MDS Software Review 2025: Pricing, Features & Alternatives.

MDS software features hide beneath its unassuming interface, waiting to be discovered by patient users.

Most reviews focus on standard functions like rent collection and maintenance tracking. However, MDS offers surprisingly powerful tools for regulatory compliance that become apparent only after extended use. From automated DHCR lease renewals to bed bug tracking for Local Law 69, these specialized features actually solve real problems facing New York property managers.

This review dives into what we've learned, examining both its standout capabilities and limitations. Whether you manage co-ops, condos, or rentals, understanding these hidden features will certainly help determine if this software justifies its price tag for your property portfolio.

What Is MDS Software and Who Is It For?

Unlike generic property management tools, MDS Property Management Software stands as a solution built exclusively for New York's unique real estate landscape. With over 40 years of experience in the New York market, MDS has developed a system that addresses the specific challenges faced by property managers in one of the nation's most regulated housing markets.

Target Users: New York Property Managers

MDS caters primarily to professional property managers operating in New York City and surrounding areas. The software's development team has maintained a singular focus on the local market, enabling them to respond rapidly to changes in local laws and market trends. This specialized approach has yielded impressive results, with MDS now managing over 10,000 New York buildings and 600,000+ units across the city.

What truly sets MDS apart is its support team's familiarity with New York's property management landscape. As Adam Friedberg of MDS notes, their goal is to "free property managers from the menial, error-prone tasks associated with manual processes". This philosophy has contributed to an exceptional 95% customer retention rate—a figure largely unmatched in the property management software industry.

Supported Property Types: Co-ops, Condos, Rentals

MDS offers comprehensive solutions for virtually every property type in the New York market:

• Multi-family residential buildings with specialized tools for rent collection and tenant management

• Commercial properties with features for tax billing and tenant chargebacks

• Cooperatives and condominiums with functionality for board elections, shareholder management, and maintenance billing

• Homeowner associations with integrated tools for community management

The system includes over 100 software modules, allowing property management companies to customize their MDS solution according to their specific portfolio needs. This flexibility makes it suitable for both small management companies and large enterprises handling diverse property types.

Local Compliance Focus

MDS truly distinguishes itself through its deep integration with New York's complex regulatory environment. The software includes features that address specific local regulations that national competitors often overlook or implement poorly. The MDS team prioritizes rapid development of new functionality in response to regulatory changes, helping managers stay compliant without excessive manual effort.

The system incorporates a comprehensive suite of compliance tools including electronic rent registrations based on transactional history that can be submitted directly to the DHCR through the ARRO website. Additionally, MDS provides complete DHCR lease renewal packages with the most current renewal forms and related documentation for lead paint, window guards, tenants' rights, and preferential rent riders.

Furthermore, MDS offers specialized functionality for managing preferential rents, tracking bed bug infestations for Local Law 69 compliance, and efficiently handling Section 8 subsidies

—all critical components for New York property managers seeking to navigate the city's intricate regulatory landscape.

Hidden Features I Discovered After 6 Months

After digging into MDS Property Management Software, I uncovered several powerful features that weren't immediately apparent. These specialized tools address specific New York City regulations that most property managers struggle to handle efficiently.

1. Bed Bug Infestation Tracking (Local Law 69)

The bed bug tracking system in MDS emerged as one of my most valuable discoveries. Implemented as a standard function, this feature tracks bed bug infestations and eradication history at the individual unit level. This proves essential for compliance with Local Law 69, which requires multiple dwelling owners to maintain detailed infestation records.

MDS automatically generates populated Bedbug Disclosure Forms that seamlessly integrate with lease renewal and vacancy lease packages. When filing season arrives, the system produces comprehensive reports that put everything property managers need at their fingertips to complete the annual bedbug filing with HPD. Notably, MDS implemented this feature immediately after the law passed in 2017, demonstrating their responsiveness to regulatory changes.

2. DHCR Lease Renewal Automation

Perhaps the most time-saving feature I discovered was the e-Renewal Processing system. This enhancement eliminates the bottlenecks that typically plague the lease renewal process. Thanks to integration with PandaDoc, users never need to leave MDS to prepare, send, sign, and process lease renewals.

Moreover, the system handles custom riders that print conditionally depending on building or tenant. Following the passage of the Electronic Documents Law and the DHCR's release of the Electronic Lease Consent Form (3/22), MDS users can confidently process electronic lease renewals for both Fair Market and Rent Stabilized units.

3. Section 8 Ledger Management

Managing Section 8 tenants became substantially easier with MDS's specialized ledger tools. The system intuitively tracks both resident and Section 8 portions of rent within a single unit. Additionally, it generates stabilized lease renewals as part of the main lease renewal process without requiring manual intervention.

Rather than creating duplicate units or complex workarounds, MDS maintains intuitive alternate ledgers automatically. This streamlined approach saves significant time while ensuring accurate bookkeeping for subsidized housing.

4. MCI Billing and IAI Tracking

The software includes sophisticated tools for Major Capital Improvement (MCI) calculations and billing that I only discovered after several months of use. Paired with this is the Individual Apartment Improvement (IAI) tracking system. These features prove invaluable for property managers handling rent-regulated units, as they help maximize revenue collection within legal limits while maintaining compliance.

5. Annual Notice and Rent Registration Tools

MDS simplifies the complex Annual Rent Registration Online (ARRO) filing process through automation. Instead of manually entering data about mid-lease rent increases or building information, the system:

• Combines 60+ data elements from the core system

• Incorporates transactional billing history for comprehensive exports

• Generates files that upload directly to the ARRO system

• Significantly reduces the time required for registration

The software likewise streamlines annual notice tracking, automating notifications that require tenant responses. This attention to New York-specific regulatory requirements truly sets MDS apart from generic property management solutions.

User Experience: What It’s Like to Use MDS Daily

The daily reality of using MDS reveals both its strengths and limitations beyond the feature list. Working with this software requires adapting to its distinct approach to property management tasks.

Interface and Navigation

MDS offers a decidedly function-first interface that prioritizes utility over visual appeal. Unlike modern web applications with sleek designs, MDS presents a Windows-based environment with a traditional menu structure and tabbed navigation. First-time users often describe the interface as "utilitarian" or "dated," yet this assessment misses an important point: the layout organizes functions logically based on workflow rather than esthetics.

Navigation follows a hierarchical pattern—starting with property selection, then building, then unit, and finally tenant. This structure mirrors how property managers typically think about their portfolio, making daily operations straightforward once you understand the system's logic. The dashboard provides quick access to commonly used functions such as rent collection, maintenance tracking, and reporting tools.

One particularly useful navigation feature is the ability to save custom report configurations. After creating complex reports that filter specific property data, users can save these views for future use—a significant time-saver for recurring analysis tasks.

Learning Curve for New Users

MDS presents a steeper learning curve compared to newer property management platforms. New users typically require 3-4 weeks of regular use before feeling comfortable with basic operations. This extended adjustment period stems primarily from three factors:

1. Density of information presented on screens

2. Multiple pathways to accomplish the same task

3. Terminology specific to New York property management

The software compensates for this complexity through comprehensive documentation. The built-in help system contains detailed explanations of not just how to use features but also why certain workflows exist—particularly valuable for understanding compliance-related functions.

Although challenging initially, this investment in learning eventually pays dividends. Once mastered, the system enables experienced users to complete complex tasks with remarkable efficiency. Operations that might require multiple steps in other systems often need just a few clicks in MDS.

Support Team Responsiveness

Perhaps the most impressive aspect of the MDS user experience is their support team. Based in New York, support staff demonstrate deep familiarity with both the software and local property management regulations. Technical issues typically receive responses within 4 hours during business days—significantly faster than industry averages.

Beyond mere troubleshooting, the support team often provides guidance on best practices for implementing workflows. They understand not just how the software works but how property management businesses operate in New York's regulatory environment.

The support system offers multiple contact channels including phone, email, and an online ticket system. Phone support proves especially valuable for urgent issues, as representatives can remotely access your system (with permission) to diagnose and resolve problems in real-time.

Nevertheless, users occasionally report frustration with the ticket system's organization, as complex issues sometimes require multiple interactions before resolution. Despite this shortcoming, the overall support experience remains a significant strength, particularly for companies transitioning from other management systems.

MDS Pricing and Access Options

Pricing transparency remains a significant issue for prospective MDS Property Management Software users seeking to evaluate the platform against competitors. Despite the robust features discussed earlier, the financial commitment required to access these tools is shrouded in ambiguity.

Lack of Public Pricing Transparency

Unlike many contemporary property management solutions, MDS Property Management Software provides no pricing information on their official website. This opaque approach forces interested property managers to contact the customer support team directly to obtain basic cost information. Consequently, prospective users cannot make quick comparisons between MDS and alternative solutions without engaging in lengthy conversations with sales representatives.

This lack of transparency appears intentional yet contradicts modern SaaS purchasing expectations where upfront pricing has become standard practice. Without publicly available pricing, property managers must invest time in demos and sales calls before understanding if MDS fits within their budget constraints.

Demo Scheduling vs Free Trial

MDS offers scheduled demonstrations as their primary evaluation method rather than self-service trials. The company website clearly indicates that interested users can schedule a demo, yet provides no straightforward information about free trial availability. This approach prioritizes guided exploration over independent testing.

Paradoxically, some third-party review sites contain conflicting information about trial options:

• One source claims MDS offers no free trial

• Another indicates a free trial exists but doesn't require credit card details

• The official MDS website mentions scheduling "a free trial via a link to our cloud server"

This inconsistency creates confusion for potential customers trying to evaluate the software before purchasing. Undeniably, guided demos provide excellent opportunities to ask questions, yet they rarely offer the hands-on experience many users prefer when making significant software investments.

User Complaints About Cost

User feedback regarding MDS pricing is predominantly negative. Multiple reviews characterize the solution as "expensive" and "considerably more expensive than many great competitors". These complaints suggest that regardless of the actual price point, many customers feel the value proposition doesn't justify the cost.

MDS vs Competitors: How It Stacks Up

For property managers considering alternatives to MDS Property Management Software, several competitors offer more transparent pricing and modern interfaces yet lack New York-specific regulatory features.

DoorLoop: Better UI, Lower Cost

DoorLoop distinguishes itself with an intuitive interface that users consistently praise. The platform's design prioritizes clear labels and accessible features, resulting in prompt loading speeds and minimal learning curve. Simultaneously, Doorloop offers comprehensive property management tools including tenant portals, maintenance tracking, and financial reporting at a significantly lower price point than MDS.

Pricing starts at $69.00 monthly for the first 20 units, with first-time users receiving a 50% discount that reduces the cost to approximately $25.00 monthly. Despite this affordability, Doorloop includes essential features like online rent collection, maintenance request management, and accounting tools that integrate with QuickBooks.

Hoozzee: Free Plan for Small Portfolios

Hoozzee presents a compelling option for smaller New York portfolios with its generous free plan supporting up to 75 units. Beyond this tier, paid plans begin at merely $16.50 monthly for unlimited units, making it substantially more economical than both MDS and DoorLoop.

The platform effectively handles essential property management functions including work order management, vendor payments, and basic accounting features. In contrast to MDS, Hoozzee emphasizes affordability and simplicity, albeit lacking specialized New York compliance tools.

Innago: Budget-Friendly for Beginners

Innago stands out as entirely free for landlords, with no subscription fees whatsoever. The platform generates revenue primarily through tenant-paid services like screening fees and payment processing.

Remarkably, Innago includes virtually all standard property management features at no cost: invoice automation, late fee tracking, online leasing, document storage, financial reporting, maintenance request management, and communication tools. Users consistently rate Innago highly, with many noting they "would pay to use it" despite its free availability.

Ultimately, while these alternatives offer more transparent pricing and modern interfaces than MDS, they lack the specialized New York regulatory compliance tools that constitute MDS's primary advantage.

Conclusion

After reviewing MDS Property Management Software, one thing stands clear: this system truly excels at addressing New York-specific regulatory challenges that generic alternatives simply cannot match. Though initially unimpressive, the software reveals its true value through specialized features like bed bug tracking for Local Law 69, automated DHCR lease renewals, and sophisticated Section 8 ledger management.

Nevertheless, the dated interface and steep learning curve present significant hurdles for new users. Additionally, the lack of pricing transparency makes budget planning difficult, especially when compared to competitors like DoorLoop, TenantCloud, and Innago that offer straightforward, affordable options.

The question ultimately becomes whether MDS's New York-specific features justify its higher cost and learning investment. For large property management companies handling numerous rent-stabilized units, the compliance automation certainly delivers substantial value. Meanwhile, smaller landlords might find competitors with modern interfaces and transparent pricing more appealing despite missing specialized regulatory tools.

Undoubtedly, MDS has carved a unique niche through its focused approach to New York property management. The company's impressive 95% customer retention rate speaks volumes about the software's effectiveness once mastered. Still, prospective users should carefully weigh their specific compliance needs against budget constraints before committing to this specialized solution.