Essential Tools Every Property Manager Needs

Managing a manufactured housing community comes with a unique set of challenges: a resident calls late at night about a water leak, rent payments are delayed due to outdated payment methods, and work orders are piling up with no clear tracking system. Sound familiar? 

The reality is that without the right tools, some property managers spend more time putting out fires than focusing on growth and efficiency. From handling resident applications to tracking financials and ensuring compliance, every aspect of property management demands precision and organization. 

That’s where modern property management software comes in. By leveraging tools that offer customizable tenant screening, automated rent collection, mobile work order management, and robust reporting, property managers can streamline operations, reduce manual errors, and make data-driven decisions. The right software doesn’t just make daily tasks easier—it transforms the way you manage your community. 

In this article, we’ll dive into the essential tools that can help property managers stay ahead and operate more efficiently. 

Table of Contents

• Optimize Resident Selection & Lease Management

• Automate Rent Collection & Simplify Financial Management

• Improve Maintenance & Work Order Management

• Maximize Utility Cost Recovery with Automated Billing & Expense Tracking

• Enhancing Communication & Compliance for Better Community Management

• Choosing the Right Property Management Software

Optimize Resident Screening & Lease Management

Customizable Resident Screening 

A strong community starts with the right residents. Without a thorough screening process, property managers risk late payments, property damage, or even evictions—challenges that drain valuable time and resources. 

A customizable tenant screening solution eliminates the guesswork. Property managers can tailor screening criteria to their community’s needs, ensuring only qualified residents move in. Key insights include: 

• Credit history – Can they consistently pay rent? 

• Background checks – Any red flags like past evictions? 

• Rental history – Have they been reliable tenants before? 

ManageAmerica’s integrated resident screening solution streamlines the process, helping property managers mitigate fraud, speed up approvals, and make informed leasing decisions—all while ensuring compliance. With automated workflows, real-time data, and centralized application management, the right residents move in faster, and communities stay protected. 

Simplify Lease & Document Management 

Once a resident is approved, efficient lease and document management is key to a smooth move-in process. Paper-based systems create bottlenecks, increase administrative work, and pose compliance risks. Digitizing lease agreements and automating document storage can solve these issues by: 

• Enabling e-signatures – Speeding up lease execution while eliminating manual paperwork

• Tracking documents in real-time – Ensuring every lease, addendum, and compliance form is accounted for

• Centralizing storage – Making it easier to retrieve important documents for audits, renewals, or legal purposes

ManageAmerica’s document management tools keep everything organized, accessible, and secure. By centralizing leases and critical documents into an integrated system, property managers reduce manual work, improve compliance, and create a seamless experience for both management and residents. 

Automate Rent Collection & Simplify Financial Management 

Streamline Rent Collection with Flexible Payment Solutions 

Late payments and manual processing slow down operations and disrupt cash flow. Automating rent collection minimizes delays, reduces administrative burden, and improves accuracy. 

Offering multiple payment options—ACH, credit/debit cards, mobile payments, and in-person CashPay at retail locations—gives residents convenient, secure, and flexible ways to pay. Payments are seamlessly recorded in the resident ledger, ensuring accuracy while eliminating the need for manual processing. 

Enhance Financial Visibility with Real-Time Reporting 

Property managers need clear financial insights to track delinquency, manage occupancy, and optimize revenue. Robust reporting tools help monitor rent collection, utility cost recovery, and delinquency trends—all in real-time. 

Key financial reports for property managers: 

• Rent roll reports – Review income and outstanding balances

• Projected Occupancy reports – Track occupancy now and in the future

• Delinquency reports – Stay ahead of late payments and collections
  

With automated reporting and seamless payment integrations, property managers can reduce manual work, minimize risk, and maintain better financial control, ensuring their communities operate efficiently. 

Improve Maintenance & Work Order Management 

Streamline Work Orders with Mobile-Friendly Processing 

Keeping up with maintenance requests is critical for resident satisfaction and community upkeep. Without a centralized system, work orders can be lost, delayed, or forgotten. 

A mobile-friendly work order system allows property managers and maintenance teams to track, assign, and complete requests on the go, improving response times and reducing backlog. 

ManageAmerica’s WINS (Work Orders, Inspections, and Notices System) integrates seamlessly with desktop and mobile applications, enabling maintenance teams to: 

• Initiate, track, and update work orders in real-time from their mobile devices

• Capture photos and notes on-site for better documentation

• Automatically sync inspections with work orders, reducing manual follow-ups

Reduce Costs with Preventive Maintenance Scheduling 

A reactive approach to maintenance can lead to higher costs and unexpected repairs. Preventive maintenance scheduling helps property managers reduce expenses, extend asset life, and maintain a high-quality living environment. 

A preventive maintenance tool should include: 

• Automated reminders to ensure routine maintenance is completed on time

• Customizable inspection templates to track home sites, common areas, and community assets

• Seamless work order integration to address issues before they escalate

ManageAmerica’s WINS module enables property managers to schedule, automate, and track preventive maintenance, ensuring inspections and repairs happen before problems arise. 

Maximize Utility Cost Recovery with Automated Billing & Expense Tracking 

Reduce Revenue Loss with Automated Utility Meter Reading and Billing 

Inaccurate utility billing can lead to lost revenue, disputes, and inefficiencies—especially in manufactured housing communities. Submetering and automated utility billing ensures that each resident pays for their actual usage, reducing financial leakage and promoting fair cost distribution. 

Integrating utility billing with property management software streamlines the entire process, ensuring: 

• Accurate, real-time meter readings to eliminate manual errors

• Seamless billing automation that ties directly to resident accounts

• Improved cost recovery with transparent reporting and streamlined reconciliation

ManageAmerica’s utility management solutions simplify the process by integrating mobile meter reading, real-time data tracking, and automated billing—helping property managers recoup costs efficiently while ensuring compliance. 

Check out our deep dive into mobile meter reading and utility rate recertification. 

Enhancing Communication & Compliance for Better Community Management 

Improve Resident Communication with Digital Tools 

A centralized communication system ensures residents stay informed and engaged.  

Key features to look for: 

• Automated messaging – Send rent reminders, maintenance updates, and community-wide notifications. 

• Resident portals – Allow residents to pay rent, submit maintenance requests, and access lease documents. 

• Mobile app integration – Keep communication streamlined and accessible. 

Read more on how property management apps improve communication: Benefits of Property Management Apps. 

Ensure Compliance and Minimize Risk 

Manufactured housing communities must follow strict compliance regulations, from lease agreements to fair housing laws and utility billing. Failure to stay compliant can result in legal risks, financial penalties, and operational setbacks. 

Key compliance tools every property manager needs: 

• Legal document storage – Keep contracts, notices, and policies easily accessible 

• Automated policy enforcement – Track compliance requirements and ensure consistency 

• Audit trails and reporting – Maintain clear records of actions and decisions for legal protection 

ManageAmerica’s software solutions help property managers centralize document management, track policy enforcement, and reduce liability risks, ensuring communities operate smoothly and remain aligned with industry regulations. 

Choosing the Right Property Management Software 

Managing a manufactured housing community is complex, but the right tools can make all the difference. From customizable resident screening and automated rent collection to mobile work order management, utility billing, and compliance tracking, property managers need an integrated system to streamline operations and maximize efficiency. 

A unified property management platform eliminates manual processes, reduces errors, and provides real-time insights to help property managers make informed decisions. By centralizing resident management, financial tracking, maintenance coordination, and compliance monitoring, communities can operate more smoothly, profitably, and with less stress. 

ManageAmerica offers a fully integrated property management solution designed to simplify workflows, improve cost recovery, and enhance community oversight. Schedule a demo with one of our experts today and discover how ManageAmerica can transform your property management operations.