Choosing the right VoIP system can significantly improve your team’s efficiency, tenant communication, and lead response times. For property managers using AppFolio or Rent Manager, the decision often comes down to how well your phone system integrates with your software.

In this article, we compare AppFolio-integrated VoIP (like BAS CallLink) to Rent Manager’s rmVoIP offering and explain what matters most when evaluating your options.

The Integration Gap

One of the biggest differences between these two platforms is integration depth. Rent Manager’s rmVoIP is a basic telephony system that connects calls to your database, but AppFolio VoIP solutions like CallLink go further with native integration.

AppFolio VoIP (via CallLink)

• Instantly matches calls to the correct contact record
• Supports leads, tenants, vendors, and owners
• Logs all calls automatically
• Saves recordings and transcripts to AppFolio

Rent Manager rmVoIP

• Associates calls with the first matching record only
• No AI matching or transcription
• Requires more manual logging
• Desktop only (limited device flexibility)

Why Call Matching Matters

In property management, knowing who is calling and having instant context saves time. If a tenant calls the maintenance line, your team should see their name, unit, and recent activity before they answer.

CallLink matches calls to the correct record, even if the tenant has moved units or called from a new number. rmVoIP may connect the call to an outdated or unrelated record, which creates confusion.

AI-Powered Logging

CallLink includes AI call matching and transcriptions that are stored in AppFolio. This means: – You do not need to manually enter call notes – Every call is searchable and linked to the correct contact – Team members have full visibility into conversations

rmVoIP lacks transcription and only logs basic call metadata.

Multi-Device Flexibility

CallLink supports: – IP desk phones – Desktop apps – Mobile devices – Browser-based access

rmVoIP is typically desktop-only, which limits access for remote teams or mobile staff.

Smart Routing and Queueing

CallLink allows: – Skill-based queues (leasing, maintenance, accounting) – Departmental DIDs – Custom IVR menus – Escalation based on caller type or urgency

rmVoIP is limited to basic routing functions without skill prioritization or intelligent call flow.

Reporting and Insights

With CallLink: – Call logs are tied to AppFolio activity – Reporting is connected to unit, property, or contact – You can track response time, call volume, and resolution

With rmVoIP, reporting is more siloed and less actionable for operational decisions.

Final Thoughts

If your team uses AppFolio, choosing a fully integrated VoIP solution like CallLink creates a more seamless experience. From faster call recognition to AI logging and mobile access, it improves both internal workflows and tenant communications.

rmVoIP is functional but lacks the deep integration, automation, and flexibility modern property managers need.

Balanced Asset Solutions provides CallLink setup, support, and training to ensure your phone system works for your team and your AppFolio environment. If you’re considering switching from Rent Manager to AppFolio or want to upgrade your existing VoIP setup, our team can help you evaluate your options.