PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It replaces fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails with a unified, intelligent system where AI is built in from day one. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. PropMIS is designed to reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations easier to manage. With AI-assisted tools for summaries, notices, document questions, and workflow support, management teams can save time, stay organized, and provide a better resident experience without adding more complexity. Whether managing one community or ten, PropMIS helps managers run communities from a single dashboard. The platform includes seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and a resident portal. Built by an engineer who served on HOA boards, the software prioritizes ease of use and practical functionality over unnecessary complexity. PropMIS is now onboarding early-access communities across the United States with a 45-day free trial.

AI Manager Briefing

Every morning, AI scans all payments, violations, and work orders across your communities and tells you exactly what needs attention right now. This automated briefing highlights overdue payments, pending bid reviews, and any issues that require immediate action. Managers start each day with a clear, prioritized list of tasks rather than manually sifting through multiple systems. The briefing covers every community in your portfolio, ensuring nothing falls through the cracks.

AI Document Question and Answer

Residents and managers can get instant answers from actual community documents including bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will search the relevant documents, cite the specific section, and provide a clear answer with source references. This eliminates the need for managers to manually research common questions and reduces the volume of repetitive inquiries.

Integrated Payments with Stripe

PropMIS uses Stripe for online payments with AutoPay functionality, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on community rules. The system supports both Stripe payments and manual payment entry, and every payment lands in the same per-unit ledger. This creates a single source of truth for all financial transactions across the community.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs and vendors compete with transparent pricing, allowing side-by-side comparison. Work orders, compliance documents, insurance certificates, W9s, and licenses are all tracked in one place with expiry alerts. Managers know every vendor's compliance status before assigning work, reducing liability and ensuring all contractors meet community requirements.

Board-Ready Transparency and Audit Trails

Approval workflows for work orders, bids, and violations come with configurable thresholds and complete audit trails. Every approval, payment, and notice is tracked with timestamps and user information. Role-based access with clear permission boundaries ensures the right people see the right information. Boards get full visibility into decisions without drowning in email chains or paper documents.

AI-Drafted Notices and Summaries

The platform includes built-in AI tools for drafting community notices, meeting summaries, and other communications. Management companies can offer these AI features as a managed service to communities, creating a new revenue line at zero additional cost. Per-community usage metering tracks every AI query, allowing managers to set overage thresholds and generate monthly usage reports for billing purposes.

Managing Multiple Communities from One Dashboard

A property management company overseeing ten different HOAs can use PropMIS to view all communities from a single portal. The AI manager briefing highlights which communities need attention each day, such as two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and all clear at Pine Valley. This eliminates the need to log into separate systems for each community and reduces the time spent on manual status checks.

Streamlining Vendor Selection and Management

When a community needs pool maintenance, the manager posts an RFP through PropMIS. Multiple vendors submit bids with transparent pricing, allowing side-by-side comparison. The system tracks each vendor's insurance certificates, W9s, and licenses with expiry alerts. When a vendor's insurance is about to expire, the manager receives a notification before assigning any new work, ensuring compliance is maintained at all times.

Enabling Resident Self-Service with AI

A resident wants to know if they can install a new mailbox. Instead of calling the property manager, they use the resident portal's AI question feature. The AI searches the community's CC&Rs and bylaws, finds the relevant section about mailbox modifications, and provides an answer with direct citations to the source documents. This reduces the volume of phone calls and emails for managers while giving residents instant, accurate information.

Automating Board Approval Workflows

When a work order exceeds a predetermined threshold, PropMIS automatically routes it to the board for approval. Board members receive notifications and can review the details, vote, and leave comments within the platform. The system tracks that 2 of 3 votes are in and provides a complete audit trail of who approved what and when. This eliminates lost email approvals and provides clear documentation for future reference.

How does the AI manager briefing work?

The AI manager briefing runs automatically every morning, scanning all payments, violations, and work orders across every community in your portfolio. It analyzes the data and presents a prioritized list of items that require your attention, such as overdue payments, pending bid reviews, or expiring vendor compliance documents. You receive a concise summary rather than having to manually check each system and community separately.

Can residents ask questions about HOA documents?

Yes, residents can ask questions about community documents through the AI-powered question and answer feature. The AI searches through your actual community bylaws, CC&Rs, meeting minutes, and other uploaded documents to find relevant answers. It provides responses with direct citations to specific sections and links to the source documents, ensuring accuracy and transparency.

How are payments handled in PropMIS?

Payments are processed through Stripe integration with AutoPay functionality. Residents can set up automatic monthly dues payments, and late fees are applied automatically based on your community's rules. You can also enter payments manually. All transactions are recorded in a per-unit ledger, creating a single, accurate record of every payment across all your communities.

What security and compliance features are included?

PropMIS includes secure Stripe-powered payments, full audit trails for every approval, payment, and notice, and role-based access with clear permission boundaries. Vendor compliance is tracked with expiry alerts for insurance certificates, W9s, and licenses. The platform is built with security, transparency, and reliability as core principles, ensuring your community data is protected.

PropMIS offers early access with 45 days free for new communities. AI is included in every plan at no additional cost. Management companies can offer AI features to communities as a managed service, creating a new revenue line. The platform includes built-in per-community usage metering that tracks every AI query, allowing managers to set overage thresholds, generate monthly usage reports, and bill communities for what they consume. The platform is described as having one price whether you manage one community or ten, though specific tier pricing details should be confirmed by requesting a demo.