Maintenance is one of the most overlooked aspects of property management, and usually the most costly when ignored.
Relying on spreadsheets or scattered notes leaves too much room for missed repairs, delayed responses, and tenant frustration. Small issues quickly become expensive problems, and property managers lose time and trust.
Maintenance tracking software solves this difference.
It centralizes requests, keeps vendors accountable, and builds a clear record of every repair. With the right tool, property managers can prevent problems before they spiral while improving tenant satisfaction.
This guide walks through the best maintenance tracking platforms in 2025, the must-have features to look for, and how to choose software that fits your portfolio size and property type.
What is Maintenance Tracking Software for Property Management?
Maintenance tracking software in property management is a tool built to keep every maintenance task organized. It gives property managers, landlords, and maintenance teams a clear system to handle repairs from start to finish.
Here’s how it usually works:
- A tenant submits a maintenance request
- The manager creates a work order and assigns a vendor
- Progress is tracked in real time until the repair is completed
- The record is saved, adding to a full maintenance history
This type of software differs from more comprehensive property management platforms that mainly focus on rent collection or e-lease agreements.
Its strength lies in maintenance operations:
- Scheduling preventive maintenance
- Tracking costs and managing inventory
- Reducing equipment downtime
The result is simple: teams save time, lower maintenance costs, and benefit tenants in the entire property portfolio.
Top 10 Maintenance Tracking Software for Property Management (Updated 2025)
1. MagicDoor
MagicDoor is a property management software designed with maintenance tracking at its core.
Other property management software treats repairs as an add-on; MagicDoor was built to help landlords and property managers stay on top of maintenance tasks without extra subscriptions or hidden fees.
Standout features for maintenance tracking:
- Tenant request forms with photo uploads and mobile access
- Real-time work order creation and status updates
- Preventive maintenance scheduling and reminders
- Vendor assignment, chat logs, and history tracking
- Clear reporting on repair costs, response times, and team performance
Pros:
- AI-powered workflows reduce manual data entry and speed up task assignments
- Easy to use software interface designed for both tenants and managers
- Covers all your maintenance work while also supporting rent collection and leasing
Ideal user fit: MagicDoor is best for landlords and property managers who want a single, user-friendly platform that keeps maintenance operations organized while handling leasing and payments. It’s especially strong for small to mid-sized portfolios that need automation to save time and reduce downtime.
2. Buildium
Buildium is a property management software trusted by mid-to-large portfolios and associations. Its maintenance tracking is solid but more accounting-driven than automation-focused.
Standout features for maintenance tracking:
- Work order creation and vendor assignment
- Status updates and record storage
- Integrated with resident portal for requests
Pros:
- Strong accounting integration with maintenance logs
- Reliable for larger property management businesses
Ideal user fit: Best for professional property managers who already use Buildium’s accounting suite and need maintenance tracking included.
3. Propertyware
Propertyware is known for serving single-family rental portfolios at scale. Its maintenance management tools lean toward customization and detailed reporting.
Standout features for maintenance tracking:
- Online service request intake
- Vendor scheduling and communication tools
- Customizable repair and inspection workflows
Pros:
- Flexible maintenance logs and reporting
- Designed for larger, scattered-site portfolios
Ideal user fit: Best for owners or managers with growing single-family property portfolios that require scalable maintenance processes.
4. TenantCloud
TenantCloud offers a cloud-based platform with affordable maintenance features suitable for smaller landlords.
Standout features for maintenance tracking:
- Online request submission with tenant photos
- Work order creation and progress tracking
- Vendor coordination within the dashboard
Pros:
- Affordable and user-friendly
- Good fit for independent landlords
Ideal user fit: Best for small landlords who want low-cost property management software with straightforward maintenance tracking tools.
5. Vendoroo
Vendoroo is property management software designed for small- to medium-sized landlords. Its focus is on simplifying vendor coordination and maintenance scheduling.
Standout features for maintenance tracking:
- Tenant request intake via online forms
- Vendor assignment and progress monitoring
- Payment tracking for repair costs
Pros:
- Straightforward vendor management
- Good visibility into ongoing maintenance tasks
Ideal user fit: It is best for landlords who rely heavily on external vendors and want a system that tracks requests and payments without requiring a complex setup.
6. Limble CMMS
Limble CMMS is a computerized maintenance management system (CMMS) used across industries, including property management. It’s more advanced than typical landlord tools, with strong asset tracking and preventive scheduling.
Standout features for maintenance tracking:
- Preventive maintenance scheduling and alerts
- Detailed asset tracking and inventory management
- Mobile access for maintenance team members
Pros:
- Excellent for predictive maintenance and reducing downtime
- Data-driven dashboards with real-time insights
Ideal user fit:
Best for property management companies or facility managers handling larger assets, equipment-heavy sites, or portfolios requiring robust preventive maintenance.
7. UpKeep
UpKeep is another CMMS platform popular in facility management and adaptable to property portfolios. It emphasizes mobile usability for maintenance staff.
Standout features for maintenance tracking:
- Mobile-first work order management
- Preventive and predictive maintenance scheduling
- Photo and document uploads tied to each repair
Pros:
- Strong mobile accessibility for maintenance teams
- Easy reporting on maintenance costs and efficiency
Ideal user fit: Best for landlords or facility managers with multiple properties who need real-time coordination and want a mobile solution for all maintenance activities.
8. AppFolio
AppFolio is a widely used property management software platform that supports large portfolios. While its core strength is in accounting and leasing, it also offers useful maintenance tracking functions.
Standout features for maintenance tracking:
- Centralized maintenance request intake
- Mobile app for work order updates
- Vendor coordination with cost tracking
Pros:
- Good for large, mixed-use portfolios
- Maintenance tied directly into accounting modules
Ideal user fit: Best for property management companies already using AppFolio for accounting and leasing who want integrated but not specialized maintenance tools.
9. Rentec Direct
Rentec Direct is designed for small to mid-sized landlords who want an affordable property management system. Maintenance tracking is included but limited compared to more advanced platforms.
Standout features for maintenance tracking:
- Work order creation and tracking
- Tenant portal for maintenance requests
- Vendor payments recorded within the system
Pros:
- Cost-effective for small portfolios
- Simple setup and user-friendly interface
Ideal user fit: Best for independent landlords managing fewer units who want basic maintenance logs within broader property management software.
10. Maintenance Care
Maintenance Care is a dedicated maintenance management software (CMMS) rather than a full property management system. It’s designed to streamline preventive and corrective maintenance operations across facilities.
Standout features for maintenance tracking:
- Preventive maintenance scheduling and reminders
- Detailed rental hosue repair history logs
- Mobile accessibility for maintenance staff
Pros:
- Strong CMMS functionality for asset-heavy properties
- Real-time reporting with key performance indicators
Ideal user fit: Best for facility managers and property managers who need a specialized system focused entirely on maintenance operations and long-term asset reliability.
How to Choose the Right Maintenance Tracking Software
Match Tools to Your Property Type & Portfolio Size
Not every property manager has the same needs. A landlord with ten units doesn’t need the same maintenance management software as a company overseeing thousands. The first step is matching the tool to your property type and portfolio size.
- Small portfolios: user-friendly systems with basic work requests and repair history tracking
- Mid-sized properties: maintenance management software solutions that include preventive maintenance scheduling, inventory tracking, and cost reporting
- Large portfolios: full computerized maintenance management system (CMMS) platforms with detailed reporting, predictive maintenance, and team-wide task management
Choosing the right maintenance management software here ensures efficiency without overpaying for features that won’t be used.
Look for Automation & Mobile Access
Automation removes repetitive work and helps maintenance teams stay on top of tasks.
From preventive maintenance scheduling to automated status updates, these features reduce downtime, improve asset reliability, and keep tenant satisfaction high.
Mobile accessibility matters as much. With mobile devices, maintenance staff can:
- Receive work requests instantly
- Update repair history on-site
- Monitor progress with real time data
This combination of automation and mobility makes it easier to manage tasks across multiple properties, reduces human error, and saves hours of manual data entry.
Consider Support, Cost, & Scalability
Even the best maintenance management tools fall short if they don’t fit your long-term growth. Property management companies should weigh:
- Support: Is onboarding simple, and does the vendor offer help during the implementation process?
- Cost: Does pricing align with operating expenses, or will unplanned fees eat into savings?
- Scalability: Can the software grow with your property portfolio and handle additional maintenance teams, tasks, and detailed reporting needs?
A software solution that balances these factors will improve efficiency today and support future business growth, whether managing routine tasks, capital improvements, or new facilities.
Do Property Managers & Landlords Need Maintenance Tracking Software?
Yes, maintenance tracking software has become essential for property managers, landlords, and even facility managers handling day-to-day operations.
Whether it’s a single building or a broad property portfolio, relying on spreadsheets or paper logs leaves too much room for missed maintenance tasks, higher repair costs, and unhappy tenants.
Maintenance management software solutions provide structure.
They capture work requests, assign tasks to the right maintenance team members, and log repair history in real time. The result is fewer equipment failures, less unplanned downtime, and better asset performance.
Key reasons property management businesses benefit from dedicated maintenance management tools:
- Efficiency gains: automation reduces repetitive data entry and accelerates response to maintenance requests
- Preventive protection: scheduled maintenance and proactive maintenance programs cut down costly repairs
- Visibility: asset tracking, inventory management, and maintenance logs give the entire team data-driven insights
- Scalability: software solutions grow from small landlords to enterprise-level property management companies or government facilities
In practice, the right maintenance software supports more than repairs.
It improves tenant satisfaction, reduces operating expenses, and ensures maintenance processes align with asset management and facility management goals.
MagicDoor: The Top Property Maintenance Management Software
MagicDoor is an all-in-one property management software with integrated maintenance tracking built for landlords, property managers, and multifamily teams.
Far from many maintenance management software solutions which require extra modules or higher-tier plans, MagicDoor includes maintenance tools as part of its system.
Maintenance tasks flow through a simple, user-friendly interface.
Tenants submit maintenance requests online, property managers create and assign work orders, and real-time data keeps progress visible until the repair is closed. Completed work is logged automatically, creating a clear repair history that helps reduce downtime and prevent repeat issues.
Key maintenance management features in MagicDoor:
- Digital request intake and automated work order management
- Preventive maintenance scheduling with alerts and reminders
- Communication tools that connect tenants, vendors, and staff in one system
- Inventory management and asset tracking for equipment, parts, and supplies
- Maintenance data and reporting dashboards for visibility into costs and efficiency
MagicDoor helps property managers improve maintenance processes without extensive training or complex ERP systems.
Giving the entire team mobile access and easy task prioritization supports preventative maintenance, improves asset performance, and creates measurable maintenance efficiency across all your maintenance work.
Conclusion
Modern property management demands more than collecting rent, it requires reliable maintenance tracking. Without it, costs rise, tenants churn, and property value slips.
The tools we covered highlight how software improves response speed, organizes repair history, and builds transparency between managers, vendors, and tenants. The right system also lowers expenses through preventive maintenance and smarter scheduling.
If you’re ready to simplify repairs, reduce delays, and protect long-term asset value, explore solutions built with maintenance in mind.
A good place to start? Try MagicDoor, an AI-powered property management software designed to handle maintenance tasks without monthly fees.
FAQ
What’s the best maintenance software for small landlords?
MagicDoor is a strong option for small landlords since it combines rent collection, leasing, and maintenance tracking in one system. Other free or low-cost platforms exist, but many limit maintenance features.
Can tenants submit maintenance requests online?
Yes. Most property management software includes digital request forms. Tenants can describe the issue, upload photos, and track progress, while managers assign vendors and monitor repairs in real time.
Is maintenance tracking included in free property management software?
Some free plans cover basic request logging, but usually lack preventive maintenance scheduling or reporting tools. Platforms like MagicDoor include full maintenance workflows without requiring a paid upgrade.
How does preventive maintenance software help save money?
Preventive maintenance scheduling reduces costly repairs by addressing issues early. It also helps extend equipment life, cut downtime, and lower overall maintenance costs.
Do I need separate software for maintenance and leasing?
Not necessarily. Comprehensive property management software combines leasing, rent collection, and maintenance tracking. Choosing an all-in-one system helps save time and avoids paying for multiple tools.
