Run alongside your PMS. Or replace it. Either works.
Most operators run Rentbase alongside AppFolio, Buildium, or DoorLoop — Rentbase handles the AI workflows their PMS doesn't do, while the PMS keeps owning records and accounting. Others run Rentbase as their primary platform from day one. Both paths work — most start alongside and migrate later if they want to.
The work today, and the work with Rentbase
Whether your PMS today is AppFolio, Buildium, DoorLoop, or a spreadsheet, here's how core property management workflows change with Rentbase in the picture.
| Workflow | The work today | The work with Rentbase |
|---|---|---|
| New lease intake | Type lease data into forms manually, or use template-and-resign workflows for new leases | Drop the PDF — AI extracts every field, files it correctly, surfaces renewal alerts. Included in Starter. |
| Lease renewals | Calendar reminders and bulk-template letters; tracking who's where in the renewal cycle is on you | 30/60/90 day renewal pipeline tracks every lease automatically; AI drafts amendments. Included in Starter. |
| Vacancy listings | Email leasing agents back and forth with property details, rent, requirements — every time | AI drafts a complete leasing brief from the unit's data — share it once, agents have what they need. Included in Starter. |
| Owner monthly updates | Pre-built report templates with logged data; narrative is yours to write | Monthly summaries drafted with an AI narrative alongside the numbers. Included in Starter. |
| Important dates and deadlines | Set your own reminders; hope you remember the insurance renewal, the rent escalation, the move-in walkthrough | Tasks generated automatically when they're needed — insurance renewals, escalations, move-ins, non-renewals. Included in Starter. |
| Maintenance ticket triage | Tickets sit in a queue waiting for triage; AI triage available as a paid add-on or higher-tier feature | AI triages at intake — urgency, category, vendor brief drafted, routed to the right trade. In Pro. |
| Tenant questions | AI-suggested replies available in higher tiers; basic plans rely on you reading context and writing manually | AI drafts the reply with full tenant + lease context — you review and send. In Pro. |
Detailed comparisons
- Rentbase vs AppFolio — AppFolio has deep accounting, mature dashboards, and AI for its customers — at per-unit pricing with a ~$280+/mo minimum and paid onboarding. Run Rentbase alongside AppFolio as a flat-priced AI layer, or replace it entirely.
- Rentbase vs Buildium — Buildium has strong double-entry accounting and gates Lumina AI to its Growth and Premium tiers. Run Rentbase alongside Buildium for AI workflows without upgrading, or replace it. Rentbase is independent — not RealPage-owned.
- Rentbase vs DoorLoop — DoorLoop has clean UX, strong tenant screening, and an AI Assistant on all paid plans. Run Rentbase alongside DoorLoop for lease PDF extraction and AI workflows DoorLoop doesn't, or replace DoorLoop with Rentbase plus a screening tool.
When to add Rentbase to your stack
Two ways to use Rentbase. Most operators start with the alongside path.
Path 1: Use Rentbase alongside your PMS (most common)
Your PMS keeps owning records, accounting, and tenant management. Rentbase handles the AI workflows your PMS doesn't ship — lease intake, renewals, vacancies, owner reports. Starter is $49/mo on top of your existing PMS spend. A good fit if: you're happy with your PMS but want AI it doesn't have; you don't want to migrate your portfolio; you want to try Rentbase low-risk for 14 days, no card; you're tired of typing lease PDFs into forms; you want flat per-firm pricing for the AI layer.
Path 2: Use Rentbase to replace your PMS (for switchers)
Migrate your portfolio to Rentbase. Single-product spend. Starter is $49/mo at any portfolio size. A good fit if: you're actively shopping PMS replacements; you want flat per-firm pricing across the whole product; you're willing to import your portfolio (15 min with the wizard); your current PMS gates AI behind a tier upgrade you don't want; you want one product, one vendor, one bill.
Where Rentbase isn't the right fit
Both paths above assume Rentbase covers your workflow needs. Here's where it doesn't:
- Need full double-entry accounting depth (Buildium and AppFolio are stronger here)
- Manage 500+ units with complex multi-entity portfolios (AppFolio is built for this)
- Need built-in tenant screening and lead capture (DoorLoop has stronger leasing tools)
- Need SOC 2 Type II compliance today (we're working toward it)
See for yourself
14-day free trial of Starter. No credit card. Self-serve setup.