It’s no secret that managing properties can be a bit of a slog. Between chasing late payments, keeping up with maintenance requests, and staying on top of ever-changing regulations, it’s easy for estate agents to feel bogged down by the daily grind. And let’s be honest – relying on clunky spreadsheets, filing cabinets, or scribbled notes stuck to the side of a computer hardly makes things easier.
By 2025, using the cloud isn’t just a nice extra; it’s what gives you the edge over the competition. That’s why more agencies these days are making the switch to cloud-based property management software, especially ones with built-in trust accounting.
Here’s why moving to cloud property management software could be one of the best decisions your agency makes this year.
Why Real Estate Agents Are Moving to the Cloud
That’s exactly why so many in the property game are making the switch to cloud-based estate agent software. Instead of sifting through paperwork or digging through emails to find what you need, everything lives securely online in one tidy place. It means you can access tenancy agreements, check on rent payments, or update landlords in real-time, whether you’re at your desk or out meeting clients.
Top Benefits of Cloud Property Management Software
We’ve already explored why more estate agents are moving to the cloud. Now it’s time to examine the tangible benefits – the stuff that really makes cloud property management software a change worth making.
Centralised Data & Anytime Access
Cloud storage gives all team members (whether in lettings, sales or property management) access to the same information in real-time. So when a prospective tenant phones to book a viewing, you’re not frantically trawling three different systems to check the history, photos and contractor details – it’s all there at your fingertips. It also means when a member of staff is off sick or on holiday, the rest of the team can seamlessly cover for them without letting tasks slip.
Better Communication With Owners & Tenants
Many platforms also offer portals for landlords and tenants. That means owners can see real-time information about how their investment is performing (rent collection, maintenance requests, letting fees, etc) without having to constantly contact you to find out. Tenants can report repairs, check on the status of a request, download documents or view their tenancy agreement online, reducing the need for unnecessary and repetitive conversations.
Automated Reminders & Workflows
Instead of having to manually keep track of all those due dates yourself, the software will remind you when something is due (and nudge your clients, too). It also works perfectly with the move to e-invoicing that so many agencies have made.
By automating invoices and payment reminders through the same platform, you can avoid the cringe factor of chasing arrears by phone and keep cash flow healthy without the admin grind. Tenants receive a clear, professional invoice in their inbox, with straightforward online payment options, and the system follows up if necessary.
Key Features to Look for in Cloud Property Management Tools
So, you’re ready to make the switch to smart management tools, but what should you keep an eye on to make sure you pick the right one for your business?
Security & Data Protection
Understanding why you need a cloud database with robust protection measures is essential before you commit. Look for platforms that offer strong encryption, regular security updates, and strict access controls to keep your data safe from breaches or accidental leaks. A good cloud database will also have reliable backup systems, so even if something goes wrong on your end, your information is protected and recoverable.
Beyond protecting your own business, using a secure system helps you meet legal requirements around data privacy and gives landlords and tenants peace of mind that their personal details are in safe hands.
Mobile Functionality
When choosing software, look for platforms with well-reviewed mobile apps or fully responsive websites that work seamlessly on different devices. Bonus points if they let you work offline and sync data later – handy if you’re somewhere with a spotty signal.
Support & Training
Look for companies that offer clear onboarding processes, helpful tutorials, and responsive customer support you can actually reach when you need it, whether that’s via phone, chat, or email. Some providers even offer personalised training sessions or a dedicated account manager to help you get the most out of the software.
Tips for Switching to a Cloud-Based System
Moving to a cloud-based solution can often seem like a huge and scary endeavour. However, with some forethought, you can move to a new system with little disruption and even realise its benefits in a relatively short period.
- Firstly, it is important to plan for the migration. Be clear about the data you plan to migrate and be sure to plan and test a backup migration plan in the event things don’t work as expected the first time. Establishing a realistic timeline will help to ensure that once the migration is underway, it will go as smoothly as possible.
- Secondly, ensure you consider and plan for the end users of your system during the migration. Not all staff will embrace a new system or the changes that come with it at the same pace. Setting time aside for training and practice that is relevant to staff activities will assist staff in embracing the change.
- Thirdly, monitoring post-migration performance against set key performance indicators such as reductions in administrative time, response time or increased on-time delivery, will help to see the business value of the new cloud solution. Adjust workflows as needed and communicate to the staff (and wider stakeholders) the actual benefits of the migration and how the cloud solution is supporting the growth of the business.
Moving to the cloud, when done with careful planning and consideration, can help position your agency for success today and in the future.
