Cloud-based Commercial Property Management Software: The Case for Going Fully Online

Successful commercial property management involves a combination of in-person relationships and back-end administration. To keep both running smoothly, having the right software operating behind the scenes is essential. 

These days, a server-based or hybrid system is less likely to be fit for purpose. Web/cloud based commercial property management software is a modern, flexible solution to support all areas of a busy, growing business. 

If you are operating on a server-based system, it may be due to concerns around data security, the cost or the time required to upgrade. Find out why a cloud-based alternative can address all these, and why it makes sense to migrate sooner rather than later. 

What are the benefits of cloud-based commercial property management software?

The main benefit of cloud-based commercial property management software is that your team can access real-time data and information from any device, instead of being tied to a physical server or a single desktop application. 

This means a property manager conducting a site inspection can pull up lease details, log a work order or generate an owner statement on the spot, from their phone or tablet, without waiting to get back to the office. A server-based system can't offer this convenience.

Real-time data access permanently eliminates the "I'll follow up when I'm back at the office" problem.

Key benefits of cloud-based commercial property management software:

• Access on any device: full functionality from a laptop, phone or tablet, not just a desktop computer
• Real-time data across the whole team: everyone works from the same live figures, with no lag between updates
• Automatic software updates: new features and fixes roll out without an internal IT team managing installs across machines
• Built-in disaster recovery and data backup: no dependency on a single physical server that could fail
• Lower infrastructure costs: no server hardware to purchase, maintain, or eventually replace
• Seamless collaboration across multi-site or remote teams: one shared system rather than separate local setups per office

The features of web based commercial property management software include: 

• Built-in general ledgers
• Interactive online forms
• Critical date management
• End-of-month and reconciliation reporting
• EOFY reconciliations
• Accrual accounting
• Real-time data validation
• Self-service functionality for clients

How does cloud-based commercial property software improve team efficiency?

Cloud-based/online commercial property software improves team efficiency by sharing the same live data with every team member simultaneously, while providing functionality across lease management, trust accounting, reconciliation, budgets, arrears management, reporting and document control. Principals and directors also get real-time portfolio dashboards, rather than waiting for an end-of-week report to see how things stand.

This matters most for commercial property management agencies with more than one office or staff who work remotely. There's no central server that someone needs to be physically near, so a property manager working from a second office or from home has exactly the same access and the same data as someone sitting at head office.

Server-based systems create data lag and version control conflicts that cloud systems eliminate entirely, since there's only ever one live version of the truth.

5 ways cloud-based commercial PM software improves team efficiency:

1. Full general ledger and accrual accounting can be accessed via a single platform
2. Lease agreements and critical documents are easy to upload and access (with access controls available)
3. Multiple staff can work on the same property file at the same time 
4. Invoices are automatically matched to the correct property, lease, supplier and work order
5. Full audit logs and communication history are stored in the system

Can I manage my commercial property portfolio remotely from my phone or tablet?

Yes. Modern cloud-based commercial property management platforms are built to be fully functional from a phone or tablet, not just a desktop browser with a stripped-down mobile companion app. That means reviewing arrears and running an owner statement at a client meeting, logging a maintenance request during a site inspection, checking lease critical dates from an interstate flight, or approving invoices from the field are all things a property manager can do without the need to be at their desk.

It's worth being specific here, because "mobile access" means different things depending on the vendor. A true cloud platform is fully browser-based, so the same functionality is available whether you're on a desktop, phone or tablet. A "mobile app" that only covers a handful of features isn't the same thing, and it's worth asking any vendor exactly what you can and can't do on mobile before assuming full access.

Being able to access essential information about your portfolio from anywhere is a competitive and operational requirement for modern commercial property management.

Owners and tenants both benefit from a cloud platform that comes with a dedicated owner portal and tenant portal that allows these stakeholders to check statements and tenants can log requests directly.

In an increasingly mobile world, having a commercial property management platform you can access from any device with an internet connection is essential. 

Which commercial property management platforms allow you to access portfolio data from anywhere?

The commercial property management platforms that actually allow access from anywhere are built as true cloud software from the ground up, rather than server-based systems with a remote access add-on bolted on afterwards. 

Before signing with any vendor, it's worth asking: 

• Is the platform fully browser-based, or does it need a desktop install on each machine? 
• Is all functionality available on mobile, or only a few features? 
• Where is the data hosted, and what security certifications does the vendor hold? 
• How does the platform handle patchy connectivity during a site inspection?

Rex Cirrus8, for example, is a purpose-built ANZ commercial property management platform with full browser-based access and no desktop installation required.

Ask: "Is the full platform available from a browser, or do I need to install software on each machine?" 

This question will filter out most systems that only claim to be cloud-based.

For a broader walkthrough of how to evaluate options against these criteria, check out this how to choose the best commercial property management software article.

What about data security? Addressing the biggest concern with cloud systems

Data security is the most common reason commercial property managers hesitate to move to the cloud, but most concerns cannot be justified. In the majority of cases, a purpose-built cloud platform is considerably more secure than an in-house server, simply because most agencies can't match the enterprise-grade data centres, dedicated security teams, and continuous monitoring that cloud vendors run as their core business. For reference, the Australian Cyber Security Centre publishes baseline security practices worth comparing against whatever your current server setup actually does.

For ANZ agencies specifically, this also has a compliance dimension. A cloud platform handling trust accounting needs to meet Australian data sovereignty requirements and the trust accounting legislation your agency already operates under, so it's worth asking any vendor where data is hosted and how it aligns with these obligations, rather than assuming compliance by default. Another question to raise is where the software is ISO 27001 Certified and able to offer enterprise-grade security. Again, for reference, ISO/IEC 27001 certification is an internationally recognised standard proving that an organisation uses a formal Information Security Management System (ISMS) to protect data confidentiality, integrity and availability. Rex Cirrus8 currently meets these standards.

The real question isn't whether the cloud is secure enough, it's whether your current server setup is anywhere near as secure as the cloud already is.

Cloud-based commercial property management is the current standard

Agencies still running server-based property management systems are carrying infrastructure costs, operational risk and a competitive disadvantage against agencies already working from live, real-time data that is accessible from any device with an internet connection. 

Taking the time to migrate is often the biggest hesitation when it comes to switching to a more modern solution, but a good vendor will provide a guided migration process that includes ongoing support. 

As one Rex Cirrus8 user explained, “We now have over 70% of our network using the platform and everyone is incredibly happy with the support, the training and the migrations that have taken place.” 

For a closer look at what that transition actually involves, see making the switch to the cloud.

The benefits of a cloud-based solution for commercial property management are clear. Make the switch and create more streamlined workflows for your team, while giving yourself the peace of mind that all data is securely stored and protected. 

Rex Cirrus8 is a fully cloud-based commercial property management platform built for the ANZ market. Book a demo to see it in action from any device, anywhere.