How to choose property management software in Greece
Choose software by what your clients can see without calling you, not only by what it does for your office. Ask every vendor the same eight questions, then test it on one real property with an open repair. PropOS, the property file your clients see, is built for property management companies in Greece and runs next to your CRM, under your name and logo.
Published 1 November 2026 · Updated 1 November 2026 · PropOS team
No pitch deck. No commitment. Just an honest conversation.
What should the software do for your clients, not only for your office?
Most property software is built for the desk: contracts, tenants, payments, tasks. That side matters, and you probably have it covered already.
The gap for a firm with clients abroad is the other side. Your client pays you to look after a property they rarely see. Every question they cannot answer themselves becomes a call to your team: is the rent in, what is this Greek letter, did the plumber come, how much was it?
So split your list in two before any demo. Column one: what your team needs to run the work. Column two: what your client needs to see without asking. Software that only fills column one leaves your phone ringing.
Which questions should you ask every vendor in a demo?
Eight questions. Ask them in every demo, ours included, and write the answers down word for word, so you compare answers and not impressions.
| Ask | A good answer | A warning sign |
|---|---|---|
| 1. What does my client see, and on what device? | Their own property, on their phone, with nothing to install | Only what your team exports into a report |
| 2. Whose name is on the screens your client opens? | Yours, on every screen of the client's file | The vendor's brand, or yours on the sign in page only |
| 3. How does my client approve a quote? | They open the notification and approve with one tap, quote attached | Outside the software, so your team records it by hand |
| 4. When does my client see a new invoice? | When your team sends it, with a notification on their phone | In the month-end report |
| 5. Where does a document's history go? | The document stays linked to the conversation it came from | Files in folders, with no record of why they were sent |
| 6. Can my client understand a Greek document? | A short summary in their language, with the original kept | Greek only, so your team explains each one |
| 7. Who can see which property? | Each client their own; your team all of them | One shared view that someone has to check by hand |
| 8. Can we take our data and leave? | Stored in the EU, full export, full deletion | Export on request, or only part of it |
How do you test the software on one real property?
A demo shows the software at its best. A trial on one property shows it on a normal week.
Pick one property with something open right now: a repair waiting for approval, or a lease coming up for renewal.
Pick one client who will tell you honestly what they think.
Put this month's real documents in: the latest invoice, the lease, the εκκαθαριστικό ΕΝΦΙΑ.
Send one update and one quote the way you would on any working day.
A week later, ask your client three things: what did you open, what did you not understand, what did you still have to ask us?
Ask the colleague who did the work: did this add steps, or take some away?
In PropOS, step 4 looks like this on a demo property, Kolonaki apt.: you open a conversation for the kitchen leak, attach the plumber's €420 quote and send it. Your client approves from their phone, and the €420 appears as upcoming in Financials before any invoice exists.
No pitch deck. No commitment. Just an honest conversation.
What should you check about your data before you sign?
Three things, in writing. Where the data is stored. Whether you can export all of it, not a summary. Whether you can delete your account and every record when you leave.
For PropOS the answers are: in the EU; everything, whenever you ask; and yes, completely. Ask every vendor the same three, and keep their answers with the contract.
Does new software have to replace your CRM?
No, and be careful with a demo that asks you to move everything at once. Your CRM or accounting package holds your firm's records and should keep doing so.
What you are adding is the part your client opens. PropOS sits beside your CRM: your team keeps its records where they are, and sends the quote, the document or the update to the client through the property's file.
If a vendor needs more than a sentence to answer "what happens to our CRM?", ask again.
How do you compare the cost fairly?
Turn every price into the same unit: cost per property per month, at the number of properties you manage today and the number you expect next year.
Then add what the price sheet leaves out: setup fees, charges per user, how long you commit for, and the hours your team spends moving data in.
PropOS is priced per property per month, with no setup fee. Current prices are in the Pricing section of our homepage.
Everything you want to know.
Anything else, ask on the call.
Who from my team should sit in on a software demo?
The person who answers client calls most often, and the person clients ask about invoices and approvals. They know which questions come in and where the answers are kept today. Bring one real client question and ask the vendor to answer it in front of you.
Does my client need a computer to use PropOS?
No. Your client opens their property in PropOS on their phone, and there is nothing to install.
Where can I see what PropOS costs?
PropOS is priced per property per month, and current prices are in the Pricing section of our homepage. On the intro call we go through prices for the number of properties you manage; the price per property goes down as you add more.
How long should a trial on one property run?
Long enough for something real to happen at the property: a repair, a bill, a letter from the tax office. Plan for a few weeks, and judge the result by what your client stopped asking.
Bring your eight questions. We will answer them on a demo property.
No pitch deck. No commitment. Just an honest conversation.