 1,500 with SSO, API and migration help. Yearly billing saves 50 percent, so Portfolio is $224 per month. No unit minimum, no onboarding fee, no per payment fee. Compare plans on property management software pricing.

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FAQ

See all questions

For 250 units the best fit depends on how your tenants pay and whether you are growing. If they pay by bank transfer, you send owner statements and you expect to add doors, Letting Portfolio at $224 per month billed yearly is the lowest flat price up to 500 units. If you want rent collected in a tenant portal with screening and listings, AppFolio, Buildium or DoorLoop fit better.

Most platforms cost $250 to $550 per month at 250 units. Yardi Breeze, Rent Manager Basic and Propertyware Basic are about $250, DoorLoop Pro lists $344 billed yearly, AppFolio Core is reported near $373, and Buildium lands near $530 to $550 once tenants pay online. Letting is $224 billed yearly or $449 monthly.

AppFolio does not publish prices. Publicly reported Core pricing of about $1.49 per unit puts 250 units near $373 per month, or about $4,470 a year, before the onboarding fee. Plus and Max are reported at higher per unit rates. Our AppFolio pricing guide has the cost by unit count.

DoorLoop's pricing calculator lists Pro at $344 per month billed yearly or $399 monthly at 250 units, and Premium at $659 or $809. An onboarding fee based on portfolio size applies, and on Pro tenants pay $0.99 per ACH rent payment. From 300 units DoorLoop quotes through a demo.

Buildium publishes starting prices only: Growth from $192 and Premium from $400 per month. Incoming online payments cost $1.35 each on Growth and $0.60 on Premium after 12 months, so 250 tenants paying online bring the bill to at least $530 or $550. Our Buildium pricing guide breaks it down by unit count.

Yes. Yardi Breeze charges $1 per unit per month on an annual agreement, so 250 units cost about $250 a month, and its pricing page lists no onboarding, training or support fees. It is the cheapest option on monthly terms at this size, and the bill rises by $1 for every unit you add. Our Yardi Breeze alternative page compares it with Letting unit by unit.

Your next 250 doors at the same price

Import your units, leases and a bank export, and your rent roll, arrears and owner statements are ready today. $224 per month billed yearly, or $449 monthly, for up to 500 units and unlimited staff.

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