7 Best Cloud-Based Property Management Software Solutions in 2025

Managing multiple properties on the go can be challenging, especially with tools that require you to stay tied to the office. If you’re looking for more flexibility, streamlined rent tracking, and quicker communication with tenants, cloud-based property management software is the solution. In this guide, we’ll explore the top platforms of 2025 to help you find the best fit for your UK portfolio.

What Is Cloud-Based Property Management Software?

Put simply, cloud-based property management software allows you to access your entire portfolio from anywhere—whether you're at home, on-site, or on holiday. These systems store your data online (in the cloud), so your whole team can access real-time updates on tenants, maintenance, finances, and more.

Unlike traditional desktop-based software, cloud platforms are designed for collaboration, mobile accessibility, and automation. They’re ideal for UK property managers dealing with everything from HMOs to commercial spaces, single-family lets to mixed-use blocks.

Why Should UK Property Managers Go Cloud-Based?

Whether you’re juggling dozens of rentals or just starting out, here’s why going cloud-based is a game-changer:

• Manage your portfolio from any device, any time

• Automate rent collection, invoices, and late fees

• Improve communication with tenants and landlords

• Streamline compliance and financial reporting

• Reduce time spent on repetitive tasks

As regulation and tenant expectations evolve in the UK market, having a flexible, secure, and scalable solution isn’t just helpful—it’s necessary.

Must-Have Features to Look For

Not all platforms are created equal. Here are the key features UK landlords and property managers should expect in a cloud-based solution:

1. Online Rent Collection & Payment Tracking

Collect rent securely, enable automatic payments, and monitor arrears in real time. Look for options that support direct debit and integrate with UK banking systems.

2. Mobile Tenant Portals

Give tenants control over their experience. With mobile-friendly portals, they can pay rent, report issues, access documents, and communicate with your team.

3. Accounting & Financial Reporting

A strong cloud platform should handle income, expenses, VAT, deposits, and 1099/SA105 tax forms. Some systems even auto-generate profit & loss reports or cash flow forecasts.

4. Maintenance & Work Order Management

Easily assign and track maintenance jobs. The best tools notify both your team and tenants, helping reduce delays and missed updates.

5. Marketing & Leasing Tools

From listing syndication to automated lead follow-ups and digital lease signing, cloud platforms can help reduce vacancy rates and speed up onboarding.

6. Compliance & Security

UK property regulations are strict—especially in areas like deposit protection, GDPR, and fire safety. Choose software with built-in safeguards and audit trails.

Top Cloud-Based Property Management Platforms for 2025

Here are some of the top-rated solutions that UK landlords should consider this year:

Buildium

A well-rounded choice with excellent mobile apps and flexible pricing. Buildium offers full-featured tools for accounting, tenant portals, e-signatures, maintenance, and more. It’s suitable for both small and large portfolios.

Ideal for: Landlords managing flats, HMOs, or mixed-use properties across locations.

Propertyware

Highly customisable, perfect for managers with specific reporting needs or complex single-family housing portfolios. Propertyware allows deep control over leasing, inspections, and maintenance workflows.

Best for: Managers looking for scalable software with advanced configuration options.

PropertyZar

Offers a balance between residential and commercial property tools. Notably includes CAM (Common Area Maintenance) recovery tools for those managing office or retail spaces.

Good for: Landlords with mixed-use portfolios or small commercial buildings.

Property Matrix

Accounting-heavy software with advanced features for managing payments, deposits, and reporting. However, it lacks some standard property tools like inspections or work order automation.

Recommended for: Investors or agencies focused on complex financial structuring.

Condo Control

Tailored to communal living, including condos and co-ops. Features include package tracking, amenity booking, and digital voting. Not ideal for single-unit or traditional lets.

Suited to: Block management companies and residential associations.

Total Management

Commercial-focused platform with both residential and business property features. Its CAM and insurance reconciliation tools are particularly useful.

Fit for: Portfolios focused on office, retail, or industrial properties.

Innago

A great free option for landlords just starting out. It’s simple, clean, and mobile-ready. However, larger or more complex portfolios may quickly outgrow its capabilities.

Perfect for: New landlords or self-managing investors.

Choosing the Right Platform for You

Before making a decision, ask yourself:

• How many units do I manage?

• Do I handle residential, commercial, or both?

• What’s my monthly budget?

• Which tasks eat up most of my time?

• Do I need team access or multi-user roles?

If flexibility, automation, and compliance are your priorities, cloud software will help you save time and grow with confidence.

Final Thoughts

The UK property market is fast-moving—and your software should help you keep pace. Cloud-based property management solutions offer the tools and freedom to operate from anywhere, simplify tasks, and focus on what matters most: your tenants, owners, and bottom line.

With so many excellent platforms available in 2025, you’re sure to find one that matches your unique needs. Why not test a few free trials and see how they fit your workflow?