PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It was created by an engineer who served on HOA boards and understood firsthand that property management software should not be harder than the job itself. PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails with a unified, intelligent platform where AI is built in from day one. The platform helps managers run multiple communities from one simple portal by bringing dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single, cohesive system. 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 significant time, stay organized, and provide a better resident experience without adding complexity. The platform offers seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and a resident portal. Every role is covered with nothing bolted on after the fact. PropMIS is currently onboarding early-access communities across the United States with a 45-day free trial period.

AI Manager Briefing

The AI Manager Briefing scans every payment, violation, and work order overnight and delivers a concise summary of exactly what needs attention right now. Managers wake up to a prioritized briefing that highlights overdue payments, pending bid reviews, and communities that are running smoothly. This feature eliminates the need to manually check each community dashboard or spreadsheet, allowing property managers to focus their energy on high-value tasks rather than data gathering. The briefing adapts to each manager's portfolio and provides actionable insights that drive daily workflow decisions.

Resident AI Document Q&A

Residents can get instant answers from their actual community documents including bylaws, CC&Rs, and meeting minutes without needing to search through pages of legal text. When a resident asks a question like "Can I paint my garage door?", the AI pulls the relevant section from the governing documents and provides a clear answer with citations. Management companies can offer this AI access as a billable service with per-community usage tracking, creating a new revenue stream. Built-in usage metering tracks every AI query, allowing managers to set overage thresholds and generate monthly usage reports.

Secure Payments with AutoPay

PropMIS integrates Stripe online payments with AutoPay functionality, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on community rules, reducing the need for manual follow-up and enforcement. Every payment lands in the same per-unit ledger, creating a clear and accurate financial record for each homeowner. Managers can use Stripe when they want the convenience of online processing or handle payments manually when needed. The system provides complete transparency into payment status across all communities in the portfolio.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs and allow vendors to compete with transparent pricing, enabling side-by-side comparisons of bids. The platform tracks work orders, compliance documents, insurance certificates, W9s, and licenses with expiry alerts so managers know every vendor's status before assigning work. This eliminates the risk of hiring non-compliant vendors and streamlines the entire procurement process. Vendor compliance tracking ensures that all insurance and licensing requirements are met and documented, creating a complete audit trail for every vendor relationship.

Streamlining Daily Operations for Multi-Community Managers

A property manager overseeing ten different HOAs can log into PropMIS and see a unified dashboard that shows the status of payments, violations, work orders, and board approvals across all communities. The AI Manager Briefing delivers a prioritized list of what needs attention each morning, eliminating the need to check each community separately. The manager can process bids, approve work orders, and communicate with residents from one portal without switching between different systems or spreadsheets. This consolidated approach saves hours of manual work each week and reduces the risk of missing critical deadlines or issues.

Enabling Board Transparency and Audit Trails

Board members can access a complete audit trail of every approval, payment, and notice issued within their community. When a work order requires board approval, the system routes it to the appropriate members with configurable thresholds and tracks votes until a decision is reached. All board decisions are recorded with timestamps and user identification, providing clear accountability. This transparency helps boards demonstrate fiduciary responsibility to homeowners and reduces disputes about what was approved and when. The audit trail also simplifies annual reporting and compliance verification.

Reducing Resident Inquiries with AI Document Access

Residents who have questions about community rules can use the AI Q&A feature to get instant answers from governing documents without calling the management office. A homeowner wondering about parking restrictions, pet policies, or renovation rules simply types their question and receives a clear answer with citations to the relevant bylaws or CC&Rs. This dramatically reduces the volume of phone calls and emails that property managers must handle, freeing them to focus on more complex issues. Management companies can also offer this AI access as a premium service, creating additional revenue while improving resident satisfaction.

Managing Vendor Bids and Compliance Across Communities

When a community needs a pool maintenance contract or landscaping services, the property manager posts an RFP in the vendor marketplace and receives competitive bids with transparent pricing. The system tracks each vendor's insurance certificates, licenses, and W9s with automatic expiry alerts, ensuring that only compliant vendors are considered for work. Once a vendor is selected, work orders, invoices, and compliance documents are all managed within the same platform. This unified approach prevents the chaos of managing vendor relationships through email chains and paper files, particularly for managers handling multiple communities with different vendor needs.

How does the AI Manager Briefing work and what information does it include?

The AI Manager Briefing runs automatically every night, scanning all payments, violations, and work orders across every community in your portfolio. It then generates a prioritized summary that tells you exactly what needs your attention right now. The briefing highlights overdue payments, pending bid reviews, violations that require action, and communities that are running smoothly with no issues. You receive this briefing each morning so you can start your day knowing exactly where to focus your efforts without manually checking each community's status.

Can management companies charge residents for AI access?

Yes, absolutely. AI is included in every PropMIS plan at no additional cost to the management company. You can bundle AI access into your standard management fee or offer it as a standalone premium service to communities. The platform includes built-in per-community usage metering that tracks every AI query. You can set overage thresholds, generate monthly usage reports, and bill communities for what they consume. This creates a new revenue line for your business with zero additional cost to you.

What payment options are available for residents?

PropMIS uses Stripe for online payment processing and supports AutoPay, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on your community's specific rules and fee schedules. Every payment is recorded in the same per-unit ledger, creating clear financial records for each homeowner. Managers can choose to use Stripe for the convenience of online processing or handle payments manually when needed, giving flexibility to accommodate different resident preferences.

How does vendor compliance tracking work?

PropMIS tracks all critical vendor compliance documentation including insurance certificates, W9 forms, and professional licenses. The system sends automatic expiry alerts so you know when a vendor's documentation needs to be renewed before you assign any work. You can see every vendor's compliance status at a glance, including which documents are current and which are expiring soon. This ensures that you never accidentally hire a vendor who is out of compliance, protecting your communities from liability and ensuring all work is performed by properly insured and licensed professionals.