Free Plans and Free Trials Compared: What You Really Get

Free plans and free trials solve different problems. A free plan is a permanent tier with limited features, funded by fees elsewhere in the system. A free trial is a time-limited test of a paid plan. A free plan can be a sound long-term choice for a landlord with a few simple units, while a trial is best used as a structured test with your own data. Neither is free of cost if you ignore the payment, screening and switching fees that surround them.

How free plans make money

A vendor that gives away software still has to earn revenue. The usual sources are:

• Tenant payment fees. Tenants pay a fee when they use a card or sometimes bank transfer, or the landlord pays a processing fee.
• Screening fees. Applicants or landlords pay for credit, criminal and eviction reports.
• Upgrades. Accounting, reporting, automation or additional users sit behind paid tiers.
• Add-on services. Insurance products, rent guarantees, utility setup or marketing services.
• Listing syndication. Premium placement or paid advertising on rental listing sites.

None of this is wrong, but you should know which of these applies, who pays and whether you are comfortable with it. For example, a plan where tenants pay a card fee can reduce your costs while increasing friction for tenants, who may pay late if they dislike the fee.

Typical limits on free plans

How free trials work

Trials generally run for a fixed period such as two to four weeks, or for a number of units. Some require a credit card up front and convert automatically to a paid plan. Others let you export data and walk away. Read the terms for three things: whether a card is required, what happens at the end of the trial and whether you can downgrade to a free tier.

Tip. Put the cancellation date in your calendar before you start. Trials that auto-convert are the most common source of surprise charges.

Using a trial properly

A trial wasted on clicking around the interface tells you little. Treat it as a test with a script.

1. Load real data. Import a sample of units, tenants and one lease with a recurring charge.
2. Run the monthly cycle. Post rent, apply a payment, create a late fee, issue a credit and run the rent roll.
3. Test the money flow. Set up a bank account, send a test payment and confirm the timing and fees.
4. Create a maintenance request. Assign it to a vendor and close it with a cost.
5. Generate reports. Produce the reports your accountant or owners expect and compare them with your current numbers.
6. Test support. Ask a real question and measure the response time.
7. Test export. Export your data and see whether you could take it elsewhere.

Score each step on a simple scale so the decision is not based on whichever demo felt best.

Comparing the true cost of a free plan

Worked example (illustrative). A landlord with 12 units collects 14,400 dollars in rent per month. Plan X is free, and tenants pay a flat 3 dollar fee per bank payment, so the landlord pays nothing. Plan Y costs 36 dollars per month and charges the landlord 1 dollar per bank payment. Plan Y costs 36 + 12 = 48 dollars per month for the landlord, whereas Plan X costs the landlord nothing but costs tenants 36 dollars in total per month. If Plan Y includes accounting that saves the landlord two hours a month, and that time is worth 25 dollars per hour, the extra 48 dollars buys 50 dollars of time. The right choice depends on whether you value tenant experience, accounting depth or lowest cash cost.

Use the rent payment fee calculator to compare payment structures and the ROI calculator to value time saved.

When free is a good fit

• You have a handful of units with stable tenants.
• You mostly need rent collection, a lease template and basic records.
• You keep your accounting elsewhere.
• You are comfortable with the tenant fee structure.

When free becomes expensive

• You need owner reporting or trust accounting.
• You manage multiple staff or part-time help.
• You expect to grow past the unit cap soon.
• You depend on integrations that are only on paid tiers.
• You cannot export your data in a usable format.

Data portability

The biggest risk with a free plan is dependence. After two years of leases, ledgers and documents live in a system whose terms can change. Export your data on a schedule, keep a copy of lease PDFs and ledgers outside the platform and confirm that exports include historical transactions. Our migration guide explains what a complete export should contain.

Questions to ask before choosing a free plan

1. What are all the ways you earn revenue from my tenants or me?
2. What is the unit cap and what does the next tier cost?
3. Are exports available on the free plan?
4. Can you change the terms or discontinue the free plan, and with what notice?
5. How do you handle tenant data and privacy?

When to consult a professional

If you hold deposits or collect rent for owners, check with your accountant or state regulator that the free tool's bank and trust account handling meets your obligations.

Frequently asked questions

Can I run a business on a free plan?

Yes, for a small portfolio with simple needs. Plan for the day you outgrow it and keep exports current.

Do trials require a credit card?

Some do and some do not. Read the sign-up page and the terms, and note the date the trial converts to a paid plan.

Is it safe to enter tenant data during a trial?

Treat it as real data. Review the vendor's privacy and security statements, and use a limited sample if you are unsure.

Sources and further reading

• Federal Trade Commission — consumer protection guidance on subscriptions and automatic renewals.
• Consumer Financial Protection Bureau — information on tenant screening and consumer reports.
• National Apartment Association — resources for rental housing providers.