For landlords who own 4 or more rentals

Landlord Portfolio Software
What It Should Do Once You Own More Than a Few Rentals

Most software sold to landlords is built to collect rent and fix toilets. Once you own several rentals, often in more than one LLC, the harder job is the owner's view: each property's books kept apart, properties grouped the way you hold them, and one roll-up for your CPA and your lender. Here is what landlord portfolio software has to do, what it costs at 10 units, and a six-property example set up in SealedFolio.

See the six-property example See SealedFolio's two plans

Short answer: landlord portfolio software is the owner's ledger, not the tenant's portal

Landlord portfolio software tracks a group of rentals the way an owner sees them: income and expenses kept separate for every property, properties grouped by LLC or partner, mortgages and values per property, and roll-ups such as a rent roll, a schedule of real estate owned (SREO) and a Schedule E report built from the same records. Property management software such as TenantCloud, Buildium or AppFolio covers the tenant side: online rent, screening, maintenance requests and owner portals.

SealedFolio is landlord portfolio software for Mac and Windows that keeps every record in an encrypted vault on your own computer. SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, and SealedFolio Portfolio is $39 a month or $297 a year for unlimited properties, each with a 30-day money-back guarantee. SealedFolio does not collect rent or screen tenants.

Key facts: landlord portfolio software and SealedFolio

Landlord portfolio software vs property management software: two different jobs

Search for landlord portfolio software and most results are property management roundups: rent collection, tenant portals, maintenance tickets, team calendars. Those tools answer "is the tenant paid up?" Landlord portfolio software answers "how is each property, and the whole portfolio, doing for me as the owner?" SealedFolio sorts the jobs like this, so you can see which half you are shopping for.

JobProperty management softwareLandlord portfolio softwareSealedFolio
Collect rent onlineCore featureOptionalNo. Record rent paid by transfer, Zelle or check
Screening, listings, maintenance requestsCore featureRarelyNo screening or listings; work orders per property
Books kept apart per propertyUsuallyCore featureYes, every transaction belongs to one property
Group properties by LLC, partner or strategyVaries by planCore featureYes, named portfolios such as one per LLC
Rent roll across every unitUsuallyCore featureYes, with CSV export
Schedule of real estate owned for a lenderRarelyCore featureYes, on Portfolio ($297 a year)
Schedule E per propertyOften a higher tierCore featureYes, Schedule E and T776 on both plans
Where the records liveVendor's cloudVariesEncrypted vault on your own Mac or PC

Plenty of landlords run one of each: a rent collector for tenants and landlord portfolio software for the owner's books. If tenant operations are what you need, SealedFolio's 2026 ranking of rental property software covers the rent collection side tool by tool.

Six things landlord portfolio software should do past 3 rentals, and how SealedFolio does each

At one or two rentals a spreadsheet copes. These six jobs are where it starts to break, so test any landlord portfolio software, SealedFolio included, against them with your real properties loaded.

  1. Keep each property's books apart. Every rent payment, repair and tax bill has to land on one property, or the Schedule E columns and the per-property cash flow are wrong. In SealedFolio every transaction is filed against a property and categorized by Schedule E line.
  2. Group properties the way you hold them. Two LLCs, a partner on one building, a condo in your own name: landlord portfolio software should let you look at each group alone. In SealedFolio you create named portfolios under Settings, Portfolios and switch the property list, transactions, documents and map between them or All Portfolios from the sidebar.
  3. Roll up the whole portfolio. One dashboard for the whole vault, with property value and income and expense totals. SealedFolio's dashboard totals cover all portfolios, even when you select one in the sidebar.
  4. Produce a rent roll. A lender or buyer will ask for one. SealedFolio's rent roll lists every active tenant with property, unit, lease dates, rent, amount paid and balance, and exports to CSV. Where each rent roll column comes from is laid out on SealedFolio's page for rent roll and local property management software.
  5. Produce an SREO. Every refinance brings a request for a schedule of real estate owned. SealedFolio Portfolio produces one with value, mortgage balance, NOI, LTV and DSCR for each property, exportable to CSV.
  6. Get data in and out in bulk. Typing in the sixth property's history by hand takes a weekend. SealedFolio Portfolio imports CSV, OFX and QIF bank files, and either plan can pull transactions through optional Plaid import with your own Plaid credentials. Whatever you choose, confirm it exports your full history too.

For the numbers each property should carry once it is in the software, from value and debt to occupancy, see SealedFolio's guide to what a real estate portfolio tracker should hold.

Worked example: a six-property, two-LLC landlord portfolio set up in SealedFolio

This SealedFolio example uses an illustrative landlord who owns six rentals: three houses in Oak Street LLC, a duplex and a fourplex in Ridge Avenue LLC, and a condo in their own name. The rents are made up for the example; the plan limits, prices and screens are SealedFolio's real ones.

Diagram of the SealedFolio landlord portfolio example: Oak Street LLC with 3 houses at $5,150 a month, Ridge Avenue LLC with a duplex and fourplex at $6,900 a month and a condo at $1,400, rolling up to 6 properties, 10 units and $13,450 of monthly rent
Landlord portfolio software example: three groups rolled into one view. Diagram by SealedFolio.
  1. Pick the plan by property count. Six property records holding 10 units. SealedFolio Pro stops at 3 properties, so this landlord needs SealedFolio Portfolio at $297 a year. The fourplex counts as 1 property, not 4.
  2. Create two portfolios. Under Settings, Portfolios, add "Oak Street LLC" and assign the three houses, then add "Ridge Avenue LLC" and assign the duplex and fourplex. The condo stays in the default portfolio, which SealedFolio names My Portfolio.
  3. Check one LLC at a time. Switch the sidebar to Oak Street LLC and the property list, transactions, documents and map show only the three houses: $1,650 + $1,700 + $1,800 = $5,150 of rent a month. Switch to Ridge Avenue LLC to see the duplex and fourplex: $2,500 + $4,400 = $6,900 a month across 6 units. Dashboard totals still cover all portfolios.
  4. See the whole portfolio. Switch to All Portfolios: 6 properties, 10 units and $13,450 of rent a month ($5,150 + $6,900 + $1,400).
  5. Hand the CPA a Schedule E. SealedFolio's Schedule E report gives each US property its own entry. In this example, review the entries for all 6 properties with your CPA. If both LLCs are single-member LLCs taxed as disregarded entities, your CPA can use those entries for Schedule E. A multi-member LLC files a partnership return (Form 1065) and reports its rentals on Form 8825, which SealedFolio does not prepare.
  6. Send the lender an SREO. For a Ridge Avenue refinance, open the SREO report on SealedFolio Portfolio and export the CSV. Check which property rows the lender needs before you send it.

The sidebar switch scopes the property list, transactions, documents and map. Check the property rows in each report before sharing it. To check what a single rental clears each month before it joins the portfolio, use SealedFolio's free rental cash flow calculator.

What landlord portfolio software costs for a 10-unit landlord, SealedFolio included

SealedFolio priced the landlord in the worked example, 6 properties and 10 units with one rent payment per unit a month, on each tool's published pricing rule, annual billing where offered. The tools do different jobs, so a low price on a rent collector is not a like-for-like saving on landlord portfolio software.

Tool and pricing ruleYearly cost at 10 unitsMain job
SealedFolio Portfolio (unlimited properties)$297Owner's books, portfolios, SREO, Schedule E, on your computer
Stessa Manage (Schedule E starts on Manage)$144Cloud tracker with rent collection
RentRedi (unlimited properties)$144Rent collection and tenant app
TenantCloud Starter (up to 10 leases)$180Rent collection and tenant portal
Baselane Core, rent to an outside bank ($2 per payment)$240Landlord banking and bookkeeping
Buildium Essential (starting price)From $744Property management
Yardi Breeze ($1 per unit a month, $100 monthly minimum)$1,200Property management
DoorLoop One ($199 monthly minimum shown)Ask for annual quoteProperty management
AppFolio Core (50-unit minimum, from $1.49 per unit a month)Not sold at 10 unitsProperty management

Prices: each vendor's pricing page as SealedFolio read it on 29 September 2026, with TenantCloud rechecked 8 October, DoorLoop and AppFolio 29 October, and Yardi Breeze 22 October 2026. Baselane Core is $0 while rent lands in Baselane Checking. TenantCloud lease 11 moves you to Growth at $350 a year. DoorLoop lists a $199 monthly minimum but does not quote an annual total for this example.

How each of these bills changes at 3, 25, 50 and 100 units is worked out in SealedFolio's rental software cost table by portfolio size.

Where SealedFolio fits as landlord portfolio software, and where it does not

SealedFolio is built for the owner's side of a rental portfolio, and it leaves tenant operations to other tools on purpose. Both halves of that decision, for a landlord with a handful to a few dozen rentals:

SealedFolio fits if

  • You own the rentals yourself or through your own LLCs.
  • Tenants pay by transfer, Zelle or check, or through a rent collector you keep.
  • You want records on your own Mac or Windows PC, with core work running offline.
  • You need Schedule E (US) or T776 (Canada) per property, and an SREO for lenders.

Pick another tool if

  • Tenants must pay inside the software: RentRedi at $144 a year or TenantCloud from $180.
  • You manage for other owners and need owner portals: Buildium from $744 a year or Yardi Breeze at $1,200.
  • Several staff each need their own login.
  • You run everything from a phone. SealedFolio has no iPhone or Android app.

Everything the books side covers, from Schedule E line mapping to depreciation and mortgage tracking, is on SealedFolio's page for landlords tracking rental income and expenses.

Landlord portfolio software: frequently asked questions

Is there an app for landlords?

Yes, two kinds. Stessa, Baselane, DoorLoop, TenantCloud and Buildium run in a browser and ship iOS and Android apps for rent, receipts and tenants. SealedFolio is an installed desktop app for Mac and Windows that keeps a landlord's books, leases and tax reports in an encrypted vault on the computer, with no phone app.

How much does TenantCloud cost per month?

On annual billing, as SealedFolio read TenantCloud's pricing page on 8 October 2026, Starter costs $180 a year ($15 a month) for up to 10 leases, Growth $350 a year for up to 30 leases, and Pro $50 a month, or $600 a year, for up to 60 leases. Business needs a quote.

What is the 2% rule for rentals?

The 2% rule is a rough screen that says a rental's monthly rent should be at least 2% of its purchase price, so a $150,000 house passes at $3,000 a month. It ignores vacancy, repairs and financing, so check the real cash flow per property before you buy.

Can SealedFolio separate rental properties by LLC?

Yes. In SealedFolio you create named portfolios, for example one per LLC, and assign properties to them. SealedFolio Portfolio allows unlimited properties; Pro stops at 3. The property list, transactions, documents and map can be viewed by portfolio. Check the property rows in reports before sharing them.

How much is SealedFolio for a landlord with 4 or more properties?

SealedFolio Portfolio is $39 a month or $297 a year for unlimited properties on 3 computers. SealedFolio Pro is $19 a month or $179 a year but stops at 3 properties. Units inside a property are not counted, and every plan has a 30-day money-back guarantee on the first purchase.

Is landlord portfolio software worth it with only a few rentals?

With 1 to 3 rentals a careful spreadsheet can work. It usually stops working at the fourth property or the second LLC, when per-property tax lines, receipts and lender reports have to be rebuilt by hand each year. SealedFolio Pro at $179 a year covers up to 3 properties if you want the records in one place sooner.

Run your landlord portfolio on your own computer with SealedFolio

SealedFolio Pro is $19 a month or $179 a year for up to 3 properties. SealedFolio Portfolio is $39 a month or $297 a year for unlimited properties, the SREO report and bulk import. Paid at checkout, no free trial, 30-day money-back guarantee.

See SealedFolio pricing

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