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 designed from the ground up. 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 significant time, stay organized, and provide a better resident experience without adding complexity. The platform is built by an engineer who served on HOA boards and understands that the software should not be harder than the job itself. PropMIS is now onboarding early-access communities across the United States, offering a 45-day free trial for new users. Whether a manager oversees one community or ten, PropMIS provides a scalable solution with integrated modules covering every role, from AI answers and payments to violations and vendor bids. The platform also offers new revenue opportunities for management companies by allowing them to offer AI capabilities as a managed service to their communities.

AI Manager Briefing

Every morning, PropMIS scans all payments, violations, and work orders overnight and delivers a concise briefing to managers. This feature tells you exactly what needs your attention right now, including overdue payments, pending bid reviews, and communities that are all clear. It eliminates the need to manually check each community's status, saving hours of time each day and ensuring nothing falls through the cracks. The briefing provides a daily snapshot of priorities across your entire portfolio.

Resident AI Document Q&A

Residents can get instant answers from their 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 community's governing documents to provide a precise answer with source citations. Management companies can offer this AI access as a billable service with per-community usage tracking, creating a new revenue stream while improving resident satisfaction and reducing repetitive questions to staff.

Payments with AutoPay and Late Fees

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 manual follow-up and ensuring consistent enforcement. The platform supports both Stripe payments and manual payment entry, with every payment landing in the same per-unit ledger. This unified approach provides a complete financial picture for each homeowner and the community as a whole.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs to a vendor marketplace where vendors compete with transparent pricing, allowing side-by-side comparison of bids. The platform tracks work orders, compliance documents, contracts, and invoices in one place. Vendor compliance tracking monitors W9s, insurance certificates, and licenses with expiry alerts, so managers know every vendor's status before assigning work. This feature streamlines the entire vendor lifecycle from onboarding to payment.

Board-Ready Transparency and Audit Trails

Approval workflows for work orders, bids, and violations come with configurable thresholds, so smaller items can be approved automatically while larger ones require board votes. Every approval, payment, and notice is tracked in a complete audit trail. Role-based access with clear permission boundaries ensures that board members, managers, and residents see only what they should. This transparency builds trust and provides legal protection for all parties.

Multi-Community Portfolio Management

A property management company overseeing ten different HOAs can use PropMIS to manage all communities from a single dashboard. Each morning, the AI Manager Briefing provides a portfolio-wide overview, highlighting which communities have overdue payments, pending board approvals, or urgent violations. The manager can quickly drill down into each community's specific issues without logging into separate systems. This consolidated approach dramatically improves efficiency and reduces the risk of missing critical deadlines across multiple properties.

Self-Managed HOA Board Operations

A self-managed homeowners association with no professional property manager can use PropMIS to handle all board operations. The platform provides structured workflows for approving work orders, reviewing vendor bids, and issuing violations. The complete audit trail ensures that all board decisions are documented for transparency and legal compliance. Board members can access the portal to vote on items, review financial reports, and communicate with residents, all without the need for expensive management software or outside consultants.

Resident Communication and Document Access

Residents can use the AI-powered document Q&A to get instant answers to common questions about community rules, such as parking restrictions, paint color guidelines, or pet policies. This reduces the volume of calls and emails to property managers, freeing them to focus on higher-value tasks. Residents can also access their payment history, view upcoming meetings, book amenities, and receive community announcements through the resident portal, creating a self-service experience that improves satisfaction.

Vendor Bid Management and Compliance

A property manager needing to hire a contractor for landscape maintenance can post an RFP through the vendor marketplace. Multiple vendors submit competitive bids with transparent pricing, which the manager can compare side-by-side. Before assigning the work, the manager can verify that each vendor has current insurance, a valid license, and a W9 on file, with expiry alerts ensuring nothing lapses. Once work is complete, invoices are tracked alongside the work order, providing a complete financial and operational record.

New Revenue Generation for Management Companies

Management companies can offer AI-powered features like document Q&A and manager briefings as a managed service to their communities. PropMIS includes built-in per-community usage metering that tracks every AI query. Companies can set overage thresholds, generate monthly usage reports, and bill communities for what they consume. This creates a new revenue line at zero additional cost to the management company, as AI is included in every PropMIS plan.

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 concise summary of items requiring immediate attention, such as overdue payments, pending bid reviews, and communities that are all clear. This eliminates the need for manual checks and provides a daily snapshot of priorities, helping managers start each day focused on the most critical tasks.

Can residents really get answers from community documents using AI?

Yes. Residents can type natural language questions into the AI Answers feature, such as "Can I paint my garage door?" or "What are the pet restrictions?" The AI searches the community's actual governing documents, including bylaws, CC&Rs, and meeting minutes, to provide precise answers with source citations. This feature reduces the volume of repetitive questions to property managers and gives residents immediate access to the information they need.

How are payments and late fees handled in PropMIS?

PropMIS integrates with Stripe for online payments and supports AutoPay for automatic monthly dues collection. Late fees are applied automatically based on the community's rules, ensuring consistent enforcement without manual intervention. The platform supports both Stripe and manual payment entry, with every transaction recorded in a unified per-unit ledger that provides a complete financial history for each homeowner and the community.

What kind of audit trail does PropMIS provide?

Every action taken within PropMIS is tracked with a timestamp and user identification. This includes board approvals of work orders and bids, issuance of violations, payment receipts, and any changes to community documents. The complete audit trail provides transparency and legal protection for board members, property managers, and residents. Role-based access ensures that each user sees only the information appropriate for their role, with clear permission boundaries.