property management is a tough business. it's more about economies of scale. do they use software?

I'm withholding a pro rated rent amount for the time the property was held and an admin fee for getting her set up with all the documents and managment software.

It is the easiest software to get help with as you scale, and the easiest to delegate to a professional. 

What I would suggest is signing up for a Pro Membership to BiggerPockets so that you can use both softwares for free. https://www.biggerpockets.com/blog/pro-partners

Software used for maintaining property financials is intuitive and distributions are made timely on a monthly basis.

Quote from @Gian Pazzia: For properties that small, you should budget $450 per property and use software like the one below from a trusted brand that has been in business almost 25 years. 

. - Try to put all the steps of a deal in a project management software like Asana, Monday, etc.

Any recommendation for a good preferably open source rental management software that primarily handles back end accounting? 

I would not search by AI but by virtual reality type software.

Hello,I am getting all my property management documents and software in order before I buy my first rental property so that when I buy it will be a smooth transition, Beside the lease and application, what other documents should I have in my files so that i am prepared (pet agreement, inspection checklist etc.) .