What Property Management Equipment Should I Buy First?
- Nate Jones, CPCU, ARM, CLCS, AU
- 2 days ago
- 3 min read
Starting a property management business doesn’t require heavy machinery—but it does require the right tools and equipment to manage properties efficiently, handle maintenance, and communicate with tenants and owners. Investing in essential property management equipment early can improve service quality, reduce overhead, and present a professional image to clients.
At Wexford Insurance, we help property management companies safeguard their physical and digital assets with tailored coverage.
Why Investing in the Right Equipment Matters
Efficiency & Professionalism: Good tools let you respond quickly to maintenance requests, track vendor work, and keep tenants satisfied.
Scalability: As your portfolio grows, scalable systems and equipment help you manage more units without a proportional increase in staff.
Risk Management: Having the right equipment minimizes errors and potential damage, reducing liability.
Credibility: Professional-grade tools and software demonstrate that your business is serious and reliable.
First Essential Property Management Equipment to Buy
1. Property Management Software / Rental-Property Software
A high-quality, cloud-based software system is arguably your most important “equipment” purchase:
Handles rent collection, lease management, maintenance tickets, and accounting.
Enables owner and tenant portals for transparency and ease of use.
Popular options: Buildium, AppFolio, TenantCloud,
2. Office Hardware
Even a small property management business benefits from reliable hardware:
Computer / Laptop: A modern, business-grade laptop or desktop with sufficient RAM and storage to run property‑management software smoothly.
Printer / Scanner: For lease agreements, inspection reports, and financial documents.
Mobile Devices: Smartphones or tablets with data plans help you manage on the go, schedule maintenance, and communicate with tenants.
3. Maintenance Tools Kit
While you may rely on vendors for most maintenance, having a basic toolkit for inspections or quick fixes is invaluable:
Basic tool set: hammer, screwdrivers, pliers, level, tape measure
Digital camera or smartphone for documenting conditions and repairs
Flashlight, ladder, safety gloves
Portable toolbox or roll case to carry tools easily
4. Inspection & Documentation Tools
Capturing accurate property condition data is critical to protect yourself and your clients:
Digital Camera or Smartphone: High-resolution camera to document pre-move-in or pre-move-out conditions.
Inspection Checklist App: Tools like HappyCo (Property Inspect) or GoCanvas help you standardize inspections, generate reports, and share them with owners and tenants.
Portable Printer: Handy for handing out inspection forms or contract copies in person.
5. Communication & Scheduling Tools
To manage maintenance, showings, and tenant interactions effectively, consider:
Calendar / Scheduling Software: Google Calendar, Microsoft Outlook, or integrated modules in your property management software.
Tenant CRM / Messaging Tools: Use software that maintains communication history (via email or SMS).
Key Management System: A secure key box, electronic lockbox, or key-tag system to manage unit keys safely and efficiently.
6. Vehicles (Optional but Valuable)
If you need to physically visit properties, a reliable vehicle can be essential:
Company Car or Van: Use for inspections, showing units, and supervising maintenance work.
How Insurance Protects Your Property Management Equipment
Investing in equipment makes sense—but only if it’s protected. Here’s how Wexford Insurance helps protect your property management tools:
Investing in both equipment and the right insurance ensures your operation is secure, compliant, and able to scale.
Final Thoughts
When launching a property management business, prioritize software systems, office hardware, maintenance tools, and inspection equipment before spending on more advanced or optional items like vehicles. These foundational tools will help you manage your properties professionally and efficiently.
Protect your investments with tailored insurance coverage from Wexford Insurance, so you can operate confidently, deliver great service, and grow your property management business with peace of mind.
Contact us today.
