Real Estate Tech Stack: The Tools a Small Agency Actually Needs
The jobs a small agency or landlord needs software for, which ones can share a tool, and an honest map of what Loftfolio covers and what you still need something else for.
Loftfolio's founder
Builds Loftfolio. Writes about what small agencies and landlords actually deal with.
Table of Contents
Start with the jobs, not the tools
A tech stack is just the list of tools you pay for and the jobs each one does. The mistake is usually starting from tools ("we need a CRM") rather than jobs ("we lose track of applicants"). List the jobs first, then see which ones can share a tool.
The jobs
For a small rental agency or landlord, the jobs are roughly:
- Being found: a website and portal listings
- Handling inquiries: getting every inquiry into one place
- Applications and documents: collecting what you need to decide
- Showings: booking, reminding, recording what happened
- Keeping owners informed while a unit is on the market
- Screening: credit, background or referencing checks, if you use them
- Leases and signatures
- Money: rent, deposits, trust or client accounting, owner statements
- Maintenance: repairs and contractors
- Everyday tools: email, calendar, documents, phone
Which jobs can share a tool
Jobs 1 to 5 are the front door, and they fit well in one tool because they're about the same person: someone who found a listing and wants to rent it. Jobs 7 to 9 are the back office and belong together in accounting or property management software. Screening is usually its own provider. Job 10 you already have.
Loftfolio's part, honestly
| Job | Loftfolio | What you still need |
|---|---|---|
| Website | Yes, at yourname.loftfolio.com | A custom domain isn't available yet |
| Portal listings | No | Your portal accounts |
| Inquiries and applications | Yes, for applications made on your site | Send portal and email inquiries the listing link |
| Documents | Yes: request photo ID, proof of income or a reference | |
| Showings | Yes, self-booked with reminders | Lockboxes or self-tours, if you use them |
| Owner updates | Owner portal on Pro and Agency | |
| Screening | No | Your screening or referencing provider |
| Leases and e-signature | No | Your lease tool |
| Rent, deposits, accounting | No | Accounting or property management software |
| Maintenance | No | A maintenance tool, or your PM software |
| Price | $39, $99 or $249 a month for the account | Add up your own |
What to look for in any tool
- It does its job without a second step. Publishing a listing should put it on your site.
- It works on a phone.
- You can get your data out. Check the export before you sign up.
- The price is known for next year, including the people you plan to hire.
- No contract you'll regret.
Keep it small
The fewer tools, the fewer places an applicant or a document can get lost. But one tool that does ten jobs badly is worse than three that each do their job well. Aim for as few as you can without forcing a tool to do something it wasn't built for.
Our spend calculator adds up what you pay today. For the back-office side, see the buyer's guide to property management software.
Written by Loftfolio's founder
Builds Loftfolio. Writes about what small agencies and landlords actually deal with.
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