Property Management Software Report 2025: Features & Pricing Compared

With so many tools offering similar features and vague pricing, it’s easy to feel stuck. Some are built for large hotel chains, others for small independent properties, but that’s not always clear at first glance.

This article compares 10 PMS platforms side by side, focusing on what they do, how much they cost, and who they’re best suited for. If you need something that just works for your property type, this should help you make a more confident choice.

Disclaimer: The information in this article is based on publicly available data as of July 2025. All pricing figures are approximate and intended for general comparison purposes only. Use this guide as a starting point and always confirm final pricing and features directly with the provider.

What is a property management system and how does it work?

A property management system is a software platform designed to centralize and simplify daily tasks related to running your property. Instead of hoarding separate spreadsheets and various apps, a good PMS helps you handle bookings, check-ins, and reporting from a central hub.

If you’ve come across popular hotel management software before and wondered what it really does, here’s how a PMS can help your hotel team:

• ● Track finances easily with built-in tools for revenue, expenses, and invoices, with no need for separate accounting software
• ● Stay on top of repairs with maintenance tracking that flags issues and logs fixes
• ● Cut down on manual tasks by syncing with booking sites, payment platforms, and smart locks
• ● Save time on billing with automatic rent collection for your hostel or aparthotel
• ● Simplify daily work by replacing spreadsheets and disconnected systems

All in all, no matter if you're new to PMS software or thinking about switching, the right tool will save you time, money, and make your daily work much easier.

Hotel management software market reviewed

If you're currently exploring hotel software options, this guide is here to help you make a clear, informed decision. It’s especially relevant if you:

• ● Are launching a new hotel, hostel, or guesthouse and need a reliable PMS setup
• ● Are switching from a pms system that no longer fits your daily operations or growth plans
• ● Need a pricing overview without sitting through multiple demo calls
• ● Want to present pros and cons to stakeholders or compare vendors side by side

We looked at 10 property management systems that are widely used across the EU, with a particular focus on the DACH region. These vendors vary in pricing, features, and target users. The goal is to cover a balanced mix of tools – both affordable all-in-one setups and enterprise-grade options.

What we used for this comparison

This guide is based on a mix of direct experience and independent research. Our sources include:

• ● Official websites, pricing pages, and product documentation
• ● Verified user reviews from platforms like G2, Capterra, Trustpilot, and HotelTechReport
• ● Demos and product walk-through video materials provided by vendors

We’ve made every effort to be objective and upfront, highlighting both benefits and limitations. You’ll find detailed comparisons, real-world pricing scenarios, and feature breakdowns to help you find the right fit without wasting time.

Top 10 property management systems compared by features

Choosing the right software can be overwhelming, especially when most tools claim to offer “all-in-one” solutions. But not every hotel software fits every type of property. 

The table below compares 10 PMS systems for hotels, apartments, and other accommodations. This comparison chart is based on available product documentation from company websites and user feedback.

Another key factor to consider is integrations. Every PMS in this list supports hundreds of third-party API integrations – from channel managers and payment gateways to smart locks, CRM tools, and revenue management systems.

As technology evolves, the number and diversity of supported integrations continues to grow, making it easier for hoteliers to customize their tech stack and connect all tools in one ecosystem.

Keep in mind that while many systems offer similar features, the quality and support behind them can vary. Use this chart as a starting point to narrow down the best fit for your hotel, vacation rental, or property group.

How much does property management software cost in 2025?

While most providers list their base prices publicly, the full cost of using a pms system is often much higher. That’s because essential tools like the channel manager, booking engine, or payment integration are frequently sold as add-ons.

Depending on the vendor, these extras can raise the monthly total significantly – sometimes by 50–100%.

Broadly, the market falls into three pricing groups:

Most independent hotels and apartments fall into the first two categories. But within those models, the range of what’s included varies greatly.

A closer look at real costs

For small to mid-sized hotels, understanding total cost of ownership is essential. What you’re billed monthly may depend not just on property size, but also on how the vendor structures its pricing, what’s bundled, and what requires third-party tools.

To better understand the real monthly expense, let’s take a typical use case: a 30-room hotel that needs a basic PMS plus a channel manager and booking engine.

*Estimated costs are approximate and current as of July 2025.

Calculating your property management software expenses

If you're trying to budget for a new hotel system, looking at base prices alone won’t give you the full picture. Use the tool below to estimate your monthly software costs based on your property size and the modules you actually need.

This estimate should give you a clearer sense of what different PMS configurations might actually cost once you factor in the tools you’ll need to run daily operations.

Key takeaways

While some basic PMS tools advertise rates as low as €4–8 per room, adding just two essential features (like a channel manager and booking engine) can raise the real monthly spend to €15–25 per room. 

That means for a 30-room hotel, total costs often land between €350 and €450/month, even if the base PMS is cheap.

By contrast, platforms that bundle key tools at a flat rate may seem more expensive upfront but offer more predictable budgeting and fewer surprise costs.

Which PMS is best for you?

The best PMS for you isn’t the one with the most features, but the one that fits your day-to-day reality. Choose the tool that supports your team, simplifies your operations, and grows with your business.

What to prioritize based on your needs

What to consider when choosing a vendor

Even the most popular PMS won’t be the right fit if it doesn’t match your specific needs. Before you commit, take a closer look at how each provider aligns with your daily operations, tech setup, and compliance requirements.

A few key factors to help you evaluate your options:

• ● Your property size and type: Some systems are tailored to hostels, others to luxury hotels or multi-property groups
• ● Feature set vs. budget: Make sure essential features aren’t behind costly add-ons
• ● Integration needs: Does the PMS work smoothly with your payment gateways, booking channels, and accounting software?
• ● Support and onboarding: Fast, local-language support and training can save headaches down the line
• ● Compliance and security: This is non-negotiable, especially for properties operating in regions with strict data laws

Final Thoughts

This market analysis shows that while the PMS landscape is competitive, it’s also fragmented. One key takeaway: pricing can be misleading.

While some tools seem cheaper upfront, essential features like channel managers or booking engines often come at an extra cost. That’s where bundled systems like HotelFriend may offer more value in the long run.

Before deciding, think about what you really need: predictable pricing, local support, flexibility, or ease of use. Don’t get distracted by features you’ll never use or vague promises.

The best choice is the one that fits your property, your budget, and the way you actually work – day in, day out.

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Inna Chalenko

Content Writer at HotelFriend

As a Content Writer, Inna is driven by her mission to make the HotelFriend blog a go-to resource for hospitality professionals. Her primary focus is to shed light on how technology empowers the industry to thrive amidst new challenges and trends. Beyond her work, Inna finds joy in traveling, which fuels her passion for discovering the latest innovations in the world of hospitality.