Outsourcing property management

Outsourcing property management is the practice of hiring a third-party company to manage and maintain a real estate property. This can include tasks such as rent collection, maintenance, and tenant relations. Outsourcing property management has become increasingly popular in recent years due to the benefits it provides to property owners.

Best outsourced property management services


  • Greystar is the largest multifamily property management company in the world, overseeing over 750,000 units.
  • Known for its strong track record of performance, Greystar maintains an average occupancy rate of 96%.
  • Greystar provides a wide range of services, including tenant screening, rent collection, maintenance and repair, and accounting.
  • The company is recognized for its innovative use of technology to enhance the efficiency and effectiveness of property management services.
  • Greystar typically charges a monthly fee of 4-6% of gross monthly rent.

BH Management Services

  • BH Management Services, a leader in real estate property management services, boasts over 30 years of experience.
  • With a portfolio comprising over 200,000 units of residential and commercial properties, BH Management Services offers a comprehensive suite of services.
  • These services encompass tenant screening, rent collection, maintenance and repair, and accounting.
  • BH Management Services distinguishes itself through its dedication to customer service and its ability to tailor solutions to individual client needs.
  • BH Management Services typically charges a monthly fee of 4-6% of gross monthly rent.

Colliers International

  • Colliers International, a global real estate services leader with a presence in 68 countries, employs over 6,000 professionals.
  • Its wide-ranging services encompass property management, brokerage, consulting, and investment services.
  • Colliers International’s property management division expertly manages more than 2.5 billion square feet of commercial space.
  • The company is renowned for its expertise in all facets of real estate and its extensive global reach.
  • They typically charges a monthly fee of 4-6% of gross monthly rent for commercial properties.

Lincoln Property Company

  • Lincoln Property Company, with over 70 years of experience, is a prominent provider of real estate services.
  • The company oversees more than 220,000 units of residential and commercial properties.
  • Lincoln Property Company offers a diverse array of services, including tenant screening, rent collection, maintenance and repair, and accounting.
  • Lincoln Property Company is distinguished by its commitment to sustainability and its unwavering dedication to its employees.
  • Lincoln Property Company typically charges a monthly fee of 4-6% of gross monthly rent.

Apartment Management Consultants

  • Apartment Management Consultants, a leading provider of property management services for multifamily properties, manages over 100,000 units.
  • Its comprehensive services encompass tenant screening, rent collection, maintenance and repair, and accounting.
  • The company is highly regarded for its expertise in multifamily property management and its strong emphasis on customer service.
  • They charge a monthly fee of 4-6% of gross monthly rent.


  • Buildium operates as a cloud-based property management software platform, serving more than 2 million property managers overseeing over 6 million units.
  • Its feature-rich platform includes tenant screening, rent collection, maintenance and repair tracking, and accounting tools.
  • Buildium is acclaimed for its user-friendly interface and affordability.
  • Buildium charges a monthly fee of $39-$199 per month, depending on the number of units managed.

Winn Companies

  • Winn Companies, a prominent provider of affordable housing and property management services, manages over 110,000 units of affordable housing.
  • The company offers a wide range of services, including tenant screening, rent collection, maintenance and repair, and accounting.
  • Winn Companies is recognized for its expertise in affordable housing and its unwavering commitment to its residents.
  • Winn Companies typically charges a monthly fee of 4-6% of gross monthly rent.


  • Vacasa is a leading vacation rental management company, overseeing more than 30,000 vacation rental properties across 40 countries.
  • Its comprehensive services encompass property listing, marketing, reservations management, and guest support.
  • Vacasa is known for its expertise in vacation rental management and its dedication to maximizing owner revenue.
  • Vacasa charges a commission of 25-35% of gross rental income.

Why choose one of these companies?

All of the mentioned companies are top-tier property management service providers, offering diverse services and demonstrating a proven track record of excellence. When selecting a property management company, carefully assess your specific needs, budget, and property type. Conduct interviews, request references from fellow property owners, and make a well-informed decision tailored to your requirements.

Advantages of Outsource Property Management:

Cost savings:

  • Hiring an external agency or third-party outsourcing services is generally lower in cost than setting up in-house operations.
  • Outsourcing companies can leverage economies of scale to provide services at a lower cost.
  • Property management companies can provide better service to tenants, which can lead to higher tenant retention rates.

Time savings:

  • Outsourcing property management tasks can free up time for property owners to focus on other aspects of their business or personal life.
  • Property owners can delegate time-consuming tasks, such as rent collection and maintenance, to the outsourcing company.

Reduced operational costs:

  • Outsourcing property management can help reduce operational costs for property owners, as they do not have to invest in setting up in-house operations or hiring and training a full-time staff.

Improved tenant retention:

  • Property management companies have specialized knowledge and experience in managing properties.
  • They have systems in place to address tenant concerns and ensure a positive living experience.

Access to expertise:

  • Property management companies have specialized knowledge and experience in managing properties.
  • They stay up-to-date with industry trends and best practices, which can benefit property owners.
  • Outsourcing property management allows property owners to focus on their core business, whether it’s acquiring new properties, developing existing ones, or other strategic initiatives.


  • Outsourcing property management can provide scalability for property owners, as they can easily adjust the level of services they require based on their needs and the size of their property portfolio.

Disadvantages of Outsourcing Property Management:

Loss of control:

  • Property owners may feel that they have less control over their property when they outsource management to a third-party company.
  • Outsourcing companies may not be driven by the same standards and mission that drives the property owner’s company.
  • Property owners may not have the same level of managerial control over the outsourcing company as they would over an in-house team.

Communication challenges:

  • Communication can be more difficult when working with an outside company, especially if they are located in a different time zone or speak a different language.
  • Property owners may have difficulty communicating their expectations to the outsourcing company.

Quality of service concerns:

  • Property owners may be concerned about the quality of service provided by an outsourcing company, especially if they have had negative experiences in the past.
  • Outsourcing companies may compromise on quality to increase profitability, affecting the service quality.
  • Owners may not have the same level of oversight over the outsourcing company’s work as they would over an in-house team.

Negative impact on staff:

  • Outsourcing can have a negative impact on staff morale, as they may feel that their jobs are at risk or that their work is being undervalued.

Data protection and confidentiality risks:

  • Outsourcing can pose data protection risks, as sensitive information may be shared with the outsourcing company.

Hidden costs:

  • Outsourcing can have hidden costs, such as additional fees or unexpected expenses.

Threat to security and confidentiality:

  • Outsourcing can pose a threat to security and confidentiality, as the outsourcing company may not have the same level of security measures in place as the property owner’s company.

Tied to the financial well-being of another organization:

  • Property owners may be tied to the financial well-being of the outsourcing company, as their services may be affected if the outsourcing company experiences financial difficulties.

What are the most commonly property management outsourcing tasks

Here are some of the most commonly outsourced property management tasks:

  1. Finding new tenants
  2. Tenant management
  3. Maintenance coordination
  4. Handling complaints
  5. Coordinating tenant turnover
  6. Marketing
  7. Customer service
  8. Screening
  9. After-hours support
  10. Repetitive and administrative tasks

It’s important to note that the responsibilities of a property manager can vary depending on the landlord’s or real estate investor’s needs. Some may choose to outsource only a few tasks, while others may outsource all of them.

Due Diligence in Selecting a Property Manager:

Owner policies and procedures:

  • Property owners should ensure that the outsourcing company’s policies and procedures align with their own.
  • Policies and procedures should outline communication frequency, reporting expectations, and issue escalation protocols.

Communication frequency:

  • Property owners should establish clear communication channels with the outsourcing company and agree on a communication schedule.
  • Regular communication is essential for staying informed about market trends, rental costs, vacancy rates, and property updates.

Experience and qualifications:

  • Property owners should conduct research on the outsourcing company’s experience and qualifications to ensure that the company aligns well with their property.
  • Look for property managers with clear, concise communication skills, active listening skills, and a strong understanding of the real estate industry.

References and reviews:

  • Property owners should check references and read reviews from other clients to ensure the outsourcing company has a good reputation.
  • Ask for references from properties similar to yours in terms of size, location, and type.

Technology and reporting capabilities:

  • Evaluate the outsourcing company’s technology and reporting capabilities to ensure they can provide the level of transparency and information you require.
  • Look for property management software that offers real-time reporting, financial tracking, and maintenance request management.

Financial management:

  • Property owners should assess the outsourcing company’s financial management skills, as they will be responsible for managing the property’s budget, expenses, and invoices.

Real estate knowledge:

  • Choose a property manager who stays up-to-date with industry trends, learns from mistakes, and uses the right resources to make informed decisions.

Adaptability and flexibility:

  • Property owners should consider the outsourcing company’s ability to adapt to their specific needs and preferences, as well as their ability to communicate effectively with both tenants and property owners.

Case Studies

Case Study 1: Steve Smith

Investor: Steve Smith
Properties: 10 single-family homes in the Atlanta, GA area
Challenges: Steve was struggling to manage his properties on his own, working long hours, and feeling overwhelmed. He lacked the expertise for maintenance and repairs.

Solution: Steve outsourced his property management to a reputable local company with a comprehensive range of services.


  • Steve saved time and reduced stress significantly.
  • The management company effectively manages his properties, overseeing tenant screening, rent collection, and maintenance.
  • Steve can focus on other business ventures and spend more time with his family.

Case Study 2: Jennifer Bell

Investor: Jennifer Bell
Properties: 20 multi-family units in the Dallas, TX area
Challenges: Jennifer lived in a different state from her properties, making remote management challenging. She was concerned about quick responses to tenant needs.

Solution: Jennifer outsourced property management to a specialized company with a strong track record and various services, including online rent payments and maintenance requests.


  • Jennifer can rest assured that her properties are being well-handled.
  • The property management company manages tenant screening, maintenance, and repairs.
  • Jennifer has real-time access to property information through an online portal.

These updated case studies illustrate how outsourcing property management can alleviate stress, enhance property management quality, and allow investors like Steve and Jennifer to focus on other priorities while maintaining the health of their real estate investments.

Hidden costs of outsourced property management

  1. Account set-up fees: Some property management companies may charge account set-up fees, which can increase the overall outsourcing cost.
  2. Placement fees: Property management companies may charge placement fees for finding new tenants, adding an extra expense.
  3. Advertising and marketing fees: Outsourcing property management may involve additional costs for advertising and marketing to attract new tenants.
  4. Maintenance fees: Some property management companies may include maintenance fees in the overall property management price, while others may add a markup for maintenance or repairs done by third parties.
  5. Renewal fees: Property management companies may charge renewal fees when renewing a tenant’s lease, contributing to the overall outsourcing cost.
  6. Eviction fees: If eviction becomes necessary, property management companies may charge eviction fees, which can be an additional cost.
  7. Communication fees: Certain property management companies may charge extra fees for communication, such as phone calls or emails.
  8. Hidden fees: Other hidden fees may exist, such as charges for checks, lease violations, unpaid invoices, or online bill payments, which may not be immediately apparent.

It’s crucial to carefully review the agreement with the property management company to fully understand what hidden costs may be present and the circumstances under which they apply.


In conclusion, outsourcing property management has become an increasingly popular choice for property owners, offering a range of advantages such as cost and time savings, access to expertise, and scalability. However, it’s essential to conduct due diligence when selecting a property management company, considering factors like experience, communication, and financial management. Real-world case studies highlight the tangible benefits of outsourcing, making it a viable solution for investors seeking efficient, stress-free property management. Yet, property owners must remain vigilant about potential hidden costs to ensure a transparent and mutually beneficial partnership with their chosen outsourcing provider.

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