Transparent Pricing in Property Management Software

Transparent pricing has become a critical requirement in property management software. In 2026, operators must address two forms of pricing transparency:

Regulators, listing platforms, and renters are all pushing toward clear total pricing disclosures.  The U.S. Federal Trade Commission (FTC) has warned software vendors about systems that prevent landlords from displaying total rent prices.

For property operators evaluating new software, transparent pricing is no longer just a user experience feature—it is now a compliance requirement, a marketing advantage, and an operational efficiency factor.

Why Transparent Pricing Became Critical in 2026

The push toward transparent pricing in rental housing accelerated due to regulatory enforcement and marketplace changes.

Federal regulation

In 2025, the Federal Trade Commission’s Rule on Unfair or Deceptive Fees (16 CFR Part 464) took effect, requiring businesses in certain industries to clearly disclose total prices and mandatory fees to consumers.

While the rule directly applies to industries such as live-event ticketing and short-term lodging, it reinforced a broader regulatory expectation that consumers should see the full price upfront rather than hidden mandatory fees.

FTC enforcement actions in rental housing

Regulators have also begun targeting rental housing practices directly. In 2025, the FTC and the State of Colorado took action against Greystar, alleging that advertised rents excluded mandatory fees that significantly increased the total cost to renters.

Similarly, the FTC brought enforcement action against Invitation Homes, accusing the company of deceptive fee practices that increased the actual cost of renting.

Software vendors under scrutiny

In December 2025, the FTC sent warning letters to 13 property management software providers, raising concerns that certain systems may restrict landlords from displaying the true total rental price, including mandatory fees on listing sites.

This development signals an important shift: pricing transparency now depends partly on the capabilities of property management software systems themselves.

State Laws Are Reinforcing Total Price Disclosure

Several U.S. states have passed laws requiring clearer disclosure of mandatory fees in advertised prices.

The True Cost of Property Management Software in 2026

For operators evaluating software, the most useful metric is total cost of ownership (TCO).

A realistic TCO calculation includes:

If you’re writing (or buying) a “property management software cost” guide in 2026, the most useful framing is total cost of ownership (TCO). Subscription price matters—but it is rarely the full bill.

Here’s what credible, published pricing information shows across common models:

Those subscription numbers are only the top layer. In 2026, the cost lines that tend to surprise operators (and show up in Reddit threads, implementation retrospectives, and CFO reviews) are usually:

Implementation, onboarding, and migration fees. Monetizely’s pricing guide cites one‑time implementation fees commonly ranging $250–$2,000 and flags training, integrations, data migration, and payment processing as common “hidden cost” zones. 

Payment processing is another area where costs can shift depending on platform structure. 

Property management software such as Buildium allows managers to choose whether transaction fees are absorbed by the property or passed to residents, meaning payment processing can offset operational costs rather than being purely a pass-through expense.

Marketing infrastructure also affects pricing transparency. Tools like Engrain’s SightMap help standardize unit pricing and fee information across property websites and internet listing services (ILSs), while platforms such as Zillow now support structured fee data, allowing listings to display total monthly prices, including required fees.

Even basic listing syndication introduces operational considerations. Internet listing services publish guidelines for feed updates and note that listing changes can take hours or even days to propagate across partner platforms, depending on integration methods.

This highlights a key “true cost” consideration for mid-funnel buyers: property management software influences more than subscription price. Platform choices can affect cost per lease (lead quality), inbound call volume driven by fee confusion, payment adoption rates, and the amount of staff time required for compliance and data updates.

Hidden Costs Operators Often Underestimate

Beyond subscription fees, operators frequently encounter:

These factors often determine the real financial impact of a property management system.

Buyer Checklist: Evaluating Transparent Pricing Software

When evaluating property management software, operators should verify the following:

1. Can the system calculate the total price automatically?

The software should support structured fee categories:

This enables automated listing syndication.

2. Can fee data be syndicated to listing platforms?

Some platforms increasingly rely on fee-data feeds, not manual listing edits.

3. What is the true all-in software price?

Many platforms advertise a starting price that excludes essential modules. Ask vendors for a full portfolio configuration quote.

4. How are payment fees handled?

Some systems charge renters or landlords additional transaction fees. Transparency around payment processing is critical for renter trust.

5. What does implementation actually cost?

Implementation often includes:

These costs should be disclosed upfront.

6. Does the software support regulatory compliance?

The FTC’s warning letters indicate regulators now expect software to support accurate total-price disclosure.

How ExactEstate Supports Transparent Pricing

ExactEstate is designed to simplify both software pricing transparency and renter-facing fee transparency.

According to ExactEstate’s published pricing:

Optional add-ons are clearly listed

For example:

Why this matters for operators

Transparent software pricing helps operators:

Calculate Your Property Management Software ROI: Free ExactEstate Tool

Boost your property management decisions with ExactEstate's free ROI Calculator. This intuitive tool lets operators input portfolio size, current software costs (subscriptions, implementation, payments), and operational metrics to instantly model the total cost of ownership (TCO) against 

ExactEstate's transparent $3/unit pricing. See projected savings—often 20-40% on hidden fees—plus ROI timelines, compliance benefits, and scenario comparisons versus competitors like Buildium or AppFolio. 

Perfect for MOFU evaluation: see your personalized report to justify switching in 2026. 

Frequently Asked Questions

What is transparent pricing in property management software?

Transparent pricing refers to clearly disclosing both:

This helps renters understand total costs and helps operators avoid hidden technology expenses.

Why are regulators focusing on rental fees?

Regulators believe that hidden fees can mislead consumers by advertising a price that does not reflect the actual cost of a product or service. The FTC has increased enforcement against deceptive fee practices in several industries.

Why do listing platforms encourage all-in pricing?

Transparent pricing improves renter trust and lead quality. Platforms such as Apartments.com report that properties using all-in pricing receive more leads on average.

What hidden costs should operators watch for?

Common hidden costs include:

These costs can significantly increase the total cost of property management software.

How can property management software support pricing transparency?

Modern platforms should support:

These features reduce compliance risk and improve renter trust.