PropsManager vs AppFolio: A Detailed Comparison for 2026

By PropsManager Team · Software Comparison · Oct 22, 2025

If you're researching property management software, AppFolio is probably near the top of your list. It's publicly traded, well-funded, and serves thousands of property managers across the country. It deserves its reputation as a serious platform.

But reputation and fit aren't the same thing. AppFolio was designed for larger operations, and that shows in its pricing structure, onboarding process, and minimum requirements. If you don't fit the mold AppFolio was built for, you'll feel the friction almost immediately.

We built PropsManager after talking to hundreds of landlords and property managers who felt priced out — or flat-out rejected — by platforms like AppFolio. This comparison explains the differences honestly. We'll tell you where AppFolio genuinely excels, where PropsManager has the edge, and which platform makes sense depending on your situation.

No spin. Just a side-by-side look at what you're actually getting.

Quick Verdict: TL;DR

Choose AppFolio if you manage 50+ units, have the budget for $280+/month minimums, want a well-established enterprise platform, and don't mind long-term contracts with onboarding fees.

Choose PropsManager if you want modern AI-powered tools without minimum portfolio requirements, prefer transparent pricing, need a 6-month free trial to properly evaluate the platform, and value dedicated engineering support for customization.

Here's the short version: AppFolio is built for mid-to-large property management companies. PropsManager is built for everyone — from the landlord managing 3 units to the growing company scaling past 500. If AppFolio's minimums don't scare you and you need enterprise-grade features today, it's a solid choice. But for most independent landlords and small-to-mid property managers, PropsManager delivers better value with fewer compromises.

Pricing: Where the Conversation Starts (and Often Ends)

Pricing is the single biggest differentiator between these two platforms. Let's lay it out with real numbers, because vague "contact us for pricing" sections help nobody.

AppFolio's Pricing

AppFolio uses a per-unit monthly pricing model with mandatory minimums:

• Core Plan: ~$1.40 per unit/month, with a minimum monthly spend of ~$280
• Plus Plan: ~$3.00 per unit/month, with a higher minimum spend
• Max Plan: Custom enterprise pricing

That $280 minimum means you need roughly 200 units just to break even on the per-unit rate for the Core plan. Managing 50 units? You're still paying $280/month — effectively $5.60 per unit instead of $1.40. Managing 20 units? That's $14 per unit per month for the Core plan alone.

And that's before onboarding. AppFolio charges onboarding fees that frequently run $400 or more. Some property managers report paying upward of $700 depending on portfolio complexity. These fees are non-refundable, even if you decide the platform isn't right for you during the first month.

Contract terms are another sticking point. AppFolio typically requires annual contracts, and users on review sites regularly describe the cancellation process as frustrating. Several longtime AppFolio users have mentioned being locked in for months after requesting cancellation, with billing continuing during the exit period.

PropsManager's Pricing

PropsManager takes a fundamentally different approach. No minimum portfolio requirements. No onboarding fees. No annual contracts locking you in.

Our pricing is transparent and designed so that growing your portfolio doesn't feel like a punishment. You won't hit an artificial floor that forces you to overpay relative to your actual unit count.

The biggest difference? A full 6-month free trial, no credit card required. AppFolio doesn't offer a free trial at all — you're expected to commit financially before you've had a chance to run a single rent cycle through the platform. With PropsManager, you get six months to test every feature, onboard real tenants, and collect actual rent payments before you decide to stay.

Six months covers multiple rent cycles, seasonal maintenance fluctuations, and enough time to know whether the software genuinely fits your workflow. That's not a trial — it's a proper evaluation period.

For full details, visit our pricing page.

Feature-by-Feature Comparison

Rent Collection & Online Payments

AppFolio handles rent collection well. Tenants can pay via ACH or credit card through the tenant portal, set up autopay, and receive payment confirmations. It integrates with the platform's accounting tools, and the payment processing is generally fast. This is one of AppFolio's strongest areas.

PropsManager matches AppFolio on the fundamentals — ACH, credit/debit cards, autopay, late fee automation, and real-time payment tracking. Where PropsManager pulls ahead is AI-powered payment prediction. The system flags tenants showing patterns of late payment before the due date arrives, so you can send a proactive reminder instead of chasing money after the fact.

That distinction matters more than it sounds. A friendly "hey, just a heads up that rent is due Friday" message sent three days early gets far better results than a late notice sent three days after. It reduces friction with tenants and improves your cash flow consistency.

If you're still collecting checks or using Venmo, our guide on the benefits of property management software covers why a dedicated platform saves time regardless of which one you pick.

Tenant Screening

AppFolio includes built-in tenant screening powered by credit bureaus and background check providers. Reports typically include credit history, criminal background checks, and eviction history. The screening is integrated into the application flow, which makes the process smooth for both applicants and managers.

PropsManager offers comprehensive screening as well — credit checks, background checks, eviction history, and income verification — integrated directly into the rental application workflow. The difference is cost structure: AppFolio's screening fees can add up quickly when you're processing dozens of applications, while PropsManager's approach keeps screening costs predictable as part of the platform.

Maintenance Tracking

This is an area where AppFolio legitimately does a good job. Their maintenance module allows tenants to submit work orders through the portal (including photos), property managers can assign vendors, track progress, and communicate within the platform. AppFolio's AI maintenance feature even attempts to diagnose issues and suggest solutions before dispatching a vendor.

PropsManager's maintenance tracking offers the same workflow — tenant submissions with photo/video attachments, vendor assignment, status tracking, and in-platform communication. Our AI-powered diagnostics help categorize and prioritize requests automatically, flagging urgent issues (like active leaks or heating failures) so they don't sit unnoticed in a queue behind cosmetic requests.

Where PropsManager differs is accessibility. You don't need a 50-unit minimum to access these features. A landlord with 5 units gets the same maintenance tools as a company managing 300.

Accounting & Financial Reporting

AppFolio's accounting tools are robust. Full general ledger, accounts payable/receivable, bank reconciliation, owner statements, 1099 generation, and CAM reconciliation for commercial properties. If you're managing a large portfolio with complex financial needs, AppFolio's accounting depth is a genuine strength.

PropsManager covers the core financial needs — income tracking, expense management, owner statements, and tax-ready reporting. For most small-to-mid property managers, these tools handle everything you need. We won't pretend our accounting module has the same depth as AppFolio's enterprise-level general ledger — but we also won't charge you $280/month minimum just to access basic financial tracking for your 30-unit portfolio.

For growing companies that need more sophisticated accounting, PropsManager's dedicated engineering support means custom financial workflows can be built to your specifications — something AppFolio's standardized platform doesn't offer.

AI-Powered Tools

AppFolio has invested heavily in AI, and they deserve credit for it. Their AI leasing assistant (Lisa) can respond to prospect inquiries, schedule showings, and qualify leads. They've also rolled out AI-powered accounting categorization and maintenance diagnostics. As a publicly traded company with significant R&D budget, AppFolio's AI features are well-funded.

PropsManager was built with AI at the core from day one, not bolted on after the fact. Our AI tools span tenant screening analysis, payment prediction, maintenance prioritization, lease clause recommendations, and workflow automation. The difference isn't just feature count — it's architecture. When AI is foundational rather than incremental, it touches every workflow instead of existing as standalone add-ons.

Curious what this looks like in practice? Our features page walks through each AI capability in detail.

Tenant & Owner Portals

Both platforms offer tenant portals (pay rent, submit maintenance requests, view lease documents) and owner portals (view financials, access reports, track property performance). AppFolio's portals are well-designed, with a modern interface that's mobile-responsive. This is another area where AppFolio deserves praise — their UI/UX team has done solid work.

PropsManager's portals are equally modern and mobile-friendly, built with a responsive design that works across all devices. Tenants can pay rent, submit maintenance requests with attachments, access lease documents, and communicate directly with management. Owners get real-time financial dashboards, property performance metrics, and document access.

The portals are comparable in functionality. The difference, again, comes down to what it costs to access them.

Lease Management & Document Storage

AppFolio provides electronic lease signing, document storage, and template management. Their lease workflow is streamlined, and documents are stored securely within the platform. For larger operations managing hundreds of leases, the organizational tools are well-built.

PropsManager offers electronic lease management, customizable templates, document storage, and organized filing by property and tenant. Our AI-assisted lease tools can flag unusual clauses, suggest market-standard terms, and track renewal dates with automated reminders — taking lease management from administrative task to strategic advantage.

Rental Applications

AppFolio's online application process is polished and well-integrated with their screening tools. Applicants can apply through a branded page, and the data flows directly into the platform for review.

PropsManager's rental application system is similarly integrated — custom application pages, direct data flow into tenant screening, and organized applicant tracking. The key advantage is that you don't need to clear a minimum unit threshold before your applicants get a professional, branded experience.

Remote Management Capabilities

Managing properties from anywhere isn't optional anymore — it's expected. Both platforms offer mobile-friendly access, but the depth varies.

AppFolio has a dedicated mobile app that handles most day-to-day tasks. It's well-regarded by users who manage on the go.

PropsManager is built mobile-first, meaning every feature works on any device through a responsive web interface. No separate app to download and keep updated. For tips on managing your portfolio remotely, check out our guide on how to manage rental properties remotely.

Side-by-Side Comparison Table

Who Should Choose AppFolio?

We're going to be fair here, because picking the wrong software wastes everyone's time — including ours.

AppFolio is the better choice if:

• You manage 200+ units and need enterprise-grade accounting with full general ledger capabilities, CAM reconciliation, and complex financial workflows. AppFolio's accounting depth is genuinely impressive at scale.

• You have the budget for $280+/month from day one, plus onboarding fees. If those numbers don't make you blink, AppFolio delivers real value for the cost.

• You want a publicly traded company's stability. AppFolio (APPF on NASDAQ) has the financial backing and team size that comes with being a public company. If organizational stability and long track record are priorities, that matters.

• Your team already uses AppFolio. Migration has real costs — retraining, data transfer, workflow disruption. If AppFolio is working for your team and the budget isn't a problem, switching for the sake of switching doesn't make sense.

• You need specific integrations that AppFolio supports and PropsManager doesn't. AppFolio's marketplace has a range of third-party integrations built over years. Check both platforms' integration lists before deciding.

AppFolio built a strong product. Our disagreement isn't with their features — it's with the pricing structure that makes those features inaccessible to a huge segment of the market.

Who Should Choose PropsManager?

PropsManager is the better choice if:

• You manage fewer than 50 units. AppFolio won't even accept you. PropsManager welcomes portfolios of any size — from a single duplex to hundreds of units.

• You're cost-conscious and want to evaluate before committing. Our 6-month free trial means you can test every feature through multiple rent cycles, onboard tenants, and make an informed decision. AppFolio asks for money upfront before you've seen whether the platform fits.

• You're growing and don't want pricing that punishes scale. Per-unit pricing models sound reasonable at 50 units. At 300 units, that $1.40/unit adds up — and that's before add-ons. PropsManager's pricing is designed so growth doesn't come with proportional cost increases.

• You want dedicated engineering support. Need a custom report? A workflow that doesn't exist out of the box? PropsManager offers dedicated engineers who can build customizations for your business. AppFolio provides a standardized platform — what you see is what you get.

• You don't want to fight to cancel. Month-to-month means if PropsManager isn't working for you, you leave. No annual contracts, no drawn-out cancellation processes, no billing surprises after you've decided to move on.

• You want AI that's built into the foundation, not added as a feature. PropsManager's AI capabilities span every workflow — from predicting late payments to prioritizing maintenance requests to assisting with lease creation. It's not a separate module; it's how the platform thinks.

• You value modern UI and mobile-first design. PropsManager was built recently with modern frameworks. There's no legacy interface hiding behind a fresh coat of paint.

Visit our features page to see exactly what you'd get from day one.

Common AppFolio Pain Points (and How PropsManager Addresses Them)

We didn't invent these complaints. They come from review sites like G2, Capterra, and the property management forums where real users share their experiences.

"I got rejected because my portfolio is too small."

This is the most common frustration we hear from landlords researching AppFolio. You find the platform, like what you see, try to sign up — and get told you don't manage enough units. For landlords with 10, 20, or even 40 units, that's a door slammed shut.

PropsManager has no minimum. Period.

"The onboarding fee stung, and the process was longer than expected."

AppFolio's onboarding fees ($400+) are non-refundable, and several users report that the onboarding process took weeks longer than anticipated. That's money and time spent before you've collected a single dollar through the platform.

PropsManager's onboarding is free and designed to be self-service with support available when you need it. Most users are up and running within days, not weeks.

"I'm locked into a contract and can't easily leave."

Annual contracts are standard with AppFolio. Users on review sites describe the cancellation process as opaque and slow — some report continued billing for months after requesting cancellation. When software has a contract and makes it hard to leave, it tells you something about how confident they are you'd stay voluntarily.

PropsManager is month-to-month. If we're not earning your business every month, we don't deserve it.

"Support response times are inconsistent."

As AppFolio has grown, support experiences have become more variable. Some users report quick, helpful responses. Others describe long wait times, unhelpful first-line support, and being pushed toward help articles instead of getting direct assistance.

PropsManager offers dedicated support with real humans, plus engineering support for complex issues. When your tenant portal goes down at 9 PM, you don't want to be fifth in a phone queue.

"I feel like I'm constantly being upsold."

Several AppFolio users mention aggressive upselling — upgraded plans, premium features, additional services. When you're already paying $280+/month, being pushed to spend more creates friction and erodes trust.

PropsManager's approach is simpler. Our features are included in the platform. We'd rather you use everything we've built than charge you extra to unlock tools you thought you were already paying for.

Switching from AppFolio to PropsManager

Already on AppFolio and considering a switch? Here's what the migration process looks like:

1. Sign up for PropsManager's free trial. No credit card, no commitment. Start exploring the platform immediately while your AppFolio account remains active.

2. Import your data. PropsManager supports data migration from major platforms including AppFolio. Tenant records, lease details, financial history, and property information can be transferred. Our team can assist with complex migrations.

3. Run both platforms in parallel. Because our trial is six months, you can run PropsManager alongside AppFolio for a full evaluation period. Process rent through both systems, compare workflows, and let your team get comfortable before flipping the switch.

4. Onboard tenants to the new portal. PropsManager provides tenant communication templates to make the transition smooth. Most tenants care about one thing — "where do I pay rent?" — and the new portal answers that question immediately.

5. Cancel AppFolio when you're ready. Once you've confirmed PropsManager fits, you can begin the AppFolio cancellation process. We recommend starting early given the reported challenges with their cancellation timeline.

Need help with migration? Our team is ready to walk you through it. Contact us and we'll map out a transition plan for your portfolio.

The Future of Property Management Software

The property management software market is evolving fast. AI, automation, and tenant experience are becoming differentiators rather than nice-to-haves. AppFolio recognizes this — their AI investments prove it. But innovation works best when it's accessible to everyone, not just companies that clear a minimum unit threshold.

PropsManager was built for the next decade of property management. Our platform is designed around automation from the ground up, making it easier for landlords of every size to manage professionally without the enterprise price tag.

The question isn't whether property management software matters — that debate is over. The question is whether your platform grows with you or puts barriers in your way. We think the answer should be obvious.

Explore More PropsManager Resources

Looking for the right property management software? Check out our in-depth guides:

• Compare Property Management Software — See how PropsManager stacks up against Buildium, AppFolio, Rent Manager, and Propertyware.
• Software for Small Landlords — Built for landlords managing 1–50 units without the enterprise price tag.
• AI-Powered Property Management — Discover how automation can save you 5–10 hours per week.
• Solutions for Property Managers — Scale from 50 to 500+ units without scaling your costs.

Frequently Asked Questions

Can I use PropsManager if I only manage a few properties?

Absolutely. PropsManager has no minimum portfolio requirement. Whether you manage 2 units or 2,000, you get access to the full platform. AppFolio typically requires 50+ units to even sign up, which eliminates a large portion of independent landlords.

Is PropsManager's free trial really six months with no credit card?

Yes. Six months, every feature included, no credit card required upfront. We built this trial length intentionally because we know 14-day trials (or no trial at all, like AppFolio) aren't long enough to evaluate property management software properly. You need to experience full rent cycles, maintenance seasons, and tenant interactions to make an informed choice.

How does PropsManager's AI compare to AppFolio's AI leasing assistant?

AppFolio's Lisa AI assistant is focused primarily on leasing — responding to prospect inquiries, scheduling tours, and qualifying leads. It's a solid tool for that specific use case. PropsManager's AI is broader in scope: it spans payment prediction, maintenance prioritization, lease analysis, tenant screening insights, and workflow automation. Rather than a single AI feature, it's an AI-first approach woven into every part of the platform.

What if I need features that PropsManager doesn't have yet?

This is where PropsManager's dedicated engineering support becomes a real advantage. If your business needs a feature or workflow that doesn't exist in the platform, our engineering team can build it for you. With AppFolio, you're using a standardized product — feature requests go into a roadmap alongside thousands of other customers, and you wait. With PropsManager, customization is part of the service.

Is it hard to switch from AppFolio to PropsManager?

It's easier than most people expect. PropsManager supports data migration from AppFolio, including tenant records, property details, lease information, and financial data. The 6-month free trial means you can run both platforms simultaneously during the transition — no rushed migration, no data gaps. Our team assists with the heavy lifting. The hardest part is usually AppFolio's cancellation process, not the switch to PropsManager.

Ready to See the Difference?

If you've read this far, you're serious about finding the right platform. We respect that.

Here's what we suggest: don't take our word for it. Start a free PropsManager trial. Spend a month — or three, or five — actually using the platform with your real properties and real tenants. Compare it directly against AppFolio's demo or your current experience.

If PropsManager isn't the right fit, you'll know — and it won't have cost you a dime. If it is the right fit, you'll wonder why you were paying $280/month minimums and onboarding fees for a platform that wouldn't accept you unless you had 50 units.

Start your free 6-month trial today →

No credit card. No minimum units. No commitment. Just property management software that works for your business, not the other way around.