Managing a rental property with Excel has long been the most common approach among property owners. However, for larger or more complex operations, it is not always the most efficient option. For this reason, many owners begin to rely on Property Management Software (PMS), a type of solution designed to centralize the management of properties, contracts, payments, maintenance issues, and related services within a single environment.

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According to the Europe Property Management Software Market Report 2025, the European Property Management Software market reached an estimated value of 13.8 billion dollars in 2025, driven by the growing adoption of digital tools for managing properties and associated services. This growth highlights a shift in how owners oversee their assets, particularly as portfolios expand or operations move beyond occasional management. Making this transition requires understanding how these solutions work and which criteria matter when selecting a provider.

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When Excel is no longer enough

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Excel remains a useful tool for simple operations, as it allows owners to record income, expenses, contract dates, and basic tenant information. Difficulties arise when that data starts spreading across multiple tabs, duplicated versions, or files that only one person knows how to maintain.

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As contracts increase and additional services or maintenance requests arrive, manual handling demands more time and creates an excessive reliance on the owner. A single error in one cell can go unnoticed for months. When these challenges appear, the need for a more efficient system becomes evident.

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The real limitations of spreadsheets

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One of Excel’s main limitations is the lack of real-time visibility. Information only reflects the moment it was last updated, making it harder to maintain a clear picture of daily operations. This affects both financial oversight and the monitoring of maintenance issues or contract renewals.

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Traceability is another concern. Identifying who made a change, when it occurred, or why it was introduced can be difficult. In a more professional setup, this absence of records complicates analysis and limits accountability.

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Growth also presents a challenge. Adding new properties, coordinating external providers, or handling additional services requires constant manual adjustments. Over time, maintaining spreadsheets consumes energy that could otherwise go toward higher-value activities.

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What changes with professional software

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Property Management Software reshapes the way owners interact with their rental portfolios. Information is no longer scattered and instead becomes centralized in a single platform, accessible from anywhere and continuously updated.

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These tools provide a clear overview of contracts, payments, expenses, and maintenance without the need to review multiple files. Repetitive tasks can be automated, reducing errors and freeing time for more strategic oversight.

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Control also improves. Professional solutions offer activity logs, historical records, and alerts that support closer monitoring. As a result, owners move beyond reacting to issues and gain the ability to anticipate needs and make better-informed decisions.

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Making the transition without disruption

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Moving from Excel to software does not need to be abrupt. A gradual transition often leads to better outcomes. The first step involves reviewing existing information and identifying which data truly matters. This process helps organize operations even before adopting a new system.

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Next, basic data can be migrated while users become familiar with the software, without completely abandoning spreadsheets during the initial weeks. This adjustment period allows time to identify necessary refinements and build confidence in the new workflow.

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The most effective approach is to integrate the software into daily routines as early as possible. Once it becomes the primary source of information, benefits appear more quickly. Over time, Excel takes on a secondary role or is phased out entirely.

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What Property Management Software should offer owners

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Not all solutions address the same needs. Software designed for property owners should be intuitive and not require advanced technical knowledge. Ease of use matters greatly, particularly in accounting firms or larger teams, where multiple people need to work with the same system.

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Adaptability to the rental model is equally important. Mid-term rentals, for instance, require a different level of follow-up than traditional residential leasing. Managing services, maintenance, and tenant communication becomes a central part of daily operations. When working with this type of rental, a PMS such as Arrento by Lodgerin supports a more structured workflow, especially when multiple stakeholders and processes are involved. Dedicated support during implementation and ongoing assistance also contribute to long-term continuity as portfolios grow.

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From manual tracking to a professional perspective

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Switching from Excel to professional software brings greater clarity, reduces errors, and limits the time spent on administrative tasks. For property owners, this shift represents an evolution in how rentals are managed.

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As the rental market continues to expand, more structured oversight becomes necessary. Choosing professional tools supports this transition without adding complexity. Ultimately, the goal is to work with reliable information, make better decisions, and build a more sustainable approach to property management over time.