Selecting a new Property Operations (PO) software solution is about more than just choosing a system with the right features. While functionality matters, the true test of a software provider is their ability to grow with your organisation’s needs, continuously develop their solution to match the direction of change in the industry, and provide ongoing support to deliver lasting value.
For housing providers, implementing a new PO system is a significant commitment - it requires time, training, and careful integration into existing processes and other software. Given this investment, the right software supplier should be more than a vendor; they should be a long-term partner. Here’s what you should look for to ensure that the company behind your software is equipped to support your organisation today and in the future.
Scalability and System Compatibility
The right software provider should offer a platform that works well with your existing systems and has the capacity to expand as your organisation grows. Compatibility is key - your PO software should work effectively with finance platforms, procurement tools, accounting software, and CRM systems. A provider that supports system-wide connections reduces duplication, improves accuracy, and simplifies operations.
Additionally, a supplier with an open API and a marketplace allows for greater flexibility. This means you can adapt or expand functionalities without being locked into a rigid system. Growth potential is just as important. Regardless of the volume of properties in your care, the platform should be designed to handle increased demand without performance issues. A supplier that invests in their infrastructure will ensure that as your organisation grows, your software remains reliable.
Why Cloud-Based Solutions Matter
Modern property management software should be cloud-based rather than on-premise. Cloud solutions offer major advantages, including remote access, real-time updates, and improved coordination across teams. Not to mention near-perfect uptime.
A cloud-first approach removes the need for costly hardware and maintenance. It also ensures that security updates, performance improvements, and new features are applied automatically without requiring disruptive system upgrades. A supplier with robust cloud security measures (such as encryption, routine backups, and disaster recovery protocols) provides peace of mind, ensuring that data is protected, and operations remain stable.
The Importance of a Well-Supported Onboarding Process
Implementing a new software system can be complex, so a structured onboarding process is essential. A well-designed onboarding programme should include:
A clear implementation plan with key milestones and expectations.
Comprehensive training resources, such as interactive sessions, webinars, and a knowledge base.
A dedicated onboarding team to assist with system setup, data migration, and testing.
The ability to customise workflows to match your organisation’s processes.
A supplier with a strong track record of successful implementations will help housing providers make the transition with minimal disruption.
Ongoing Support and Customer Success
A reliable software provider doesn’t just hand over the system and walk away. They offer continuous support to ensure it remains effective. Look for suppliers that provide:
Round-the-clock support, including live chat, email, and phone assistance.
Proactive monitoring to detect and fix issues before they cause disruptions.
A clear escalation process for handling technical challenges.
A detailed knowledge base with troubleshooting guides and FAQs.
Beyond technical support, customer success is key. Does the provider assign a Customer Success Manager (CSM) to help housing providers make the most of the software? Regular check-ins and service reviews help ensure the platform continues to support organisational needs as they evolve.
Managing Service Providers and Vendor Relationships
For housing providers that rely on external service providers, a PO system should simplify supplier relationships and ensure services are delivered effectively. A high-quality system should include contractor management tools, making it easier to source, vet, and oversee suppliers.
A well-equipped platform should support:
Adaptable contractor management that adjusts to fluctuating demand.
Pre-approved contractor networks, allowing providers to quickly find trusted suppliers, especially in new areas.
Tools to avoid disrepair cases, ensuring that issues are handled quickly before they escalate.
A supplier that actively develops its contractor network ensures that housing providers can maintain service quality and response times.
Security and Compliance: Essential for Housing Providers
Data security is non-negotiable when selecting a software supplier. Housing providers deal with highly sensitive information, so compliance with GDPR and other privacy regulations is critical. Look for:
Enterprise-grade security, including encryption and multi-factor authentication.
Regular security audits to identify and address vulnerabilities.
Automated backups and disaster recovery plans to prevent data loss.
A software supplier that prioritises security demonstrates a commitment to protecting both resident data and organisational integrity.
AI and Innovation: The Next Step for Property Operations
Technology is evolving rapidly, and a supplier committed to AI-powered development will provide long-term value. AI can improve property operations by:
Providing predictive insights, allowing providers to anticipate maintenance issues before they become critical.
Automating processes, such as scheduling inspections and generating reports.
Delivering detailed data analysis, helping organisations make more informed decisions.
A supplier that continually invests in AI ensures that their platform remains relevant and continues to improve service delivery.
Final Thoughts: Choosing a Supplier That Supports Future Growth
A PO system is a long-term investment, and selecting the right supplier is just as important as selecting the right software. The best providers will:
Work well with your existing tech stack without creating additional complexity.
Grow alongside your organisation without compromising performance.
Offer a cloud-based, secure, and stable platform.
Provide structured onboarding, training, and continued support.
Include service provider management and supplier oversight tools.
Invest in AI-driven development to enhance property operations.
Housing providers need more than a software vendor - they need a committed partner who will be there for the long term. Housing providers that make the right decision today will ensure that their organisations are significantly more resilient, regardless of what the future may hold.
For a more detailed checklist of what to look for in a software provider, download Plentific’s Property Operations Buyers’ Guide today. It’s your essential resource for navigating this critical procurement process with confidence.
