Tenant screening isn’t just a box to tick, it’s the difference between securing reliable tenants and dealing with late payments, property damage, or even costly evictions. In 2025, with rental fraud on the rise and regulations tightening, landlords and property managers can’t afford to rely on gut instinct alone.
That’s where tenant screening and background check SaaS platforms come in. These tools streamline the entire process, from pulling credit histories to verifying employment, checking eviction records, and ensuring compliance with laws like the Fair Credit Reporting Act (FCRA). Whether you’re an independent landlord managing a handful of units or a property management company overseeing hundreds, having the right software in place can mean faster decisions, reduced risk, and long-term tenant stability.
This guide will walk you through the best tenant screening SaaS platforms available in 2025, what features to look for, how pricing works, and how to choose the right tool based on your portfolio size and compliance needs.
What Is Tenant Screening SaaS?
Tenant screening SaaS (Software-as-a-Service) refers to cloud-based platforms that help landlords, real estate agents, and property managers evaluate potential tenants before signing a lease. Unlike generic background check services, these tools are designed specifically for the rental market, providing data that’s relevant to housing decisions and ensuring compliance with rental laws.
A typical tenant screening software pulls information from multiple data sources and compiles it into easy-to-read reports that may include:
- Credit history – including credit score, payment behavior, and outstanding debts.
- Eviction records – past eviction filings or judgments that signal potential risk.
- Criminal background checks – nationwide or state-level checks, sex offender registries, and criminal court records.
- Rental history – past landlord references and history of on-time rent payments.
- Employment and income verification – pay stubs, tax documents, or payroll verification systems to confirm affordability.
- Identity verification & fraud detection – ensuring applicants are who they claim to be.
Most modern SaaS tools are built to comply with the Fair Credit Reporting Act (FCRA) and other housing regulations, giving landlords legal protection against discriminatory or non-compliant screening practices.
In short, tenant screening SaaS reduces uncertainty and saves time by automating background checks while helping landlords make more confident, data-backed leasing decisions.
Why Landlords & Property Managers Need Screening Software
Finding the right tenant can make or break a rental business. A single missed payment or a difficult eviction can lead to thousands of dollars in losses. This is why tenant screening software has become a must-have tool for both independent landlords and professional property managers.
Here’s why it matters:
- Reduce Financial Risk
Screening helps identify tenants with a history of missed payments, evictions, or financial instability (reducing the risk of rental defaults). - Ensure Legal Compliance
Many SaaS platforms are built to comply with the Fair Credit Reporting Act (FCRA) and local housing regulations. This protects landlords from discrimination claims and ensures proper handling of sensitive data. - Save Time & Improve Efficiency
Instead of manually checking references and pulling credit reports, landlords can get a complete tenant profile in minutes. Automated workflows make it easier to process multiple applications simultaneously. - Improve Tenant Quality
With access to credit, criminal, and eviction records, landlords can make better decisions upfront, leading to more reliable tenants and fewer evictions. - Scale Property Management
For landlords or firms handling dozens or hundreds of units, SaaS tools integrate seamlessly with property management systems, streamlining tenant applications, background checks, and lease approvals at scale.
In short, tenant screening software isn’t just about background checks. It’s about protecting your investment, staying compliant, and creating smoother rental operations.
Key Features to Look For in Tenant Screening SaaS
Not all tenant screening platforms are created equal. While most provide basic credit and background checks, the best SaaS tools go further, offering deeper insights, integrations, and compliance safeguards. When evaluating software, here are the features that matter most:
- Credit Reports
Look for access to major credit bureaus (Experian, Equifax, TransUnion). Some services provide single-bureau reports, while others offer multi-bureau insights for a more complete picture. - Eviction History
A must-have feature to check if an applicant has ever been legally evicted. This can signal potential red flags that may not show up in credit reports alone. - Criminal Background Checks
Nationwide and statewide searches, including sex offender registries and court databases, to identify any criminal records relevant to housing decisions. - Employment & Income Verification
Automated systems that connect to payroll providers or request pay stubs help confirm a tenant’s ability to afford rent consistently. - Identity Verification & Fraud Detection
With rising rental fraud, modern SaaS platforms often use ID document verification, SSN checks, and fraud detection algorithms to reduce risk. - Customizable Application Forms
Many tools allow landlords to create digital rental applications, collect documents, and streamline the onboarding process. - Property Management Integrations
The best platforms integrate with broader real estate CRMs and property management software (e.g., Buildium, AppFolio) to centralize workflows. - Transparent Pricing Models
Some platforms operate on a tenant-pays model (where the applicant pays the screening fee), while others offer landlord subscriptions for bulk screening. Understanding which model suits your business is crucial. - Compliance & Data Security
Ensure the software is FCRA-compliant and adheres to local rental laws. Strong data encryption and secure recordkeeping are equally important for handling sensitive tenant information.
When evaluating different SaaS tools, use these features as a checklist to filter out platforms that don’t meet your compliance or operational needs.
Best Real Estate SaaS Tools for Tenant Screening & Background Checks
The tenant screening market has grown rapidly, with dozens of SaaS tools offering everything from simple credit checks to fully integrated property management solutions. Choosing the right platform depends on your portfolio size, budget, and whether you want a standalone screening tool or an all-in-one rental management system.
Below, we break down the leading tenant screening software options in 2025, highlighting their key features, strengths, weaknesses, and best-fit use cases.
1. TransUnion SmartMove
TransUnion SmartMove is one of the most established tenant screening services in the U.S., operating under the umbrella of TransUnion (one of the three major credit bureaus). Unlike generic background check services, SmartMove is tailored specifically for rental housing, delivering comprehensive reports directly to landlords while keeping applicants’ sensitive information secure.
Instead of requiring landlords to store Social Security Numbers or financial records, SmartMove manages this process within its platform, reducing liability and ensuring compliance with the Fair Credit Reporting Act (FCRA).
Key Features
- Credit Reports: Provides a full TransUnion credit report, including payment history, debt load, delinquencies, and bankruptcies.
- ResidentScore: A proprietary scoring model built by TransUnion, optimized for predicting rental outcomes more accurately than traditional credit scores.
- Criminal Background Checks: Searches across national, state, and county-level databases, as well as the sex offender registry.
- Eviction Records: Access to millions of eviction filings and judgments nationwide.
- Income Insights: An add-on that compares tenant-reported income with their credit data, flagging potential discrepancies.
- Tenant-Pays Option: Tenants can cover the screening fee (usually $35–$45), meaning landlords don’t have to absorb costs.
Pricing (as of 2025)
SmartMove offers several pricing tiers:
- Basic ($25): ResidentScore and criminal background check.
- Plus ($40): Adds eviction history and full credit report.
- Premium ($45): Includes everything plus Income Insights.
This pricing makes it flexible for landlords who want to balance cost with thoroughness.
Pros
- Backed by a trusted credit bureau with a long track record.
- Instant, automated reports available in minutes.
- Tenant-pays model minimizes upfront costs for landlords.
- Includes specialized rental scoring (ResidentScore) instead of generic credit models.
- Covers broad compliance requirements, reducing legal risk.
Cons
- Limited integrations with full-service property management software (e.g., Buildium, AppFolio).
- Bulk pricing is less competitive for large-scale property managers screening dozens of tenants monthly.
- Lacks customizable application forms or advanced fraud detection found in newer SaaS platforms.
- Some landlords report occasional false negatives in eviction databases (a common issue across screening tools).
Best For
- Individual landlords and small portfolios looking for a reliable, low-cost solution.
- Owners who prefer a tenant-pays pricing model to minimize expenses.
- Landlords who need instant, FCRA-compliant reports without managing sensitive data directly.
Why It Stands Out
SmartMove’s biggest advantage is trust and reliability. Because it’s operated by a credit bureau, the credit and payment history data tends to be more accurate and updated than third-party databases. Its proprietary ResidentScore is another differentiator giving landlords a rental-specific metric that predicts tenant payment risk better than a traditional FICO score.
2. RentPrep
RentPrep is a tenant screening service designed with landlords in mind, offering both automated and human-verified background checks. Unlike fully automated SaaS tools, RentPrep adds a layer of manual review by FCRA-certified screeners to ensure higher accuracy.
This is particularly valuable when dealing with common data issues, such as applicants with common names or incomplete records. RentPrep has built a strong reputation among independent landlords and small-to-mid-sized property managers who value accuracy and personal support.
Key Features
- Background Checks: Nationwide criminal records, sex offender registry, and terrorist watch list checks.
- Eviction History: Search across national eviction databases, including filings and judgments.
- Credit Checks (optional): Full credit reports are available through a partnership with TransUnion, though they are not included in the standard package.
- SSN & Identity Verification: Validates applicant identity and checks for alias names.
- Income Verification Add-On: Confirms stated income with supporting documents.
- Customizable Screening Packages: Landlords can choose between automated reports or human-verified reports for higher accuracy.
Pricing (as of 2025)
- Basic Background Check ($21): SSN verification, eviction, and criminal history (does not include credit).
- Pro Screening ($40): Includes credit report, credit score, and address history, powered by TransUnion.
- Add-Ons: Income verification, judgment searches, and nationwide criminal checks available at extra cost.
This Ă la carte pricing makes RentPrep flexible for landlords who want to control costs while still accessing premium checks when needed.
Pros
- Human-verified reports reduce errors in criminal and eviction records.
- Flexible pricing with both low-cost and full-service options.
- Tenant-pays option available, minimizing costs for landlords.
- Long-standing reputation among landlords for accuracy and customer service.
- Transparent reports designed to be easy to read and interpret.
Cons
- Credit checks are only available on higher-tier plans.
- Slower turnaround if opting for human verification (typically 24–48 hours vs instant).
- Limited integrations with broader property management SaaS tools.
- Bulk discounts less competitive than enterprise-grade platforms like Buildium.
Best For
- Independent landlords and small property managers who want more accuracy than automated-only tools provide.
- Landlords who frequently deal with applicants who may have common names (reducing false positives).
- Owners looking for budget-friendly screening with optional add-ons.
Why It Stands Out
The human verification factor is RentPrep’s biggest differentiator. Automated databases often return incomplete or false information, which can lead to rejecting good tenants or overlooking risky ones. RentPrep bridges this gap with FCRA-certified screeners who manually cross-check applicant data. For landlords who prioritize accuracy and compliance over speed, RentPrep is one of the most reliable options available in 2025.
3. Avail (by Realtor.com)
Avail is a landlord-focused SaaS platform that goes beyond tenant screening, offering a complete rental management suite. Acquired by Realtor.com, it has become one of the most trusted platforms for independent landlords and small property managers who want everything in one place—from marketing a rental listing to signing leases and collecting rent. Tenant screening is built directly into its platform, making it simple to evaluate applicants as part of the rental workflow.
Key Features
- Tenant Screening Reports: Credit, criminal, and eviction checks, powered by TransUnion.
- Customizable Rental Applications: Collect applications online with custom questions, employment history, and supporting documents.
- Income Verification: Applicants can link their bank accounts to provide instant proof of income.
- Lease Management: State-specific lease templates with e-signature functionality.
- Online Rent Collection: Tenants can pay via ACH, debit, or credit cards.
- Maintenance Tracking: Tenants submit repair requests, which landlords can track inside the platform.
- Integration with Realtor.com Listings: Rental listings are syndicated to Realtor.com for more visibility.
Pricing (as of 2025)
- Free Plan: Includes listing syndication, maintenance tracking, and basic application collection.
- Unlimited Plus ($7/unit/month): Unlocks premium features such as custom lease clauses, next-day rent payments, waived ACH fees, and enhanced tenant screening.
- Tenant-Pays Model: Applicants typically pay for screening reports ($55–$65 per report).
Pros
- End-to-end rental management (applications, screening, leases, and payments all in one SaaS).
- Integrated with Realtor.com for wider reach.
- Transparent tenant-pays screening model saves landlords money.
- Strong compliance, with FCRA-compliant screening reports.
- Scales easily for landlords managing multiple units without enterprise costs.
Cons
- Limited bulk management tools compared to enterprise SaaS like Buildium or AppFolio.
- Some premium features (like expedited rent payments) are locked behind the paid tier.
- Not ideal for very large portfolios (100+ units).
- Occasional delays in verification if applicants don’t complete their portion (since reports require tenant consent).
Best For
- DIY landlords who want a single platform to handle everything from tenant applications to rent collection.
- Owners of small-to-mid-sized portfolios looking for low-cost automation.
- Landlords who want tenant screening tightly integrated with lease and payment workflows.
Why It Stands Out
Avail’s biggest strength is being more than just a screening tool. Unlike standalone services, it’s a true SaaS for landlords that integrates marketing, screening, leasing, and payments. For a small landlord who wants an all-in-one system without juggling multiple platforms, Avail delivers exceptional value. Its close ties to Realtor.com also make it a strong option for attracting tenants quickly while keeping the screening process compliant and straightforward.
4. TurboTenant
TurboTenant is one of the most popular free landlord SaaS platforms, offering rental marketing, applications, and tenant screening in a single package. Designed with independent landlords in mind, TurboTenant operates on a tenant-pays model, meaning landlords don’t pay for tenant screening reports. Its combination of affordability, automation, and simplicity has made it especially attractive for landlords managing just a few units.
Key Features
- Tenant Screening Reports: Credit, criminal, and eviction history, powered by TransUnion.
- Online Rental Applications: Customizable forms with employment history, references, and supporting documents.
- Rental Advertising: Syndicates listings to major rental sites like Zillow, Realtor.com, and Apartment List.
- Lease Management: Basic digital lease agreements (state-specific templates available in certain markets).
- Rent Collection: Online rent payments with ACH and credit card options.
- Expense Tracking: Built-in accounting features to monitor rental income and costs.
- Communication Hub: Messaging system to streamline landlord–tenant interactions.
Pricing (as of 2025)
- Free for Landlords: All core features, including marketing and applications.
- Tenant-Pays Screening ($55–$60): Applicants pay directly for background/credit checks.
- Premium Plan ($8.25/month): Includes additional features like state-specific lease templates, faster rent payouts, unlimited document storage, and priority support.
Pros
- Free entry point makes it highly attractive for small landlords.
- Tenant-pays model eliminates screening costs for owners.
- Wide rental listing syndication saves time marketing properties.
- Strong integration of applications, screening, and rent collection in one dashboard.
- Simple, user-friendly interface accessible to non-technical landlords.
Cons
- Premium features (such as custom leases) require a paid upgrade.
- Limited bulk tools for landlords managing more than 50–100 units.
- Reports sometimes depend on tenant cooperation (delays if applicants don’t complete consent forms).
- Not as customizable as enterprise property management platforms.
Best For
- DIY landlords and small portfolios (1–10 units) who want an affordable, streamlined solution.
- Owners who prefer to avoid upfront costs and shift screening fees to tenants.
- Landlords who value simplicity and ease-of-use over advanced integrations.
Why It Stands Out
TurboTenant’s “free-for-landlords” model is its biggest differentiator. While most screening platforms charge landlords or require subscriptions, TurboTenant removes that barrier, making it ideal for individuals just starting out or managing rentals as a side business. Its ability to combine marketing, screening, and payment processing into one free SaaS platform makes it one of the most accessible choices in 2025.
Don’t miss: Top 6 Simple Vacation Property Software For a Single Unit
5. Buildium
Buildium is an enterprise-grade property management SaaS designed for landlords, real estate investors, and professional property management companies handling medium to large portfolios. Unlike standalone screening tools, Buildium integrates tenant screening directly into its comprehensive property management ecosystem, which includes accounting, leasing, rent collection, maintenance management, and reporting. Its depth of features makes it one of the most powerful all-in-one solutions for property managers who need scale and automation.
Key Features
- Tenant Screening Reports: Credit, criminal background, and eviction checks powered by TransUnion.
- Automated Workflows: Applicants submit rental applications, pay fees, and authorize background checks online.
- Customizable Lease Management: Create, send, and e-sign leases directly in the platform.
- Accounting & Financial Tools: Full general ledger accounting, automated rent payments, vendor payments, and bank reconciliations.
- Maintenance Requests: Tenants can submit repair requests, which managers can assign to vendors with cost tracking.
- Owner & Tenant Portals: Secure portals for owners to review reports and tenants to make payments or upload documents.
- Reporting Dashboard: Insights into occupancy rates, rent collection, maintenance costs, and tenant quality.
- API & Integrations: Connects with marketing platforms, payment processors, and other SaaS tools.
Pricing (as of 2025)
- Essential ($55/month): Suitable for landlords with small portfolios, includes core management tools.
- Growth ($174/month): Adds advanced features like performance analytics and premium support.
- Premium ($375/month): Full suite with open API access, priority onboarding, and scalability features for large firms.
- Screening Costs: Tenant screening reports (credit, eviction, criminal) are typically tenant-paid ($30–$50/report), but landlords can choose to cover costs.
Pros
- Comprehensive SaaS platform with tenant screening built into property management workflows.
- Scales efficiently for portfolios ranging from dozens to thousands of units.
- Tenant and owner portals improve transparency and communication.
- Offers enterprise-grade accounting, which reduces the need for external tools like QuickBooks.
- Detailed reporting helps managers make data-driven decisions.
Cons
- Higher monthly SaaS cost than standalone screening platforms.
- Complexity may be overkill for landlords with fewer than 10 units.
- Requires onboarding and training to fully leverage its features.
- Some features locked into higher pricing tiers, raising costs for growth-stage portfolios.
Best For
- Professional property management companies managing 50+ units.
- Landlords with mid-to-large portfolios who want one system for screening, accounting, and property operations.
- Firms that need scalable SaaS infrastructure for compliance, reporting, and investor transparency.
Why It Stands Out
Buildium is more than a tenant screening tool, it’s a complete property management operating system. For property managers juggling multiple properties, owners, and tenants, Buildium eliminates the need for piecemeal solutions. The integration of tenant screening into its full SaaS ecosystem ensures managers not only pick better tenants but also manage them efficiently throughout the rental lifecycle.
6. RentSpree
RentSpree is a cloud-based rental application and tenant screening SaaS built for both landlords and real estate agents. Unlike platforms focused only on property managers, RentSpree bridges the gap between the rental and real estate industries, making it especially popular among agents who handle rentals as part of their business. It emphasizes a clean, modern interface with end-to-end digital rental workflows, from collecting applications to screening tenants and even managing rent payments.
Key Features
- Tenant Screening Reports: Full credit, criminal, and eviction checks powered by TransUnion.
- Digital Rental Applications: Applicants fill out customizable online forms and upload documents.
- Instant Reports: Screening results are typically delivered within minutes once the applicant provides consent.
- Income Verification: Applicants can securely upload pay stubs and other proof of income.
- eLease Tools: Digital leases with e-signatures, available in select markets.
- Rent Collection: Online rent payment tools, including ACH and card payments.
- Collaboration Features: Agents and property managers can invite landlords or team members to share reports.
- Compliance: All screening reports are FCRA-compliant.
Pricing (as of 2025)
- Free for Landlords & Agents: No monthly subscription fees.
- Tenant-Pays Screening ($39.99/report): Applicants pay directly for screening.
- Premium Add-Ons: eLease tools and rent payment services may carry additional small fees.
Pros
- Simple, intuitive interface that is ideal for realtors and landlords new to digital tools.
- Tenant-pays model keeps landlord costs low.
- Fast turnaround times for screening reports.
- Designed for collaboration between landlords, property managers, and real estate agents.
- Free entry-level use makes it accessible to small landlords and agents.
Cons
- Lacks enterprise-level property management features like accounting or advanced maintenance tracking.
- Limited lease customization compared to Avail or Buildium.
- Best suited for smaller portfolios. Scalability is limited for landlords with 100+ units.
- Relies on tenants to complete applications and consent, which can occasionally delay reports.
Best For
- Real estate agents who handle rental properties for clients.
- Landlords managing smaller portfolios who want a low-cost, easy-to-use platform.
- Owners who want screening, leasing, and payment features without investing in full property management software.
Why It Stands Out
RentSpree’s strength lies in its focus on agents and landlords equally. While most tenant screening SaaS tools are landlord-first, RentSpree positions itself as a collaboration platform, helping agents provide value-added services to clients while giving landlords the tools they need to evaluate tenants quickly. Its modern design and free entry point make it one of the most accessible and agent-friendly screening solutions available in 2025.
7. Cozy (now part of Apartments.com)
Cozy was one of the earliest SaaS platforms built for independent landlords, focusing on free online applications, rent collection, and tenant screening. In 2018, Cozy was acquired by Apartments.com, and its features have since been integrated into the Apartments.com rental management suite. Today, it remains a go-to solution for landlords who want free, tenant-pays screening tools alongside basic property management functionality.
Key Features
- Tenant Screening Reports: Credit, criminal, and eviction checks powered by TransUnion.
- Online Rental Applications: Digital applications with customizable questions and document uploads.
- Credit Reports with Score: Detailed reports that give landlords insight into applicant creditworthiness.
- Background Checks: Nationwide criminal and eviction history searches.
- Rent Collection: Tenants can pay via ACH or credit card, with funds deposited directly to landlord accounts.
- Expense Tracking: Simple tools for managing income and expenses for tax season.
- Listing Integration: Landlords can advertise properties directly on Apartments.com, Zillow, and other syndication networks.
Pricing (as of 2025)
- Free for Landlords: No subscription costs.
- Tenant-Pays Screening ($39.99/report): Applicants cover the cost of credit and background checks.
- Rent Collection Fees: Free for ACH payments, small processing fee for debit/credit cards.
Pros
- Entirely free for landlords, with costs shifted to tenants.
- Seamlessly integrated into Apartments.com—the largest rental listing site in the U.S.
- Simple, beginner-friendly setup with no learning curve.
- Strong compliance with FCRA standards.
- Combines listings, applications, screening, and payments in one dashboard.
Cons
- Limited scalability for large property managers or enterprise use.
- Basic feature set compared to more advanced platforms like Buildium or Avail.
- Some landlords report occasional delays in rent payment processing.
- No advanced accounting or reporting tools.
Best For
- Independent landlords managing a handful of properties.
- Owners who want a zero-cost SaaS solution for screening and rent collection.
- Landlords who already use Apartments.com for rental listings and want seamless integration.
Why It Stands Out
Cozy’s standout advantage is affordability and reach. With its tenant-pays model and integration into Apartments.com, landlords can market rentals, screen tenants, and collect rent (all for free). It’s an ideal choice for landlords who want to keep operations simple and low-cost without sacrificing compliance or reliability.
Comparison Table: Best Tenant Screening SaaS in 2025
| Platform | Pricing Model | Screening Cost | Key Features | Best For |
|---|---|---|---|---|
| TransUnion SmartMove | Tenant-pays or landlord | $25–$45/report | Credit reports, ResidentScore, eviction history, income insights | Small landlords wanting trusted bureau data |
| RentPrep | Landlord/tenant choice | $21–$40/report | Background checks, eviction records, human-verified reports, SSN verification | Landlords who want higher accuracy via manual review |
| Avail (Realtor.com) | Tenant-pays + SaaS tier | $55–$65/report | Credit, eviction, criminal checks, rent collection, leasing, Realtor.com syndication | DIY landlords seeking all-in-one SaaS |
| TurboTenant | Free (tenant-pays model) | $55–$60/report | Credit, eviction, criminal checks, rental advertising, lease & rent collection | Independent landlords (1–10 units) |
| Buildium | SaaS subscription + reports | $55–$375/month + $30–$50/report | Full property management suite (accounting, leases, maintenance) with integrated screening | Property management companies with 50+ units |
| RentSpree | Free (tenant-pays model) | $39.99/report | Credit, criminal, eviction checks, applications, eLease, collaboration tools | Realtors & landlords with small portfolios |
| Cozy (Apartments.com) | Free (tenant-pays model) | $39.99/report | Credit & background checks, applications, rent collection, Apartments.com integration | Independent landlords wanting no-cost option |
Cost of Tenant Screening Software
The cost of tenant screening software in 2025 varies widely depending on the platform, the level of detail in the reports, and whether landlords or tenants pay the fees. Understanding these models is key to choosing the right SaaS for your rental business.
1. Tenant-Pays Model
Most modern screening platforms (e.g., TurboTenant, RentSpree, Cozy) operate on a tenant-pays model. In this setup:
- Applicants cover the screening cost directly.
- Reports usually range from $30 to $65 per applicant.
- Landlords can access full credit, criminal, and eviction data without out-of-pocket expenses.
This model works best for independent landlords who want to minimize overhead while still screening thoroughly.
2. Landlord-Pays Model
Some SaaS tools (like RentPrep or Buildium) allow or require landlords to cover the costs.
- Pricing typically ranges from $20 for basic checks to $45–$50 for premium reports.
- In subscription-based SaaS (e.g., Buildium, Avail Unlimited Plus), landlords may pay a monthly fee (from $7/unit/month up to $375/month) in addition to per-report costs.
This model is often preferred by property managers screening multiple tenants at once, as bulk discounts or subscription packages may lower the per-unit cost.
3. Subscription-Based SaaS
Enterprise-level platforms like Buildium bundle tenant screening within broader property management software.
- Monthly costs start at $55/month for small portfolios and can exceed $375/month for large-scale property management firms.
- Screening reports may still carry additional per-tenant fees, though some platforms bundle basic checks into premium tiers.
Average Cost Breakdown (2025):
- Basic background check (eviction, SSN, criminal): $20–$25
- Full tenant screening (credit, criminal, eviction): $35–$45
- Comprehensive reports with income verification: $50–$65
- Subscription SaaS (for property managers): $55–$375/month, plus per-report costs
In general:
- Small landlords benefit most from free or tenant-pays SaaS.
- Mid-sized landlords can balance costs with hybrid pricing tools.
- Enterprise property managers gain value from subscription SaaS with integrated workflows.
Compliance & Legal Considerations
Tenant screening is more than pulling credit or background data—it’s a highly regulated process. Landlords must ensure the tools they use are compliant with federal, state, and local housing laws. The right SaaS can help reduce legal risk, but it’s important to understand what’s required.
1. Fair Credit Reporting Act (FCRA)
- The FCRA governs how credit information is collected, shared, and used in tenant screening.
- Landlords must provide applicants with a copy of their screening report if adverse action (e.g., denial of application, higher security deposit) is taken.
- Applicants must also receive an “Adverse Action Notice” explaining why they were denied and how to dispute inaccurate data.
- SaaS platforms like TransUnion SmartMove, RentPrep, and Avail are designed to remain fully FCRA-compliant.
2. Equal Housing Opportunity (Fair Housing Act)
- Landlords cannot discriminate on the basis of race, religion, national origin, sex, familial status, or disability.
- Screening criteria must be applied consistently to all applicants.
- SaaS tools reduce bias by automating objective data checks instead of relying on subjective decisions.
3. State-Specific Restrictions
- California & New York have stricter laws on what can be reported in tenant screenings. For example, some eviction records may not be reported if they’re older than a certain period.
- Some states cap the screening fee landlords can charge tenants.
- A good SaaS provider automatically adjusts reports to remain compliant with local regulations.
4. Data Security & Privacy
- Tenant applications contain highly sensitive information (SSNs, income data, addresses).
- Landlords must ensure the software uses encryption and secure data storage to prevent breaches.
- SaaS platforms that manage sensitive info on behalf of landlords (like SmartMove) reduce liability by ensuring landlords never directly handle SSNs.
5. Recordkeeping Best Practices
- Even when using compliant SaaS platforms, landlords should retain screening records for at least 5 years.
- Documentation protects against disputes, lawsuits, or claims of discrimination.
- Many platforms provide secure dashboards for storing reports digitally.
Compliance isn’t optional. Choosing an FCRA-compliant, secure, and state-aware SaaS provider helps landlords avoid costly lawsuits while maintaining fair and transparent rental practices.
How to Choose the Best Tenant Screening Software for Your Needs
With so many options available, the right tenant screening SaaS depends on your portfolio size, budget, and management style. Use the following framework to narrow down your choice:
1. Portfolio Size & Scale
- Small Landlords (1–10 units):
Choose free or tenant-pays platforms like TurboTenant, Cozy (Apartments.com), or RentSpree. These reduce upfront costs and provide simple, compliant screening. - Mid-Sized Landlords (10–50 units):
Opt for platforms like Avail or RentPrep that balance affordability with added functionality (rent collection, leases, or human-verified checks). - Large Property Managers (50+ units):
Go for enterprise-grade SaaS like Buildium, which integrates screening with accounting, maintenance, and portfolio reporting.
2. Pricing Model
- Prefer tenant-pays if you want zero cost (TurboTenant, RentSpree, Cozy).
- Choose landlord-pays or subscription SaaS (RentPrep, Buildium) if you want more control and frequent screening volume discounts.
3. Compliance & Security
- Ensure the platform is FCRA-compliant and adapts reports to state-specific restrictions.
- For landlords concerned about liability, choose services (e.g., SmartMove) where the SaaS provider—not the landlord—handles sensitive applicant data like SSNs.
4. Integrations & Workflow
- If you want end-to-end property management, pick platforms that include leases, payments, and maintenance (Avail, Buildium).
- If you only need standalone screening, choose specialized services (SmartMove, RentPrep).
5. Accuracy vs Speed
- Automated reports (SmartMove, RentSpree, TurboTenant) deliver results in minutes.
- Human-verified checks (RentPrep) take longer (24–48 hours) but reduce false positives and errors.
Decision Checklist
Before finalizing a platform, ask yourself:
- Is the software FCRA-compliant?
- Do I want the tenant or landlord to pay for screening?
- Does it integrate with my current property management workflow?
- Is speed or accuracy more important for my rentals?
- Does the pricing align with my portfolio size and budget?
Conclusion
Tenant screening has shifted from being a nice-to-have to a non-negotiable part of rental management in 2025. With rising rental fraud, stricter compliance requirements, and growing tenant expectations for digital applications, landlords can no longer rely on manual checks or gut instinct.
The best SaaS platforms for tenant screening—whether it’s SmartMove for bureau-backed reliability, RentPrep for human-verified accuracy, Avail and TurboTenant for all-in-one solutions, or Buildium for enterprise scalability—all serve different needs depending on portfolio size and budget.
The key is to align the platform with your rental strategy:
- Small landlords benefit most from free, tenant-pays SaaS.
- Mid-sized owners should look for hybrid solutions that blend affordability with features.
- Large property managers need enterprise-grade systems with full integration.
At the end of the day, the right tenant screening software isn’t just about finding tenants—it’s about protecting your investment, reducing legal risk, and ensuring long-term rental stability.
FAQs
What’s the average cost of tenant screening software in 2025?
The average cost ranges from $30–$65 per applicant for full screening reports (credit, criminal, eviction). Basic background checks can be as low as $20, while enterprise SaaS subscriptions like Buildium can run $55–$375 per month, plus per-report costs.
Can landlords pass tenant screening costs on to applicants?
Yes. Most SaaS platforms (TurboTenant, RentSpree, Cozy) use a tenant-pays model, where applicants cover screening costs directly. In some states, however, there are caps on how much landlords can charge for application/screening fees, so always check local laws.
Are online tenant screenings accurate?
Accuracy depends on the provider. Automated tools deliver instant results but may occasionally produce false positives. Platforms like RentPrep stand out because they offer human-verified reports, which cross-check data for greater accuracy.
Do all tenant screening services check eviction history?
Not always. Some basic reports only cover credit or criminal data. Full-service reports (from providers like SmartMove, Avail, and RentSpree) usually include eviction records. Always confirm what’s included before purchasing.
Is tenant screening software legally required?
No, it’s not legally required. However, using FCRA-compliant software significantly reduces risk. It ensures consistent, non-discriminatory evaluations and provides proper disclosures if you deny an application. In practice, tenant screening has become a best practice to protect both landlords and tenants.
How long does tenant screening take?
Most SaaS platforms deliver reports instantly or within minutes once the tenant provides consent. If human verification is included (like with RentPrep), reports may take 24–48 hours.
Can tenant screening software integrate with property management tools?
Yes. Platforms like Buildium and Avail integrate screening with leasing, rent collection, and accounting. Standalone services (like SmartMove) may require exporting reports manually.
