What Tenant Management Software Can Do for You

Some property managers may still think the big gains sit in the building itself. New lifts. Fresh interiors. Fancy lobby. Yes, these things matter. But the strongest returns in rental real estate come from how well you treat people, not just space. Studies show that portfolios with a better tenant experience, including tenant management software, offer 3–7% rental premiums and see lease renewals improve by roughly 15–20%. 

At the same time, property managers are under pressure. Margins are tight. Rules on data, ESG and energy are getting harder. Teams are tired of running everything in Excel and shared inboxes. They feel they must choose between “being nice to tenants” and “hitting the numbers”.

This may be a false choice.

Tenant management, done well, is one of the strongest financial levers you have. That is true for:

• Residential blocks
• Mixed-use and office portfolios
• Retail spaces
• Housing unions
• Hospitality and short stay, from student housing to aparthotels

1. Tenant Management Software Lifts Your Renewal Rates

Studies on tenant satisfaction show a clear link between how tenants feel and how the building performs. Higher satisfaction ties to higher effective rents and lower vacancy. Better tenant perceptions of service and comfort aligns with stronger rent growth and fewer empty units over time. 

No matter what type of property you manage, industry reports say the same. Properties with strong tenant experience see lease renewal rates jump to around 85–95 percent, while average buildings sit closer to 65–75 percent. 

When you hold a portfolio for years, that gap compounds into very real money. You can think of tenant experience as a hidden “pricing knob”:

• If tenants feel heard, safe and supported
• If they get clear bills and fast answers
• If daily life in the building feels smooth

Tenants are willing to pay more for buildings that feel healthy, well run and aligned with their values. So the question is not “do we care about experience”. The question is “how do we turn experience into a system that moves rent, renewals and reviews in a clear way”.

How Bidrento turns experience into an opportunity

Many teams try to fix tenant experience with single tools. A rent collection app here. A help desk there. A WhatsApp group for one building. A smart lock app for another.

This feels quick. But over time, it creates a mess because:

• Tenants use different channels for each task.
• Staff jump between tools to see one tenant’s history.
• No one has a full picture of what is going on in the building.

Bidrento takes a different path. It bundles tenant experience and back-office work into one platform that covers the whole rental cycle, from first contact to move-out.

The Tenant Experience with Bidrento:

The Landlord Experience with Bidrento:

On the landlord side, the same tenant management software ties this into:

• Automated invoicing and late fee rules
• Lease data and documents
• Task tracking for maintenance and vendors
• Portfolio-level reports on income, arrears and service work

What this looks like in real portfolios

Bidrento is used across dozens of real estate sectors. Here are just two real-life examples.

Tenant management software for commercial properties:

Telliskivi Creative City, a famous mixed-use quarter in Tallinn, uses Bidrento to support a lively set of tenants, from cafes and shops to studios and offices. The property team talks about how better structure behind the scenes helps local teams keep the creative, human feel on site. They spend less time chasing invoices and more time curating the right mix of tenants who pay on time and stay longer. Read the full case study here.

Tenant management software for co-living:

Student housing and co-living operator Scandium Living uses Bidrento to give young renters a smooth digital journey. They use the tenant app to offer extra services and build a sense of community, not only to fix leaks. Their operations manager links this to stronger satisfaction scores and the kind of loyalty that keeps beds full. Explore the success story here.

2. Tenant Management Software Helps with Late Payments

When a tenant falls behind in rent, many managers send out stern warnings or legal notices. That is fair and is necessary. But research shows those warnings alone can backfire a bit.

That is because when people face debt tied to their home, they often feel shame, fear, and stress. That stress reduces their ability to think clearly or act. That makes them withdraw, avoid calls or emails, even if they really want to catch up.

The surprising truth: the tone, timing and structure of your communication influences repayment rates. 

People who want to pay and can pay respond better to gentle reminders and clear communication that preserves dignity via a tenant app.

What a good tenant management solution gives you

With a unified tenant management platform and app:

• You can spot payment issues early. Because rent bills, service charges and payment history live in one system, you see when tenants skip or delay before it becomes a big arrears problem.
• The system can trigger customised reminders, not blanket legal threat letters, but friendly notes, payment-plan proposals, or check-ins.
• Tenants feel treated as humans, not numbers. That reduces shame and improves trust.

You reduce administrative overhead: you don’t need multiple spreadsheets, paper letters, or manual follow-ups. Instead you have one dashboard tracking who’s late, who replied, who needs a nudge.

If you manage residential, commercial or hospitality properties and want to see how this works in practice, you can book a free demo of Bidrento here.

3.  Tenant Management Software Reduces Turnover Costs

You may still believe when a tenant leaves that you simply lose rent until someone new moves in. The truth is worse. Every move-out triggers many hidden costs.

The total cost of tenant turnover can be as high as the equivalent of three months’ rent or more, beyond just the rent gap while the unit sits empty. One industry summary puts all these costs into a simple number: around $3,800–$5,000 (c. €3,496–€4,600) per unit for turnover. These costs come from:

• Lost rent while the unit is vacant.
• Cleaning, repairs, repainting or upgrades needed before a new tenant moves in.
• Advertising or marketing the property, listing costs, agent fees or leasing commissions.
• Administrative time for inspections, screening, leases, and coordination. Time you or your team spend instead of other profitable tasks.

Often landlords only see the lost rent. They forget or under-estimate the rest.

In commercial and mixed-use properties, the value of a tenant goes beyond base rent. Tenants often cover or share additional costs (maintenance, common area charges, taxes, insurance) in addition to base rent. In retail or mixed-use buildings, this loss can damage the “mix” or “community feel” of the property: losing a well-situated tenant can reduce foot-traffic for others, pushing more tenants to leave. 

Frequent turnover can also degrade any type of property over time. Wear and tear from repeated move-outs, repeated cleaning and repairs, fluctuating occupancy. This raises maintenance needs and can reduce the long-term appeal and value of the property.

Bidrento saves money, time, and stress

Because turnover costs are so high, keeping good tenants longer is often the smartest strategy. But how do you implement a good retention strategy?

With Bidrento, that becomes simple. You get a tenant app in the same system with all of their rental data, invoices, maintenance and service requests, lease dates, and communication history. That gives you clarity on who is about to leave, or whose lease is about to end.

This prevents surprises.

You also reduce admin overhead. No scattered spreadsheets, no manual maintenance logs, no separate tools for billing, maintenance and tenant contact. Everything lives in one place.

This helps you keep good tenants longer. You avoid the hidden rent losses, repair and cleaning costs, marketing blowouts and vacancy gaps.

If you manage properties, residential, commercial, or hospitality, and you want to see how this approach works in practice, you can book a free demo of Bidrento here

4. How a Resident App Solves Old Problems for Housing Unions

Many housing unions and associations run buildings with dozens or hundreds of flats. They often struggle with communication, maintenance requests, and fairness. They rely on noticeboards, paper letters, social-media groups or phone calls. That leads to mistakes, low reach, frustration and delayed fixes.

Old methods for managing high-rise housing, like noticeboards or social-media groups, often fail to reach all residents. Many miss important announcements or do not know how to report issues. A well-designed resident app greatly improves communication, trust and overall building upkeep.

With a resident app like Bidrento:

• Everyone gets messages instantly. No risk of lost letters or unread emails. Push-notifications reach all tenants on their phones.
• Residents can report maintenance issues or building faults easily, often with photos or text. That makes the problem clear, logged and visible to the union or manager. You can also save money by preventing small problems from becoming big ones.
• The app becomes the shared record: lease terms, house rules, community notices, safety or inspection schedules, all in one place. Residents don’t have to dig for misplaced paper documents or chase your staff.

For housing unions, this matters a lot. It reduces misunderstandings, speeds up maintenance, improves transparency, and helps manage many residents at once. It also builds fairness: tenants get the same access to information, regardless of age or tech-savviness.

5. Tenant Management Software for Long-Stay Guests

A growing share of serviced apartments and previously short-term rentals are filled with people staying for weeks, months or even a year or more. The benefits are clear: you avoid much of the chaos and cost of frequent turnover common in hotels or short-term rentals. Serviced apartments also carry lower labour costs than full-service hotels, which protects margins when wages rise.

The mid-term and long-stay formats work well with serviced apartments because they blend:

• Longer stays and lower churn
• Some home comforts (kitchen, laundry, workspace)
• Basic services and community feel

That mix creates stable, repeatable income.

What this means for your portfolio

If you run:

• Serviced apartments
• Student housing or co-living
• Mixed-use buildings with some flexible units
• Aparthotels or hybrid buildings

…then long-stay tenants are like subscription customers:

• They stay for months, not days
• They care about stability and comfort
• They are often easier to serve at scale, with fewer check-ins and check-outs
• They can form a strong base of predictable income under your more volatile nightly or short-stay business

Instead of fighting every night on OTAs, you build a stable group that pays on time, uses the space well and often renews.

How a good tenant management platform supports you

Without a proper system, long-stay or hybrid units often default to hotel-style operations: manual check-in and out, separate guest sheets, billing, and inconsistent record-keeping. That defeats the stability advantage.

With a unified tool like Bidrento you can treat long-stays like regular leases:

• Keep all tenant data in one place — contracts, payments, billing, maintenance.
• Manage lease durations, automatic renewals, services much like residential apartments.
• Offer extra services via app (laundry, cleaning, maintenance) and track usage, payments, tenant satisfaction.
• Monitor occupancy, predict upcoming lease ends, follow up with tenants who stay longer or wish to renew.

Across many mixed-use, serviced-apartment or co-living properties, this turns unstable hospitality yield into stable rental yield. If you want to test long-stay / hybrid tenancy with stable billing, you can book a free demo of Bidrento here. 

Conclusion

If you treat tenant experience as a structured, digital system, you can grow profit and reduce stress at the same time. And for European and UK landlords, Bidrento’s tenant management app and full platform are one of the few tools built exactly for this job, across residential, commercial and hospitality rental assets.

FAQ Section for Tenant Management Software

What is tenant management software?

It is a simple digital tool that helps landlords and property managers handle billing, leases, maintenance, and tenant communication in one place. It reduces admin work and removes scattered spreadsheets. The tenant-facing part is often a mobile application, while property managers use a web application for administrative work.

Why does tenant experience affect rent and renewals?

Studies show that buildings with better tenant experience gain rental premiums and higher renewal rates. When tenants feel supported and get clear, fast answers, they stay longer. This lifts cashflow and stabilises portfolios.

How does tenant management software lower late payments?

It gives you early signals when someone misses a payment. You can send helpful reminders, payment-plan options and friendly check-ins instead of cold, late notices. This helps tenants pay on time and reduces stress for staff.

Can it help me reduce tenant turnover?

Yes. You can see lease end dates, follow up early, track service quality and fix issues faster. This avoids the large hidden costs of re-letting, cleaning, repairs and vacancy gaps that build up when tenants leave.

Does it work for serviced apartments or long-stay guests?

Yes. Long-stay guests act like residents and need clear billing, simple contracts and good support. Tenant management software like Bidrento gives operators the tools to treat them as stable tenants rather than short hotel bookings. This builds predictable income.

Does Bidrento support both tenants and landlords?

Yes. Tenants get an easy app to pay bills, send service requests and view house rules. Landlords get automation, invoicing automation, maintenance tracking and portfolio reports. Both sides use the same system.

Is it good for mixed-use or creative districts?

Yes. Places like Telliskivi Creative City use Bidrento to support large mixes of shops, studios and offices. It gives structure behind the scenes and frees teams to focus on people, not paperwork.

Can it support co-living or student housing?

Yes. Operators like Scandium Living use it to manage rent, services, and community features in one place. Young renters value clear communication and a simple app.

Is it good for commercial portfolios?

Yes. It helps manage leases, documents, service jobs and billing for many tenant types. Groups such as Infortar run complex commercial portfolios with Bidrento as their operational backbone.