Property management software for 10+ units requires accounting accuracy, tenant communication tools, and maintenance tracking without breaking your budget. AppFolio and Buildium dominate this space, but they take different approaches to pricing, features, and user experience that directly impact your monthly costs and daily operations.
Quick Facts: AppFolio vs. Buildium
| Feature | AppFolio | Buildium |
|---|---|---|
| Starting Price | $1.40-$1.49/unit/month | $62/month base (Essential) |
| Minimum Monthly Fee | $280-$298 | $62 (up to 20 units) |
| Best For | 200+ units, growth-focused firms | 50-1,000 units, cost-conscious managers |
| Pricing Model | Per-unit with minimum threshold | Tiered plans by unit count |
| Setup Fee | Varies by portfolio | One-time based on plan |
| Mobile App | iOS and Android | iOS and Android |
| Customer Support | Ticket-based | Phone and ticket support |
| User Rating (G2) | 4.6 out of 5 | 4.4 out of 5 |
What Is AppFolio Property Manager?
AppFolio Property Manager provides cloud-based property management for residential, commercial, and student housing portfolios. The platform handles everything from vacancy marketing to accounting, with mobile apps that let you manage properties from anywhere.
You’ll find AI-powered tools built throughout the system, including automated leasing assistants, smart bill entry that scans PDF invoices, and performance dashboards that track your key metrics. The platform syndicates listings to major rental sites, processes tenant screening, and manages lease workflows from start to finish.
AppFolio targets professional property managers handling at least 50 units, with pricing that makes the most sense once you cross the 200-unit threshold. The interface is modern and intuitive, reducing the learning curve for new users while providing depth for complex operations.
Core Features
Property Accounting and Reporting
AppFolio captures every transaction in a centralized database with full accounts payable and receivable tracking. You’ll run bank reconciliations, generate financial statements, and create owner reports without leaving the platform. The system supports trust accounting for client funds and provides customizable reports for different stakeholders.
Marketing and Leasing Tools
The platform automatically syndicates vacancies to popular listing sites including Zillow, Apartments.com, and Trulia. Built-in tenant screening includes credit checks, background reports, and eviction history. Digital lease signing with e-signatures speeds up move-ins while keeping all documents in one secure location.
Maintenance and Inspections
Property managers submit work orders through the mobile app, track contractor progress, and schedule recurring inspections. Tenants request maintenance through their portal, receiving automatic updates as repairs progress. The system handles vendor payments and invoice tracking for complete financial transparency.
Tenant and Owner Portals
Residents pay rent online, view their payment history, submit maintenance requests, and download lease documents through a dedicated portal. Property owners access financial reports, approve expenses, and receive automated disbursements without constant phone calls or emails.
Pricing Structure
AppFolio uses three subscription tiers with per-unit pricing that includes minimum monthly spending requirements:
Core Tier: $1.40-$1.49 per unit/month
- Minimum monthly fee: $280-$298 (50 units minimum)
- Includes accounting, leasing tools, work orders, online portals
- Basic reporting and communication features
- Standard customer support via ticket system
Plus Tier: $3-$3.20 per unit/month
- Minimum monthly fee: $960 (300 units minimum)
- All Core features included
- Advanced leasing metrics and performance insights
- Premium software integrations
- Enhanced account support with faster response times
- Affordable housing compliance tools
Max Tier: $5 per unit/month
- Minimum monthly fee: $7,500 (1,500 units minimum)
- Everything in Plus tier
- Leasing CRM with sales pipeline tracking
- Custom fields and database API access
- Dedicated account manager assigned to your company
- Priority technical support
Note that you only pay for occupied units. Vacant properties don’t count toward your monthly bill, helping control costs during turnover periods.
Pros of AppFolio
Modern Interface with Strong Mobile Support
The mobile apps work smoothly for both property managers and tenants. You can process rent payments, approve work orders, and review financial reports while away from your desk. The clean design reduces training time for new staff members.
Excellent Leasing Automation
Automated listing syndication, integrated tenant screening, and digital lease signing create an efficient pipeline from marketing to move-in. The AI leasing assistant handles initial prospect inquiries, scheduling showings without manual intervention.
Comprehensive Third-Party Integrations
AppFolio connects with popular tools through their open API, allowing data flow between your property management system and accounting software, payment processors, and other business applications.
Reliable Payment Processing
Online rent collection through ACH and credit cards works consistently, with automatic posting to tenant accounts. Late fee calculations and payment reminders reduce collection headaches.
Cons of AppFolio
High Minimum Unit Requirements
The $280-$298 monthly minimum makes AppFolio expensive for smaller portfolios. You’ll pay for 200 units even if you only manage 50 properties, making the per-unit cost much higher than advertised for small operators.
Rigid Reporting System
While reports are functional, customization options feel limited compared to competitors. Creating specific views or exporting data in certain formats requires workarounds or manual manipulation.
Ticket-Based Support Can Be Slow
Customer support operates primarily through tickets rather than phone access. Some users report waiting days for responses to urgent issues, with multiple escalations needed to reach knowledgeable staff.
Frequent Price Increases
Users consistently mention price hikes every 1-2 years with little advance notice. These increases can significantly impact your operating budget, especially for larger portfolios.
People also love to read this: Life Insurance Buying Guide
What Is Buildium Property Management Software?
Buildium offers property management software specifically designed for residential portfolios, HOAs, and small to mid-sized property management companies. The platform provides accounting, leasing, maintenance tracking, and communication tools in a single system that scales from 10 units to thousands.
The software emphasizes ease of use and quick onboarding. You don’t need extensive training or accounting expertise to navigate the system effectively. Buildium’s marketplace connects you with third-party integrations for specialized needs like inspection software, showing coordination, and lead generation.
The company targets property managers who want comprehensive features without enterprise complexity or pricing. Their tiered structure lets you start small and upgrade as your portfolio and needs expand.
Core Features
Accounting and Financial Management
Buildium supports full double-entry accounting with trust accounting capabilities for managing client funds. The general ledger tracks income and expenses at the unit, property, or portfolio level. Automated bank reconciliation connects to your accounts, matching transactions and flagging discrepancies.
You can create custom budgets, track vendor expenses, generate owner statements, and file 1099 forms directly through the platform. The e-filing tools verify tax numbers and submit forms electronically, saving time during tax season.
Leasing and Tenant Management
The system provides online rental applications with customizable forms, integrated tenant screening through TransUnion, and digital lease signing. You’ll syndicate listings to 20+ rental sites from one dashboard, track showing activity, and manage the application pipeline.
Tenant and owner portals handle rent collection, maintenance requests, document sharing, and communication. Automated reminders reduce late payments while keeping residents informed about important deadlines.
Maintenance Coordination
Work order management lets you log issues, assign tasks to vendors, track progress, and document completion. The mobile app allows property managers and maintenance staff to update job status, attach photos, and communicate with tenants about repair timelines.
Recurring maintenance schedules automate preventive tasks like HVAC servicing and property inspections. The system sends reminders and tracks compliance across your entire portfolio.
Communication Tools
Two-way email and text messaging keep everyone connected without juggling multiple platforms. You’ll send mass communications to all tenants, targeted messages to specific properties, or individual correspondence, all tracked within tenant records.
Pricing Structure
Buildium offers three tiers with pricing based on total unit count rather than per-unit fees:
Essential Plan: Starting at $62/month
- Covers up to 20 units (scalable to 150 units)
- Includes accounting, maintenance, task management
- Tenant and owner portals with online rent collection
- Violations tracking and board communications
- Free marketing website for listings
- Property inspections and tenant screening
- Standard reports and basic custom fields
- Ticket-based customer support
Growth Plan: Starting at $192/month
- Covers 21-250 units (scalable higher)
- Everything in Essential included
- Unlimited e-signatures for leases and addendums
- Reduced incoming ACH fees ($1.49 vs $1.99)
- Analytics Hub with performance insights
- Advanced reporting with batched and automated reports
- Two-way email communications
- Live phone support in addition to tickets
Premium Plan: Starting at $400/month
- Covers 251+ units
- All Growth features included
- Unlimited incoming ACH fees waived completely
- Open API access for custom integrations
- Priority support with faster response times
- Dedicated growth consultant for lead generation
- Up to $500 worth of free leads monthly
- Advanced automation and workflow customization
Pricing increases as your unit count grows, but the structure remains predictable. You can calculate exact costs using Buildium’s online pricing calculator before committing.
Pros of Buildium
Transparent, Predictable Pricing
You know exactly what you’ll pay based on your unit count. No hidden minimums, no surprise fees for basic features. The tiered structure makes budgeting straightforward and lets you choose the right feature set for your current needs.
Quick Implementation and Training
Most property managers start using Buildium within days rather than weeks. The interface is intuitive, with helpful tooltips and a comprehensive knowledge base. Buildium Academy offers free training videos covering every major feature.
Strong Accounting Foundation
The double-entry accounting system handles trust accounting, owner draws, and reconciliations without requiring a dedicated bookkeeper. Financial reports are clear and comprehensive, suitable for owner distributions and tax preparation.
Excellent for Small to Mid-Size Portfolios
If you manage 50-1,000 units, Buildium provides all the features you need without overwhelming complexity. The Essential plan works well for smaller operators while Growth and Premium support expansion.
Active Integration Marketplace
Buildium Marketplace connects you with dozens of specialized tools including HappyCo for inspections, Tenant Turner for showing coordination, and various payment processors. These integrations extend functionality without switching platforms.
Cons of Buildium
Limited Customization at Lower Tiers
The Essential plan provides basic custom fields and reports, but advanced customization requires upgrading to Growth or Premium. If you need specific workflows or reporting formats, you might hit limitations quickly.
Customer Support Quality Varies
While phone support is available on higher tiers, response times and resolution quality fluctuate. Some users report long hold times and multiple contacts needed to solve complex issues.
Outdated Interface Elements
Certain areas of the platform feel dated compared to newer competitors. While functional, the visual design and user experience lack the polish of modern cloud applications.
Additional Fees for Enhanced Features
Tenant screening, payment processing, and certain integrations carry per-transaction fees beyond your monthly subscription. These costs add up quickly depending on your portfolio activity level.
Head-to-Head Comparison: Critical Features
Accounting Capabilities
AppFolio
The accounting system provides comprehensive tracking with smart bill entry that automatically reads and enters PDF invoices. CAM reconciliation handles common area maintenance for commercial properties. Corporate accounting consolidates multiple entities for complex ownership structures.
Reports are professional and cover standard needs, but creating highly customized views requires export and manipulation in Excel. The system handles trust accounting adequately but doesn’t provide the granular controls some accountants prefer.
Buildium
Double-entry accounting with strong trust accounting capabilities makes Buildium excellent for property managers handling client funds. Unit-level tracking provides detailed insights into individual property performance. Automated bank reconciliation and 1099 e-filing streamline year-end tasks.
Custom report building offers more flexibility than AppFolio, though it requires learning the report designer. The general ledger structure follows standard accounting principles, making it easy for outside accountants to review and audit.
Winner: Buildium for detailed control, AppFolio for automation and efficiency
Leasing and Marketing
AppFolio
Automated syndication to major rental sites happens instantly when you list a vacancy. The leasing CRM (Max tier only) tracks prospects through your sales funnel. AI-powered leasing assistants respond to inquiries, schedule showings, and answer common questions 24/7.
Tenant screening is fast and comprehensive, with results delivered quickly. Digital lease signing integrates smoothly with the rest of the leasing workflow. Performance metrics track days to lease, showing conversion rates, and marketing source effectiveness.
Buildium
Listing syndication covers 20+ rental sites from one dashboard. The application process is straightforward with customizable forms and integrated TransUnion screening. E-signatures work reliably for leases and lease renewals.
Lead tracking is more manual compared to AppFolio’s CRM. You can see prospect activity and applications, but advanced pipeline management requires upgrading or using third-party tools. The marketing website builder creates simple, functional listing pages.
Winner: AppFolio for automation and advanced features, Buildium for simplicity and cost
Maintenance Management
AppFolio
Work order creation, assignment, and tracking work smoothly across web and mobile platforms. Smart maintenance scheduling suggests preventive tasks based on property history. Unit turn boards visualize renovation progress for vacancies.
Mobile inspections include photo documentation, condition reports, and immediate issue creation. Vendor management tracks contractor performance, payment history, and insurance compliance.
Buildium
The maintenance module handles work orders efficiently with status tracking, vendor assignment, and tenant communication. Recurring maintenance schedules automate preventive tasks. Property inspections can be conducted through the mobile app with photo attachments.
The system lacks some of AppFolio’s advanced features like predictive maintenance scheduling or detailed turn board visualizations. However, core functionality covers 90% of typical property management needs.
Winner: AppFolio for advanced features, Buildium for reliable core functionality
Tenant and Owner Portals
AppFolio
Resident portals handle rent payments, lease document access, maintenance requests, and messaging. The interface is clean and mobile-responsive. Residents receive automatic updates on maintenance status and payment confirmations.
Owner portals provide financial statements, expense approvals, document storage, and automated disbursements. Owners can set up recurring payouts that happen automatically when funds are available.
Buildium
Tenant portals offer similar functionality with rent payments, maintenance requests, document access, and communication. The interface is functional but less visually polished than AppFolio. Residents appreciate the straightforward layout and reliable payment processing.
Owner portals display financial reports, property performance, and maintenance activity. Owners can review and approve expenses, download tax documents, and receive automated distributions.
Winner: Tie – both provide excellent self-service capabilities
Reporting and Analytics
AppFolio
Standard reports cover occupancy, financial performance, rent rolls, and aging reports. Plus and Max tiers include advanced leasing metrics, performance insights, and customizable dashboards. Reports look professional and export easily to Excel or PDF.
Customization options are somewhat limited. You can filter and adjust date ranges, but creating entirely new report formats requires working with their support team or exporting data for external manipulation.
Buildium
The reporting system offers more flexibility with custom report builders. You can create specialized views, combine data from multiple sources, and schedule automated report delivery. Standard reports cover essential needs while custom options handle unique requirements.
Analytics Hub (Growth and Premium) provides performance insights including payment trends, maintenance costs, and leasing velocity. The data helps identify opportunities and problems across your portfolio.
Winner: Buildium for customization, AppFolio for pre-built insights
Mobile Experience
AppFolio
iOS and Android apps provide full functionality including maintenance coordination, payment approval, financial reports, and tenant communication. The interface adapts well to smaller screens with intuitive navigation. Property managers and maintenance staff can handle most tasks without returning to their desks.
Buildium
Separate apps for property managers and residents both work reliably on iOS and Android. Managers can review balances, approve work orders, and communicate with tenants. The resident app handles payments, maintenance requests, and document viewing.
While functional, the mobile experience feels less polished than AppFolio. Some tasks require more clicks to complete, and occasional syncing delays occur between mobile and web platforms.
Winner: AppFolio for polish and functionality
Customer Support
AppFolio
Support operates primarily through a ticket system with email responses. Phone support exists but isn’t easily accessible. Response times vary dramatically, with some issues resolved quickly while others languish for days.
The knowledge base is comprehensive, though finding specific answers can be challenging. Training resources include videos and webinars, but the quality is inconsistent.
Buildium
Essential plan includes ticket support, while Growth and Premium add live phone access. Priority support on the Premium plan provides faster response times and dedicated contacts. The Buildium Academy offers extensive free training covering all major features.
Support quality receives mixed reviews. Some users praise helpful, knowledgeable staff while others report frustrating experiences with undertrained representatives and long resolution times.
Winner: Buildium for accessibility, neither excels at consistent quality
ROI Analysis: Calculating Total Cost of Ownership
For a 100-Unit Portfolio
AppFolio Core
- Monthly cost: $140-$149 (below 200-unit minimum, pay for 200 units)
- Actual cost: $280-$298/month
- Annual total: $3,360-$3,576
- Per-unit annual cost: $33.60-$35.76
Buildium Growth
- Monthly cost: $192 (covers 100 units)
- Annual total: $2,304
- Per-unit annual cost: $23.04
- Savings: $1,056-$1,272 annually vs AppFolio
For a 300-Unit Portfolio
AppFolio Core
- Monthly cost: $420-$447
- Annual total: $5,040-$5,364
- Per-unit annual cost: $16.80-$17.88
Buildium Growth
- Monthly cost: $285 (estimated for 300 units)
- Annual total: $3,420
- Per-unit annual cost: $11.40
- Savings: $1,620-$1,944 annually vs AppFolio
For a 500-Unit Portfolio
AppFolio Core
- Monthly cost: $700-$745
- Annual total: $8,400-$8,940
- Per-unit annual cost: $16.80-$17.88
Buildium Premium
- Monthly cost: $520 (estimated for 500 units)
- Annual total: $6,240
- Per-unit annual cost: $12.48
- Savings: $2,160-$2,700 annually vs AppFolio
Hidden Costs to Consider
Transaction Fees
Both platforms charge for payment processing. AppFolio and Buildium use similar structures with ACH fees around $1.49-$1.99 per transaction and credit card fees at 2.99%. Buildium waives incoming ACH fees on the Premium plan.
Tenant Screening
Screening costs run $30-$50 per applicant on both platforms. High-turnover properties rack up substantial screening expenses beyond monthly software fees.
Integration Costs
Third-party integrations often carry their own subscription fees. HappyCo inspections, Tenant Turner showings, and specialized accounting tools add $50-$200 monthly depending on your needs.
Implementation and Training
AppFolio typically charges one-time setup fees based on portfolio complexity, ranging from $500-$2,000. Buildium includes basic onboarding with paid plans, though complex migrations might require consultant assistance at $100-$150 hourly.
Support Upgrades
AppFolio’s Plus tier adds $1,000-$2,000 monthly to access enhanced support. Buildium’s Premium plan includes priority support as part of the package.
People also love to read this: Term Life Insurance vs Whole Life Insurance Calculator
Which Platform Fits Your Portfolio?
Choose AppFolio If You:
Manage 200+ Units
The per-unit pricing becomes competitive once you exceed the minimum thresholds. Larger portfolios benefit from advanced features like leasing CRM, AI assistants, and performance analytics available in Plus and Max tiers.
Prioritize Growth and Scaling
AppFolio’s infrastructure handles rapid expansion smoothly. Adding properties, users, and integrations doesn’t require platform changes. The system grows with your business without hitting technical limitations.
Need Advanced Leasing Automation
If lead generation, conversion tracking, and automated prospect communication drive your business, AppFolio’s tools provide measurable advantages. The AI leasing assistant handles after-hours inquiries, scheduling more showings without additional staff.
Value Modern UI and Mobile Experience
Teams that work primarily from mobile devices or expect slick, contemporary interfaces will appreciate AppFolio’s design. The user experience reduces friction and training time.
Can Afford Higher Monthly Costs
If software costs represent a small percentage of your operating budget and advanced features justify the premium, AppFolio delivers sophisticated tools that streamline complex operations.
Choose Buildium If You:
Manage 50-1,000 Units
Buildium’s sweet spot covers small to mid-size portfolios where comprehensive features matter but enterprise pricing doesn’t make sense. The Essential and Growth plans provide excellent value for property managers in this range.
Want Predictable, Transparent Pricing
If you prefer knowing exactly what you’ll pay each month without worrying about minimum thresholds or complex calculations, Buildium’s tiered structure provides clarity. Annual pricing discounts further reduce costs.
Need Strong Accounting Controls
Property managers handling client funds or requiring detailed trust accounting find Buildium’s financial tools more suitable. The unit-level tracking and customizable reports support rigorous financial management.
Value Responsive Phone Support
Access to live phone support on Growth and Premium plans helps resolve urgent issues faster than ticket systems. If you need immediate assistance during critical situations, this accessibility matters.
Operate on Tighter Budgets
For cost-conscious property managers where software expenses significantly impact profitability, Buildium delivers comprehensive functionality at lower monthly costs. The savings add up substantially over time.
Consider Alternatives If You:
Manage Under 50 Units
Both platforms may be overkill for very small portfolios. Consider simpler options like TenantCloud, Avail, or Cozy (now part of Apartments.com) that offer free or low-cost plans for individual landlords.
Focus on Single-Family Rentals Exclusively
Propertyware specializes in single-family residential management with features tailored specifically for scattered-site properties and HOA management.
Need Enterprise-Level Customization
Portfolios exceeding 2,000 units with complex ownership structures might benefit from Yardi Voyager or RealPage, despite their higher costs and implementation complexity.
Want Complete Process Control
If you require extensive customization of every workflow, report, and user permission, enterprise platforms like Rent Manager or MRI Software offer deeper configuration options.
Migration Considerations
Switching from Spreadsheets or Legacy Systems
Both platforms provide data import tools and migration assistance. AppFolio typically includes implementation support with setup fees, while Buildium offers self-service imports with optional consultant help.
Expect the migration process to take 2-4 weeks including data cleanup, system configuration, user training, and parallel running to verify accuracy. Budget extra time for properties with complex ownership structures or unusual accounting setups.
Moving Between Platforms
Switching from one property management system to another involves significant effort. Data export formats vary, requiring transformation before importing into the new platform. Historical transactions, documents, and communication logs may not transfer completely.
Plan for 4-8 weeks of transition time with both systems running simultaneously. This parallel period lets you verify that all data migrated correctly and users understand the new workflows before cutting over completely.
Training and Adoption
AppFolio’s modern interface reduces initial training time but lacks comprehensive educational resources. Users often learn through trial and error or by submitting support tickets.
Buildium Academy provides structured training paths covering every major feature. The step-by-step videos and practice exercises help new users gain confidence quickly. Most property managers become proficient within 2-3 weeks.
Making the Final Decision
Start by calculating your true total cost including monthly fees, transaction charges, integration expenses, and implementation costs. Factor in your portfolio size, growth projections, and feature priorities.
Request demos from both companies and have your team test the platforms. Pay attention to how quickly staff members grasp core functions and whether the workflow matches your current processes.
Check references from property managers with similar portfolio sizes and property types. Ask specific questions about support quality, hidden costs, and any limitations they’ve encountered.
Consider starting with a shorter-term commitment if possible. While both platforms prefer annual contracts, some flexibility exists for new customers testing the waters.
Remember that switching platforms later involves significant cost and disruption. Choosing the right system now, even if it costs slightly more upfront, saves money and headaches down the road.
Frequently Asked Questions
Can I start with one platform and switch later?
Yes, but expect substantial migration costs and time investment. Data export formats vary between platforms, requiring transformation work before importing. You’ll lose some historical data, particularly detailed communication logs and custom reports. Budget 4-8 weeks and $2,000-$5,000 in consultant fees for a smooth transition. Many property managers regret not choosing the right platform initially because switching is so disruptive to daily operations.
Which platform offers better tenant screening?
Both use TransUnion for background and credit checks with similar pricing around $30-$50 per applicant. AppFolio provides slightly faster results and better integration with the leasing workflow, automatically populating application data into reports. Buildium’s screening works reliably but requires more manual steps. Neither offers a significant advantage in screening quality or cost, so choose based on overall platform fit rather than this single feature.
Do these platforms work for commercial properties?
AppFolio specifically supports commercial real estate with features like CAM reconciliation, percentage rent calculations, and commercial lease templates. Their Core, Plus, and Max tiers all handle commercial properties. Buildium focuses primarily on residential properties and HOAs, with limited commercial functionality. If you manage a mixed portfolio heavy on commercial assets, AppFolio provides better specialized tools. For mostly residential with occasional commercial, Buildium works adequately.
How difficult is implementation and data migration?
AppFolio charges setup fees and provides implementation support that typically takes 3-4 weeks. Their team helps with data import, system configuration, and initial training. Buildium offers self-service imports with optional paid consultant assistance. Most property managers complete Buildium setup in 2-3 weeks independently. Data migration complexity depends on your current system and data cleanliness. Budget extra time if moving from spreadsheets or legacy systems with inconsistent data formats.
What happens if my portfolio grows significantly?
Both platforms scale well, though the economics change differently. AppFolio’s per-unit pricing means costs grow proportionally with your portfolio. Once you cross tier minimums (200, 300, 1,500 units), the actual per-unit cost drops. Buildium’s tiered pricing includes ranges, so you’ll jump to higher monthly fees at specific unit thresholds but costs remain predictable. Plan for these increases in your growth projections and negotiate pricing before committing to either platform.
