Why Property Management System Integrations are Key to Running an Effective Business

Today’s competitive real estate environment requires innovative, forward-thinking property management strategies. It’s no longer enough to have an impressive website and a database of contacts. Your technology needs to be nimble enough to react quickly to changing market conditions and one way to achieve this is by integrating your property management system (PMS) with other systems you use for operations.

Integrating your PMS with other systems can streamline processes and eliminate redundant data entry, making your work more efficient as a result, but it goes deeper than that. In this article, we’ll detail some important considerations when integrating your PMS with other systems.

What are property management system integrations?

PMS integrations function as connectors between different software systems with the ultimate goal of streamlining your processes and increasing efficiency and productivity. They can integrate with other business software, like CRM software, accounting software, email marketing tools and more.

There are several different types of integrations that can be used. Depending on your needs, some will be more useful than others. Some of the most common types of integrations for property management systems include: 

Data feeds, APIs, and connectors

These integrations allow two or more software programs to communicate with each other. This could be one program sending data to another, or two programs sending information to each other. These integrations are often used for data, like customer information or staff schedules, but APIs enable integrations for a whole range of things.

Messaging and communication

These integrations allow two or more software programs to send messages to each other. This can include something like a text message or an email. If your PMS doesn’t have built-in chat functionality, or no way to send and receive messages, a simple messaging or communication integration can arm your PMS with this functionality.

Service and utility integrations

These integrations are for software that performs a specific function, like connecting a CRM with a payment processor so you can bill customers. Again, if your PMS doesn’t include built-in billing, there are myriad ways to enable that functionality through integrations. 

Ecommerce integrations

These integrations allow a property management system to send information directly to an online store, enabling for transactions and inventory management. The products don’t always have to be physical – if you’re selling services you can also transact those with an ecommerce integration.

Reporting integrations

Your PMS might be great at many things, but sometimes it falls flat when you need to create reports. Whether it’s for health and safety, cleaning or maintenance, many businesses depend on these to keep standards and safety high. In practical terms, using a third-party integration to conduct inspections and reports, and then feeding those into your property management system, can save time and money.

Why are property management system integrations so important?

There’s a reason why property management systems can integrate with other software and systems, and it’s quite simple, really. No software is fully comprehensive on its own, and app development costs can quickly add up. Perhaps your PMS excels at a number of things, but it cannot possibly contain all the features that property management demands.

Also, no two pieces of software are exactly the same and therefore don’t always communicate seamlessly with each other. Integrations are the solution to this problem, taking the complexities of both tools and enabling them to “talk” to each other.

Integrations for your property management system can save you time and money. They save time because you won’t have to enter information into more than one program manually, and they save money because you won’t have to pay for multiple subscriptions to different software programs in order to do one task.

How to find the right property management system integrations for your business

There are many options when it comes to property management system integrations, so you’ll be overwhelmed if you just go through the list and select the first one that sounds good. You have to find the right fit for your business. Ultimately, the choice should depend on need, so the first step is to understand that need. 

Then, it’s good to know about the different types of integrations. Once you know the different types of integrations, you can start evaluating which ones you need most, and this will vary from business to business.

Most tools that offer API connectors or integration functionality will help you set up. Either that, or it’s as simple as “plug and play”, where you need to do very little to ensure the integration is up and running. This will vary depending on the type of integration.

Another thing to consider is how easy the integrations are to use. If you find yourself needing tech support for every little thing, or even training for your employees, then it might not be a good fit for you. Generally speaking, the best PMS integrations slot seamlessly into your property management system, so seamlessly in fact that you almost don’t notice they’re there.

To use an example, let’s look at Guesty, a property management system for short-term rental accommodation providers. Guesty specialises in Airbnb lets operated by both individuals and organisations. It’s considered a comprehensive property management system, containing all the vital functions and features that professional Airbnb property managers would need to operate efficiently, from accounting to analytics and task management to payment processing.

However, one area that Guesty hadn’t accounted for was Airbnb property inspections – something that has become crucial to maintaining and delivering an exceptional service on the Airbnb platform. To address this, the company sought a property inspection specialist to integrate into its system to offer its users yet another feature to ensure their businesses run smoothly.

Through the use of Property Inspect’s API connector, Guesty’s users can now conduct in-depth property inspections for all of their properties, storing each inspection and report on the platform directly. What results from this integration is a truly end-to-end property management system, saving Guesty the time and money required to develop the feature itself.

Why PMS integrations give businesses the edge

The modern business world is all about connected systems. In order to efficiently run a business, many organisations rely on integrations to offer more, even if it’s just that additional feature that gives them the edge over their competitors, helping their clients work faster, smarter and more efficiently.

So why do people often forget about the importance of integrations? Well, so often the integrations are almost “invisible” – they feel so native to the property management system that most people don’t even notice they’re third-party.

If you’ve developed an exceptional tool that people really need, but maybe you’re missing a key feature or the “x-factor” that helps you stand out, it’s worth your while exploring all the integrations on offer. Property management systems integrations can save you time, money and the painful development process, letting you get on with what you do best.