PropMIS

PropMIS is an AI-powered HOA management platform built for property management companies and self-managed boards. It is designed to replace fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails with a single, unified portal. The product brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one place, eliminating the need for multiple disconnected tools. PropMIS is built for property managers who oversee one community or an entire portfolio, as well as board members seeking greater transparency and control. Its core value proposition is the reduction of manual follow-ups and administrative busywork through artificial intelligence. AI is included in every plan, offering features like manager briefings that scan payments, violations, and work orders overnight to highlight what needs immediate attention. Residents can ask questions about community documents and receive instant answers sourced from actual bylaws and meeting minutes. For management companies, this AI capability can be offered as a managed service to communities, creating a new revenue stream at no additional cost. The platform is built by an engineer with firsthand HOA board experience, ensuring that the software prioritizes ease of use and practical functionality over complexity. PropMIS is currently onboarding early-access communities across the United States with a 45-day free trial, positioning itself as a modern, intelligent solution for community association management.

AI Manager Briefing

Every morning, the AI scans all payments, violations, and work orders across your communities and generates a concise briefing. It tells you exactly what needs your attention right now, such as overdue payments, pending bid reviews, or board approvals required. This feature eliminates the need to manually check each module, saving management teams significant time and ensuring nothing critical is missed.

Resident AI Document Q&A

Residents can ask questions about their community’s governing documents and receive instant, accurate answers sourced directly from the actual bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, “Can I paint my garage door?” and the AI will respond with the specific rule and cite the relevant document section. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payments with Stripe

PropMIS uses Stripe to process online HOA dues payments, including AutoPay functionality. Late fees are applied automatically based on community rules. Payments can be processed through Stripe or entered manually, and every transaction lands in the same per-unit ledger. This ensures accurate financial records and reduces the administrative burden of tracking payments across multiple systems.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs for community work, and vendors can compete with transparent pricing, allowing for easy side-by-side comparisons. The platform tracks all vendor work orders, compliance documents like insurance certificates and W9s, contracts, and invoices in one place. Expiry alerts ensure managers know every vendor’s compliance status before assigning work, reducing risk and administrative overhead.

Daily Portfolio Management for Property Managers

A property manager overseeing multiple communities can use PropMIS as a single dashboard to monitor all operations. The AI Manager Briefing provides a daily summary of overdue payments, pending violation reviews, and work order statuses across the entire portfolio. This allows the manager to prioritize their day, address urgent issues first, and maintain high service levels without being overwhelmed by manual data gathering.

Streamlining Board Decision Making

Board members can use PropMIS to review and approve work orders, bids, and violations through configurable approval workflows. Every action is recorded in a complete audit trail, providing full transparency and accountability. This eliminates the chaos of email chains and lost paper trails, ensuring that board decisions are documented, accessible, and compliant with community governance requirements.

Enhancing Resident Experience and Communication

Residents access a dedicated portal to pay dues, view community documents, book amenities, and communicate with management. The AI-powered Q&A feature allows them to get immediate answers to questions about community rules without waiting for a manager’s response. This self-service capability improves resident satisfaction and reduces the volume of routine inquiries that management must handle manually.

Vendor Management and Competitive Bidding

When a community needs a repair or service, the property manager can post an RFP through the Vendor Marketplace. Multiple vendors submit bids with transparent pricing, which can be compared side-by-side. Once a vendor is selected, their work orders, compliance documents, and invoices are tracked within the platform. This ensures competitive pricing, vendor accountability, and a complete record of all service transactions.

What is PropMIS and who is it for?

PropMIS is an AI-powered HOA management platform designed for property management companies and self-managed boards. It is for professionals who manage one or multiple communities and want to replace fragmented tools with a single, intelligent system. The platform handles payments, documents, residents, vendors, and board governance, making it suitable for both large management firms and individual community boards.

How does the AI in PropMIS work?

The AI is built into every plan and performs several functions. It generates a daily Manager Briefing that scans payments, violations, and work orders to highlight urgent items. It also powers a Resident AI feature that answers questions by searching the community’s actual documents, such as bylaws and meeting minutes, and citing the specific sources. Additionally, it can draft notices and support workflows, reducing manual effort.

Can management companies generate revenue from the AI features?

Yes. PropMIS includes per-community usage metering that tracks every AI query. Management companies can bundle the AI features into their management fee or offer them as a standalone service to communities, setting their own price. They can generate monthly usage reports and bill communities for what they consume, creating a new revenue line at zero additional cost to the management company.

What payment options are available and how are late fees handled?

PropMIS integrates with Stripe to offer online HOA dues payments, including an AutoPay feature for residents. Late fees are applied automatically based on the community’s predefined rules. Managers also have the option to record manual payments. All payments, whether online or manual, are recorded in a unified per-unit ledger, ensuring accurate and transparent financial tracking.