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Why Switching Property Management Software Feels Risky

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Switching property management software can feel like operational roulette — especially for HUD and LIHTC portfolios.

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Common fears:

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• Data loss
• TRACS rejection risk
• Accounting imbalance
• Staff resistance
• Compliance findings
• Complicated learning curve
• Downtime - clients churn

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For affordable housing operators regulated by the U.S. Department of Housing and Urban Development (HUD), the risk isn't an inconvenience — it's payment disruption, and possible client loss.

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When Is the Right Time to Switch Property Management Software?

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You should consider switching if:

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• Your team uses spreadsheets for recerts
• Compliance and accounting live in separate systems
• TRACS errors are frequent
• Reporting takes manual prep
• One employee “knows the system” better than everyone else

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If your software requires workarounds, it’s already costing you.

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Step-by-Step Process for Switching Property Management Software

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Step 1. Workflow Audit (Not Feature Comparison)

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Stop comparing feature lists. Instead, map:

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• Move-ins
• Interims
• Annual recerts
• HUD-50059 generation
• HAP processing
• Month-end close

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If your workflow requires duplicate entry, your system is broken.

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Step 2. Compliance Risk Assessment

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Before switching, confirm:

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• HOTMA logic alignment
• Asset and income calculation accuracy
• EIV documentation integrity
• TRACS transmission continuity

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Make sure your new property management software team includes operators who have processed MORs and filed 50059s — not just software trainers.

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Step 3. Clean Data Before Migration

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Migration multiplies whatever you bring into it. That’s why clean migration is so important; it prevents inherited compliance errors. To combat errots make sure to validate:

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• Certification status
• Income fields
• Receivables
• Resident file accuracy

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Step 4. Parallel Testing

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Rather than blindly flipping the switch, make sure it works by simulating:

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• Test certifications
• Sample TRACS submissions
• Accounting balance validation
• Staff workflow rehearsal

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The ExactEstate 3-Day Smooth Transition Model (No Downtime)

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This is where we differ. Most PMS transitions drag on for weeks.

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ExactEstate transitions can go live in as little as 3 days because compliance, accounting, and TRACS tracking are unified in one platform.

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Day 1 – Migration + Configuration

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• Resident data imported
• Compliance rules activated
• Property structure configured

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Day 2 – Training + Validation

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• Leasing → recert → accounting walkthrough
• HUD-50059 auto-generation test
• Reporting verification

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Day 3 – Go Live

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• Live certifications processed
• TRACS readiness confirmed
• Accounting verified

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No disconnected modules. No manual reconciliation.

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What Competitors Don’t Tell You About Switching

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Most vendors sell features. They don’t discuss:

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• MOR exposure during transition
• TRACS timing coordination
• Policy alignment with system logic
• Post-go-live monitoring

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Switching property management software isn’t technical. It’s operational. If it takes 15 screens, it’s broken.  ExactEstate was built by property managers, for property managers. 

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Frequently Asked Questions 

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1. How long does switching property management software take?

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With structured migration and clean data, ExactEstate can transition portfolios in as little as 3 days.

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2. Will switching disrupt HUD payments?

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No, when TRACS validation and compliance testing are built into the transition process.

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3. Is switching risky during HOTMA implementation?

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It’s riskier to stay on software that doesn’t support HOTMA logic natively.

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4. What happens to historical certifications?

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Historical certifications are migrated and validated to preserve audit trails and compliance documentation.

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The Hidden Cost of Not Switching

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Teams delay switching because they fear disruption. But staying means:

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• Staff burnout
• Manual corrections
• Rejected vouchers
• Compliance findings
• Higher turnover

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The risk isn’t switching. The risk is staying stuck. Switching property management software should not feel like gambling with your compliance.

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ExactEstate delivers:

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✓ Unified compliance + accounting
✓ Real-time TRACS validation
✓ Built-in HOTMA logic
✓ Audit-ready reporting
✓ Structured 3-day go-live

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If you’re evaluating switching property management software and want a guaranteed smooth transition, book a demo. Discover how property managers reduced compliance risk after switching to ExactEstate.

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Let’s make your next system your last.

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