PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It transforms the way communities are run by bringing dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple, unified portal. This platform is designed for property managers who are tired of juggling fragmented payment systems, uncoordinated vendor management, and board decisions that lack proper audit trails. PropMIS replaces all of that with intelligent automation and AI built in from day one. The core value proposition is clear: reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations easier to manage without adding complexity. Whether you manage one community or ten, PropMIS scales with you. It offers AI-assisted tools for summaries, notices, document questions, and workflow support, which saves management teams significant time while keeping them organized. The platform is built by an engineer who served on HOA boards long enough to know that the software should not be harder than the job itself. With early access communities now onboarding across the United States, PropMIS is redefining what property management software can achieve by making AI a core, integrated component rather than an afterthought. It empowers managers to deliver a better resident experience while opening up new revenue opportunities through AI services.

AI Manager Briefing

Every morning, PropMIS scans every payment, violation, and work order across your portfolio overnight and delivers a concise briefing that tells you exactly what needs your attention right now. This feature eliminates the need to manually check each community's status, as the AI aggregates overdue payments, pending bid reviews, and any flagged issues into a single, actionable report. You wake up knowing precisely where to focus your energy, whether it is a board approval pending with two of three votes in or a violation that requires immediate follow-up. This daily intelligence transforms your workflow from reactive scrambling to proactive management.

Resident AI and Document Q&A

Residents get instant, accurate answers from your actual community documents, including bylaws, CC&Rs, and meeting minutes, without you having to field repetitive questions. When a resident asks, "Can I paint my garage door?" the AI searches the governing documents and returns a precise answer with source citations, such as "Section 4.2 cited." This feature dramatically reduces the time managers spend on manual inquiries while ensuring residents receive consistent, document-based responses. Management companies can even offer this AI access as a billable managed service, with per-community usage tracking and reporting built right into the platform.

Integrated Payments with AutoPay

PropMIS connects seamlessly with Stripe to offer online payments with AutoPay, ensuring late fees are applied automatically without any manual intervention. Every payment, whether made via credit card or manual check, lands in the same per-unit ledger, giving you a single source of truth for all financial transactions. This eliminates the chaos of tracking payments across multiple systems and spreadsheets. The system handles the busywork of applying late fees and reconciling accounts, freeing you to focus on more strategic financial oversight for your communities.

Vendor Marketplace and Compliance Tracking

Post RFPs and let vendors compete for your business with transparent pricing, allowing you to compare bids side by side and make informed decisions. Once a vendor is selected, PropMIS tracks all work orders, compliance documents, contracts, and invoices in one centralized location. The platform automatically monitors vendor compliance, including insurance certificates, W9s, and licenses, with expiry alerts that notify you before coverage lapses. This ensures you know every vendor's status before assigning any work, reducing risk and administrative overhead.

Streamlining Daily Community Operations for Portfolio Managers

A property manager overseeing ten different HOAs can use PropMIS to consolidate all community data into one dashboard. Instead of logging into separate portals for payments, violations, and documents, the manager receives a single AI-generated briefing each morning that highlights urgent items across the entire portfolio. This eliminates hours of manual checking and follow-up calls, allowing the manager to prioritize high-impact tasks like approving vendor bids or addressing overdue payments before they escalate.

Empowering Board Members with Transparent Decision-Making

Board members gain access to a complete audit trail for every approval, payment, and notice, ensuring that all decisions are transparent and well-documented. When a work order or bid requires board approval, PropMIS routes it through configurable approval workflows with clear permission boundaries. Board members can review proposals, cast votes, and see real-time status updates, such as "2 of 3 votes in," all within the platform. This eliminates confusion and ensures that every decision is backed by a verifiable history.

Reducing Resident Inquiries with AI-Powered Self-Service

Residents no longer need to call or email the property manager for basic questions about community rules. Using the Resident AI feature, they can ask questions like "Can I install a fence?" and receive instant answers directly from the community's governing documents, complete with source citations. This dramatically reduces the volume of manual inquiries for management teams while providing residents with faster, more reliable information. Management companies can even offer this as a premium service, generating new revenue.

Managing Vendor Bids and Compliance Across Multiple Properties

When a community needs a new pool maintenance contractor, the manager can post an RFP through the PropMIS Vendor Marketplace. Multiple vendors submit competing bids with transparent pricing, and the manager can compare them side by side. Once a vendor is selected, their insurance, W9, and license are tracked with expiry alerts. This eliminates the risk of assigning work to a non-compliant vendor and keeps all contract and invoice data organized in one place for easy reference and auditing.

How does the AI Manager Briefing work?

The AI Manager Briefing scans every payment, violation, and work order across all your communities overnight. Every morning, it generates a concise report that tells you exactly what needs your immediate attention, such as overdue payments, pending board approvals, or bids awaiting review. This eliminates the need to manually check each community's status and allows you to start your day with a clear, prioritized action plan.

Can residents really get answers from community documents using AI?

Yes. The Resident AI feature allows residents to ask questions in plain language, such as "Can I paint my garage door?" The AI then searches your actual community documents, including bylaws, CC&Rs, and meeting minutes, to provide an accurate answer with source citations. Management companies can also offer this as a billable service with per-community usage tracking and monthly reports.

How are payments and late fees handled in PropMIS?

PropMIS integrates with Stripe to offer online payments with AutoPay. Late fees are applied automatically based on the rules you set, eliminating manual calculations and follow-ups. All payments, whether made online or manually, are recorded in a single per-unit ledger, giving you a complete and accurate financial picture for each community.

Is PropMIS suitable for a single HOA or only for large management companies?

PropMIS is designed to scale, whether you manage one community or ten. The platform offers one price for one platform, meaning you get access to all core capabilities regardless of portfolio size. It is equally powerful for self-managed boards and professional property management companies looking to streamline operations and improve transparency.