A beginner’s guide to using analytics in property management software

Revenue & turnover forecast: predict your cash flow

One of the biggest challenges in property management is ensuring a steady and predictable cash flow. Unexpected losses in rental income can make it difficult to cover maintenance costs, loan payments, and operational expenses. That’s why forecasting is essential to stay ahead of financial surprises.

A well-planned revenue forecast helps you:

• Anticipate rental income changes - so you’re never caught off guard.
• Plan for expenses - from maintenance costs to property upgrades.
• Identify potential cash flow gaps - and take action before they impact your business.

A key input for accurate forecasting is your rent roll – a snapshot of all active leases, their terms, rental rates, and occupancy status. With a clean and up-to-date rent roll, you can immediately see how much rental income to expect and when certain leases will end. It forms the foundation of your revenue projections and helps you track income reliability across your portfolio.

With Hausing you can see:

1. Projected revenue for the upcoming months in convenient graph view or in downloadable spreadsheet format.

2. Lease changes calendar, so you can see the upcoming changes early on and be prepared to fill in the vacancies.

3. Rent roll of all your active leases.

But how to use this data to your advantage?

• Adjust your pricing strategy – if turnover rates are high, review your pricing and compare it to market trends. Are you charging too much or is it time for a rent increase?
  
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  Plan for vacancy gaps – if revenue forecasts show upcoming dips due to lease expirations, take action early by increasing marketing efforts or offering renewals or listing your properties that are ready to be rented out.
  
• Control expenses – use revenue trends to decide when to schedule major repairs, upgrades, or expansions without disrupting your financial stability.
  

"Hausing is simple to use, easy to learn and keeps our data up to date in real-time." explained Merle from Palm Grupp the importance of Hausing.

Tracking utility costs: where your money is going (and how to save)?

Utility costs can be one of the biggest unseen profit killers in property management. Without proper tracking, expenses for heating, water, and electricity can quickly spiral out of control.

But simply knowing that utilities are expensive isn’t enough—you need data-driven insights to understand exactly where your money is going and how to cut unnecessary costs.

With Hausing’s utility tracking analytics:

• See expenses per building,

  
  

• Owner’s costs per building

• You can break down expenses per square meter – this is not only valuable insgiht to you, but also for future tenants.

This data allows you to: 

• Identify high-cost properties,
  
• Spot inefficiencies,
  
• Compare trends over time, 
  
• Compare the costs paid by tenants and by the company itself.
  

If one building consistently has higher water or electricity bills, it might indicate leaks, inefficient systems, or wasteful usage. By monitoring these trends, property managers can proactively take action—whether it’s negotiating better supplier rates, upgrading insulation, or educating tenants on energy-saving practices.

Maintenance analytics: reduce costs & stay ahead of repairs

Unexpected maintenance issues can quickly drain profits and disrupt tenant satisfaction. A small leak left unattended can turn into a costly water damage repair or expensive emergency replacement.

The key to avoiding unnecessary expenses and last-minute repairs is preventive maintenance management - and that’s where maintenance analytics come in.

Read what is digital ticketing and how it’s an important tool for operational efficiency.

Hausing’s maintenance management tools give property managers a real-time overview of all tenant requests, helping them prioritize tasks, allocate resources efficiently, and prevent costly breakdowns.

Hausing client since 2019, Ülemiste City, pointed out that:

"Hausing essentially became an extra member of the property management team."

Read their case study about how they handle 800+ tasks a month and have a very customer-centric mindset.

The analytics covers:

• Incoming maintenance task count – see how many task do you have incoming in a month.
• Maintenance task categories – identify recurring issues (e.g., plumbing vs. electrical) to spot patterns and invest in preventive solutions.
• Maintenance task statuses – track whether issues are reported, in progress, or completed, ensuring nothing gets overlooked.

By analyzing maintenance trends, property manager can predict future repair costs, reduce emergency fixes, and improve tenant satisfaction. If certain buildings repeatedly require the same type of maintenance, it might be a sign that a long-term solution—such as upgrading outdated equipment—will be more cost-effective than repeated repairs.

Conclusion: make data-driven decisions with property management software