PropMIS

PropMIS is an AI-powered HOA management platform designed specifically for property management companies and self-managed boards. It transforms fragmented community operations into a unified, streamlined experience by bringing dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single, intuitive portal. Built by an engineer who served on HOA boards, the platform addresses the real-world pain points of manual follow-ups, lack of transparency, and disconnected systems that plague traditional community management. PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails with AI built in from day one. The core value proposition is reducing administrative busywork while improving transparency for boards and residents. Management teams can save time, stay organized, and provide a better resident experience without adding complexity. AI-assisted tools handle summaries, notices, document questions, and workflow support, allowing managers to focus on higher-value tasks. The platform is currently onboarding early-access communities across the United States, offering 45 days free to new users. PropMIS scales from managing a single community to an entire portfolio, with seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and a resident portal. Everything is connected from day one, with no bolted-on features.

AI Manager Briefing

Every morning, PropMIS AI scans all payments, violations, and work orders across your communities overnight and delivers a concise briefing on exactly what needs your attention right now. This eliminates the need to manually check each community's status, reducing time spent on administrative reviews. The briefing highlights overdue payments, pending bid reviews, board approvals needed, and any compliance issues, allowing managers to prioritize their day effectively. This feature ensures nothing falls through the cracks and provides a daily snapshot of community health.

Resident AI Document Q&A

Residents can get instant answers to their questions directly from actual community documents such as bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will retrieve the relevant section from the governing documents, cite the specific clause, and provide a clear answer with source references. This reduces the volume of repetitive questions directed at management, empowers residents with self-service information, and ensures consistency in how community rules are interpreted and communicated.

Integrated Payment Processing 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 configured rules, eliminating manual tracking and enforcement. Managers can choose to use Stripe when convenient or process payments manually when needed. Every payment lands in the same per-unit ledger, providing a complete and accurate financial record for each resident. This unified approach simplifies reconciliation and provides clear financial transparency for boards.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and vendors compete with transparent pricing, allowing side-by-side comparison of bids. Beyond sourcing, PropMIS tracks work orders, compliance documents (W9s, insurance certificates, licenses), and invoices in one central location. Expiry alerts notify managers when vendor documentation needs renewal, ensuring every vendor's status is known before work is assigned. This reduces risk, streamlines vendor onboarding, and creates a complete audit trail for all vendor-related activities.

Streamlining Daily Operations for Portfolio Managers

A property manager overseeing multiple HOAs uses the AI Manager Briefing each morning to get a consolidated view of all communities. The briefing highlights two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and confirms all clear at Pine Valley. Instead of logging into separate systems or checking emails, the manager can immediately take targeted actions, saving hours of manual review each week. This use case demonstrates how PropMIS reduces administrative overhead and allows managers to focus on proactive community engagement.

Enabling Self-Service for Residents

A homeowner wants to know if they can install a new fence in their backyard. Instead of emailing the property manager and waiting for a response, they use the Resident AI feature in the portal. The AI searches the community's CC&Rs and architectural guidelines, finds the relevant section about fence height and material restrictions, and provides a clear answer with a link to the source document. The resident gets an immediate, accurate answer, and the property manager avoids a time-consuming manual lookup and response.

Managing Board Approvals with Transparency

An HOA board needs to approve a major repair bid for the community pool. The property manager posts the RFP to the vendor marketplace, receives three competing bids, and uploads them to the platform. The board members review the bids with side-by-side comparisons and vote through the platform's approval workflow. The system tracks each vote, creates a complete audit trail, and automatically notifies the manager when the required number of approvals is reached. This ensures decisions are documented, transparent, and compliant with community governance requirements.

Tracking Vendor Compliance and Work Orders

A property manager needs to assign a landscaping contract for a community. Before issuing the work order, they check the vendor compliance dashboard and see that one vendor's insurance has expired. The manager contacts the vendor to renew, then assigns the work to a fully compliant vendor. Throughout the project, the manager tracks work order progress, receives completion notifications, and processes invoices through the platform. This use case shows how PropMIS prevents risk by ensuring only compliant vendors are engaged and provides a complete record of vendor activities.

What makes PropMIS different from other HOA management software?

PropMIS is built with AI integrated from day one, not added as an afterthought. The platform includes AI-powered features like Manager Briefings, Resident Document Q&A, and AI-drafted notices as standard components. Additionally, PropMIS provides a unified platform for payments, documents, residents, vendors, and board governance, replacing fragmented systems. The platform is designed by someone who served on HOA boards, ensuring it addresses real-world pain points rather than theoretical software requirements.

How does the AI Resident Q&A feature work and what documents does it use?

The AI Resident Q&A feature allows residents to ask questions in natural language and receive answers based on the community's actual governing documents, including bylaws, CC&Rs, meeting minutes, and architectural guidelines. The AI retrieves the relevant sections, cites specific clauses, and provides source references so residents can verify the information. This feature is included in every plan and can be offered as a managed service by property management companies, with built-in per-community usage metering for billing purposes.

Is PropMIS suitable for small management companies managing only one community?

Yes, PropMIS is designed to scale from managing one community to an entire portfolio. The platform offers one price regardless of whether you manage one community or ten. All seven integrated modules (AI Answers, Payments, Violations, Vendor Bids, Board Decisions, Amenity Booking, Resident Portal) are available to all users. The system is equally powerful for a self-managed board handling a single HOA as it is for a professional management company overseeing multiple communities.

How secure is PropMIS and what measures are in place to protect data?

PropMIS is built with enterprise-grade security and transparency. The platform uses Stripe for secure payment processing of HOA dues and vendor payments. Every approval, payment, and notice is tracked with a full audit trail, providing complete transparency and accountability. Vendor compliance documents are stored securely with expiry alerts. The platform offers role-based access with clear permission boundaries, ensuring that only authorized users can view or modify sensitive information.