Which property management software fits your portfolio size?
Per-door pricing looks cheap until the monthly minimum kicks in.
A new firm with 50 doors, a growing company with 300 and an established operator with 2,000 doors don't pay for software the same way. At 50 doors, the monthly minimum decides your bill, not the per-door price. At 300, the per-door rate and the onboarding fee matter. At 2,000, you negotiate, and switching costs dominate.
The short answer. Under 100 doors: Yardi Breeze, $100 a month at 50 doors, or Buildium Essential if you want monthly billing from $65. 100 to 1,000 doors: Rentvine for trust accounting depth, DoorLoop if ease of use comes first. Above 1,000: AppFolio or Buildium Premium, with a quote in hand.
Looking for the overall ranking instead? It's on our comparison of software for property management companies. This page answers a different question: at your size, which one, and what it really costs.
The ranking is editorial: a sponsored spot is always labeled on its card, and no affiliate link changes a score.
Three portfolio sizes, three different answers
Door count changes what hurts. At 50 doors it's the minimum. At 300 it's onboarding and staff time. At 2,000 it's migration risk and contract terms.
You manage your first 50 to 100 doors
Starting outYou need trust accounting and clean owner statements from day one, without paying for 200 doors you don't have. If you only manage your own rentals, with no client money, you don't need trust accounting: see software for small landlords. Watch the minimums: DoorLoop's One plan starts at $2.50 per door but bills at least $199 a month, so at 50 doors you pay $199. Yardi Breeze bills $1 per door with a $100 minimum, so 50 doors cost $100.
Buildium sells flat tiers instead, from $65 a month on Essential. Ask for the exact figure at your door count before comparing.
- Best pick
- Yardi Breeze
- Cost at 50 doors
- $100/mo (Breeze minimum)
- Watch out
- Monthly minimums
You manage 100 to 1,000 doors
GrowingNow per-door rates start to bite, and onboarding fees appear. Rentvine starts at $1.50 per active door, so about $450 a month at 300 doors, plus a one-time setup fee it doesn't publish. DoorLoop One drops to $1.50 per door above 100, which works out to $550 at 300 doors.
This is when your accountant should sit in on demos: ask to see a trust account reconciliation and an owner statement with a late tenant and a repair bill.
- Best picks
- Rentvine, DoorLoop
- Cost at 300 doors
- About $450 to $550/mo
- Watch out
- Setup fees not published
You manage more than 1,000 doors
EstablishedPublished rates still give you a floor: AppFolio Core at $1.49 per door is about $2,980 a month at 2,000 doors, before its minimum spend. Buildium sends anything above 5,000 units to a phone quote. At this size, contract length, data export and onboarding scope matter more than a few cents per door.
- Best picks
- AppFolio, Buildium Premium
- Cost at 2,000 doors
- About $2,000 to $3,100/mo on list price
- Watch out
- Exit terms and export
5 platforms by portfolio size
Rank follows fit for each portfolio size, not just the score. Scores are the same as on our other Labs pages.
| Best for | What sets it apart | Free plan | Team size | Visit | ||||
|---|---|---|---|---|---|---|---|---|
| 1 | Yardi Breeze | Best under 100 doors | Lowest published minimum: $100/mo | 3.9/5 | $1/door, $100/mo minimum | — | Under 100 doors | Visit → |
| 2 | Rentvine | Best from 100 to 1,000 doors | Portfolio trust accounting built in | 3.9/5 | From $1.50/door + setup fee | — | 100 to 1,000 doors | Visit → |
| 3 | Buildium | Best flat-tier pricing at any size | Three tiers from $65/mo | 4.0/5 | From $65/mo | — | Any size up to 5,000 units | Visit → |
| 4 | DoorLoop | Best for ease of use while growing | Per-door rate drops above 100 doors | 3.8/5 | $2.50/door, $199/mo minimum | — | 100 to 1,000 doors | Visit → |
| 5 | AppFolio | Best above 1,000 doors | Three per-door tiers, 50-unit minimum | 3.5/5 | From $1.49/door, 50-unit minimum | — | Above 1,000 doors | Visit → |
Is your tool missing from this page? Email us: hello@hackceleration.com
What to ask about trust reconciliation
When you hold owners' and tenants' money, your software has to prove every dollar. Pricing pages don't show this, so ask these questions in the demo, on your own data.
Owner ledgers
Bank reconciliation
Owner statements
- One ledger per owner
- Trust account reconciliation saved as a report
- Owner statement with a repair bill and a late tenant
- Who runs the migration of opening balances
What you pay at 50, 300 and 2,000 doors
We worked out each bill from the vendor's published entry rate. These are list prices before discounts, setup fees and add-ons, and they assume every door is billed.
At 50 doors
At 300 doors
At 2,000 doors
- Monthly minimum, in dollars
- Setup or onboarding fee, in writing
- Which features sit on a higher tier
- Annual versus monthly billing
- Data export format and exit fees
Growing your portfolio? Get our updates on property management software
Yardi Breeze
Yardi Breeze is the lighter edition of Yardi's software. It bills $1 per door with a $100 monthly minimum on an annual agreement, and Breeze Premier keeps $1 per door with a $400 minimum. That makes it the cheapest published option for a firm with 50 to 100 doors.
It covers escrow and trust accounts, the core of the job for a firm holding owners' money.
Its limit: the annual agreement. You commit for a year, so check the onboarding scope and data export before you sign.
- $100 monthly minimum covers up to 100 doors
- Escrow and trust accounts
- Premier tier for larger needs
- ✓Lowest published minimum here
- ✓Simple per-door pricing
- ✓Room to grow within Yardi
- ✗Annual agreement
- ✗Premier minimum jumps to $400
- ✗Less flexible than larger suites
The default pick under 100 doors. Confirm what onboarding includes before signing the annual agreement.
Rentvine
Rentvine was built around portfolio trust accounting, and it shows: owner ledgers and trust reconciliation are the center of the product, not an add-on. Pricing starts at $1.50 per active door, so about $450 a month at 300 doors.
There's a one-time setup fee that covers migration, a dedicated specialist and a financial analyst; Rentvine doesn't publish the amount. Onboarding runs about 45 days.
Its limit: you won't know your first-year cost until you have the setup quote. Ask for it before comparing per-door rates.
- Portfolio trust accounting built in
- From $1.50 per active door
- Guided migration with a financial analyst
- ✓Accounting depth for growing firms
- ✓Per-active-door billing
- ✓Structured onboarding
- ✗Setup fee not published
- ✗About 45 days to onboard
- ✗Fewer extras than the big suites
The accountant's pick between 100 and 1,000 doors. Get the setup fee in writing first.
Buildium
Buildium sells three tiers: Essential from $65 a month, Growth from $202, Premium from $420. Above 5,000 units, you get a phone quote. Growth and Premium require personalized onboarding, priced separately.
It's the platform most often recommended alongside AppFolio in landlord and manager forums when trust accounting or a large portfolio is involved.
Its limit: the tier prices are floors. Ask for the exact figure at your door count, and the onboarding fee, before comparing.
For HOA and association work, see our HOA management software ranking.
- Three tiers from $65 a month
- Unit-based quotes up to 5,000 units
- Onboarding on Growth and Premium
- ✓Predictable monthly bill
- ✓Works from small to large
- ✓Well-known among managers
- ✗Prices are floors, not quotes
- ✗Onboarding fee not published
- ✗Phone quote above 5,000 units
A safe choice at any size. Get the price for your exact unit count in writing.
DoorLoop
DoorLoop's One plan is $2.50 per door, $1.50 above 100 doors, with a $199 monthly minimum. Connect is $4 per door with a $299 minimum, Multiply $5 with a $399 minimum, and annual billing saves up to 25%.
That pricing makes it expensive for a 50-door firm ($199) and competitive at 300 doors ($550). Trust accounting is covered in its help center.
Its limit: the minimum. Below 80 doors, you pay for doors you don't have.
- Rate drops to $1.50 above 100 doors
- Three plans with clear minimums
- Up to 25% off with annual billing
- ✓Easy to pick up
- ✓Transparent pricing
- ✓Good value once past 100 doors
- ✗$199 minimum hurts small firms
- ✗Higher plans climb fast
- ✗Less depth than accounting-first tools
Pick it when you're about to pass 100 doors. Take the annual discount if you're sure.
AppFolio
AppFolio publishes three per-door tiers: Core $1.49, Plus $3.20, Max $5.00, with a 50-unit minimum and a minimum spend it doesn't publish. At 2,000 doors on Core, that's about $2,980 a month on list price.
In online discussions among property managers, AppFolio comes up most often, and one manager who moved to it from Buildium called the switch worth it.
Its limit: value for money at small sizes, and the unpublished minimum spend. Its score here comes from our property portfolio software comparison, hence its criteria labels.
- Per-door tiers from $1.49
- 50-unit minimum
- Widely discussed by managers
- ✓Scales to large portfolios
- ✓Clear tier structure
- ✓Strong reputation among users
- ✗Minimum spend not published
- ✗Plus and Max climb fast
- ✗Weak value for small firms
The platform to beat above 1,000 doors. Use the published rates as your ceiling in negotiation.
Five moves that keep the bill honest
What we see firms miss when they compare per-door prices.
Do the minimum math first
PriorityMultiply your door count by the rate, then compare it with the monthly minimum. Below the break-even, the minimum is your price.
Get the setup fee in writing
ContractRentvine, Buildium Growth and Premium, and AppFolio all have costs beyond the per-door rate that their pricing pages don't quantify. Ask for them before you compare.
Ask for a trust reconciliation in the demo
MethodBring a small dataset: an owner with three units, a late tenant, a repair bill. Ask for the owner statement and the trust account reconciliation. That's where platforms differ.
Lock annual pricing once you're sure
SavingsDoorLoop offers up to 25% off annually and Yardi Breeze is on an annual agreement. Commit only after a full month-end close on the platform.
Write the exit into the contract
ContractAsk for a full export of ledgers and owner data, in a standard format, without exit fees. You'll need it the day you outgrow the platform.
How we compared and sorted
The gate is the same as on our main ranking of software for property management companies: trust accounting and owner statements. What changes is the order: each platform sits at the portfolio size where it fits best, and each monthly bill is worked out from the vendor's published pricing page. Scores are reused unchanged from our other pages so a tool keeps one value everywhere.
Managing your own portfolio rather than clients' properties? See landlord property management software. To track owners and leads, see real estate CRMs.
We read the vendors' pricing pages, their help centers and discussions among property managers.
- Trust accounting and complianceOwner ledgers, trust reconciliation, owner statements.30%
- Value for moneyPublished pricing, minimums, setup fees.20%
- Ease of useHow fast a new manager gets productive.20%
- Support and onboardingMigration help, training, response time.15%
- Integrations and portalsBanking, payments, owner and tenant portals.15%
Property management software by size · FAQ
How much does property management software cost per door?
Published entry rates run from $1 per door (Yardi Breeze) to $2.50 (DoorLoop One), with higher tiers up to $5. Minimums change the math: Yardi Breeze bills at least $100 a month and DoorLoop One at least $199.What's the best property management software for a small portfolio?
Under 100 doors, Yardi Breeze has the lowest published floor at $100 a month. Buildium Essential starts at $65 if you prefer a flat tier, but get the quote for your unit count.When should I switch property management software?
When your month-end close takes more than a day, or per-door minimums no longer fit your portfolio. Switch outside your busiest period and keep read access to the old system until the first owner statements check out.Do property management platforms charge setup fees?
Several do. Rentvine charges a one-time setup fee, Buildium requires paid onboarding on Growth and Premium, and AppFolio adds a minimum spend. None of these amounts are published, so ask for them in writing.Is per-door or flat pricing better?
Per-door pricing is fairer for small and fast-growing portfolios once you clear the minimum. Flat tiers, like Buildium's, are easier to budget. Work out both at your door count today and in two years.Which platform scales best past 1,000 doors?
AppFolio and Buildium Premium are the usual candidates. At that size, negotiate from the published rates and focus on onboarding scope, contract length and data export.