Guide
Changing rent roll software: what to plan for
What to check before you move property management software: pricing models, setup fees, and the trust account rules that apply when things change.
The short answer
Most property management platforms price per property with a monthly minimum, and many charge setup. Few publish their prices, so get a written quote that includes setup, extra fees and the cost of leaving.
Plan the move around your trust account. Reconcile the old system to the cent before cutover, carry the balances across, and keep the old records for your auditor.
- Pricing you will see
- One New Zealand platform publishes a NZ$200 monthly minimum, about NZ$1.83 a property and NZ$1,500 implementation, excluding GST. One Australian platform is listed from about A$110 a month for up to 100 properties. Others quote on request, with SMS and direct debit fees extra.
- Your trust account
- In New Zealand, if the change also moves you to a third-party trust account, you must tell REA and your auditor, and the old account needs a final audit.
- Your data
- Ask for a full export: owners, tenants, tenancies, ledgers, documents and history. Check you can take it with you at any time, not only at renewal.
Questions agents ask
What does property management software cost?
Pricing is usually per property with a monthly minimum. Published examples include NZ$200 a month minimum and about NZ$1.83 a property in New Zealand, and about A$110 a month for up to 100 properties in Australia. Many vendors do not publish prices.
Do I need to tell REA if I change software?
Changing software alone is not covered in the sources here. If you switch to a third-party trust account, REA requires you to notify it and your auditor, with a final audit of the old account.
How do I protect the trust account during a move?
Reconcile the old system fully before cutover, carry the balances across, and keep the old records for your auditor.
Get a migration plan with dates
We map your current system to Indium Rent Roll and give you a dated plan before you commit.
Sources
General information, not legal advice. Checked against the sources above in October 2026. Rules change, so confirm with your regulator. More guides.
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