Moving to a cloud-based property management system is more than just an upgrade, it can be a game-changer. From faster access to real-time data to streamlined communication and time-saving automation, the benefits are both immediate and ongoing.
The best part is, with the right support, your migration can be smooth, surprisingly simple (and even empowering!). Moving to the cloud is a smart move that future-proofs your business and gives your team more time for what matters most… being present for your clients.
In this guide, we’ll walk through the key steps to help you confidently migrate your trust accounting software (both property data and workflows), so you can hit the ground running with your new cloud property management software.
1. Get clear on what you’re moving, and what you’ll gain
Before you migrate take a moment to map out your priorities. This is your chance to leave behind clunky processes and move forward with clarity.
Ask yourself:
- Which features matter most to our team?
- Are our current trust accounting records clean and up to date?
- What documents or contact lists should we bring across?
By starting with a clear picture, you set yourself up for a cleaner, smarter start and ensure you’re only carrying over what adds value.
2. Take advantage of test migrations
A quality cloud property management system will offer test migrations so you can see your data in action before you go live.
This is where the magic starts:
- Trial how your trust account behaves
- Spot any small fixes early and resolve them fast
- Fine-tune the setup until it feels right for your business
Think of it like a dress rehearsal so when it’s showtime, everything runs seamlessly.
3. Get your team involved early
The switch to cloud software is exciting, especially when your team feels prepared. Most platforms come with built-in training centres, demo accounts and easy onboarding tools. Use them to build momentum.
Here’s how:
- Let staff explore real workflows in a demo account
- Assign internal champions to guide others
- Encourage self-paced learning ahead of launch
The more confident your team feels before go-live, the faster they’ll adapt and the more they’ll love what’s new.
4. Bring your clients on the journey
Cloud software often improves how you send statements, handle maintenance and update clients, but it’s important to let them know what’s changing.
Stay ahead with:
- Sample statements for landlords
- Heads-up emails for trades and tenants
- Clear comms on what they can expect (and why it’s better!)
This positions your agency as proactive and professional and builds trust before you even switch.
5. Launch and verify with confidence
Once you go live, it’s all about making sure your data and settings are dialled in. While automation does the heavy lifting a few manual checks can help lock in accuracy from the start.
Things to confirm:
- Rent amounts and pay-to dates
- Fee structures and disbursement settings
- Statement delivery and comms preferences
- Contact and property details
Think of this step as quality control giving you peace of mind that your trust accounting system is set up for success.
6. Unlock the power of your new system
Your new property management software isn’t just easier to use it unlocks tools that elevate your entire operation.
Now’s the time to:
- Automate everyday workflows (and ditch the inbox chaos)
- Use the task centre to manage internal comms
- Invite owners and tenants to your self-service apps
- Reduce repetitive admin with smart, automated replies
These features aren’t just “nice-to-haves”, they’re performance boosters that save your team hours every week.
7. Celebrate the change and support your team
Change can feel big, but it also brings fresh energy, better tools and more breathing room for your team. Keep the vibe high by:
- Focusing on the wins, like time saved and tasks automated
- Checking in regularly with your team
- Celebrating progress (even the small stuff!)
When your team feels empowered, they’re more likely to explore the full potential of your new real estate accounting software and drive even better results for your clients.
🎧 Want more expert insight?
Listen to our latest podcast episode with Natalie Hastings as she shares her top tips for migrating to the cloud with confidence and clarity.
