PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It is designed to replace fragmented systems that require separate tools for payments, vendor coordination, documents, and board governance. Instead, PropMIS consolidates all community management functions into a single, unified portal. The platform is built by an engineer with direct HOA board experience, ensuring that the software addresses real-world operational pain points rather than adding complexity. PropMIS serves property managers who oversee one or multiple communities, as well as self-managed boards seeking streamlined operations. Its core value proposition is the reduction of manual follow-ups, improved transparency for boards and residents, and simplified daily operations. AI assistance is embedded from day one, providing capabilities such as automated manager briefings that scan payments, violations, and work orders overnight to highlight urgent items. Residents can ask questions about community documents and receive instant answers sourced from their specific bylaws, CC&Rs, and meeting minutes. Management companies can also generate new revenue by offering AI access as a billable managed service, with per-community usage metering and reporting built in. All modules, including payments, violations, vendor bids, board decisions, amenity booking, and the resident portal, are integrated from the start rather than bolted on later. Security is a priority, with Stripe-powered payment processing, full audit trails for every approval and notice, and vendor compliance tracking for insurance, licenses, and W9s with expiry alerts. PropMIS is currently onboarding early-access communities across the United States with a 45-day free trial.

AI Manager Briefing

This feature automatically scans every payment, violation, and work order across all managed communities overnight. Each morning, the manager receives a concise briefing that highlights only what requires immediate attention, such as overdue payments, pending bid reviews, or communities with no issues. This eliminates the need to manually log into each community’s system and check statuses one by one, saving significant time and ensuring nothing is missed.

Resident AI Document Q&A

Residents can ask natural language questions about their community’s governing documents and receive instant, accurate answers sourced directly from their specific bylaws, CC&Rs, and meeting minutes. For example, a resident can ask “Can I paint my garage door?” and the AI will cite the relevant section of the community documents with a direct link to the source. Management companies can offer this as a billable service, with built-in per-community usage metering that tracks every AI query for reporting and overage billing.

Unified Payment Processing with AutoPay

PropMIS integrates Stripe for online payments and AutoPay, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on configured rules. Managers have the flexibility to accept payments via Stripe or process them manually when needed. Every payment is recorded in a per-unit ledger that provides a complete financial history for each resident, eliminating the need for separate payment systems and manual reconciliation.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and receive competing bids with transparent pricing, allowing side-by-side comparison. Once a vendor is selected, PropMIS tracks all work orders, compliance documents (W9s, insurance certificates, licenses), contracts, and invoices in one centralized location. Expiry alerts notify managers when a vendor’s insurance or license is about to expire, ensuring that only compliant vendors are assigned work.

Portfolio-Wide Daily Management for Property Managers

A property management company overseeing ten different HOAs can use PropMIS to manage all communities from a single dashboard. The AI Manager Briefing provides a daily summary for each community, highlighting overdue payments, pending board approvals, and new violations. The manager can then take action directly from the briefing without logging into separate systems, significantly reducing the time spent on routine checks and follow-ups.

Resident Self-Service for Document Inquiries

A resident who wants to know the rules about installing a fence can open the resident portal and type their question into the AI Document Q&A feature. The AI instantly searches the community’s CC&Rs and bylaws, returning the exact rule along with a citation and a link to the source document. This eliminates the need for the resident to email the property manager and wait for a response, reducing administrative overhead and improving resident satisfaction.

Streamlined Board Approval Workflows

When a work order exceeds a configured dollar threshold, PropMIS automatically routes it to the board for approval. Board members receive notifications and can review the bid details, see competing bids, and cast their vote through the portal. The system tracks the audit trail, showing exactly when each vote was cast and when the final approval was granted. This ensures transparency and accountability for all board decisions.

Vendor Onboarding and Compliance Management

A property manager needs to hire a pool maintenance company for a community. They post an RFP in the vendor marketplace, receive three competing bids with transparent pricing, and compare them side by side. After selecting a vendor, PropMIS tracks the vendor’s insurance certificate, W9, and license, sending alerts when any document is about to expire. This ensures the vendor remains compliant throughout the contract period and reduces liability for the HOA.

PropMIS offers a single platform with one price that covers management of one or multiple communities. AI capabilities are included in every plan at no additional cost. Management companies can offer AI access as a managed service to communities, creating a new revenue line. Built-in per-community usage metering tracks every AI query, and managers can set overage thresholds, generate monthly usage reports, and bill communities for what they consume. New users can join early access with 45 days free by requesting a demo.

How does the AI Manager Briefing work?

The AI Manager Briefing runs automatically overnight, scanning every payment, violation, and work order across all communities under management. It compiles a concise summary for each community, highlighting items that require immediate attention such as overdue payments, pending bid reviews, or unresolved violations. Managers receive this briefing each morning and can take direct action from the summary, eliminating the need to manually check each community’s status.

Can residents ask questions about any community document?

Yes, the Resident AI Document Q&A feature allows residents to ask natural language questions about their specific community’s governing documents, including bylaws, CC&Rs, and meeting minutes. The AI searches the uploaded documents and returns an answer with a direct citation and a link to the source document. This feature is available as a billable service that management companies can offer to communities, with per-community usage tracking built in.

What payment methods are supported?

PropMIS supports Stripe for online payments, including credit and debit cards, as well as AutoPay for automatic monthly dues collection. Late fees are applied automatically based on configured rules. Managers also have the option to process payments manually when needed. All payments are recorded in a per-unit ledger that provides a complete financial history for each resident.

How does vendor compliance tracking work?

PropMIS tracks each vendor’s W9, insurance certificate, and license with expiry dates. The platform sends automatic alerts when any document is approaching its expiration date, allowing managers to request updated documentation before it expires. This ensures that only vendors with current compliance documents are assigned work, reducing liability for the HOA and management company. The vendor’s compliance status is visible at a glance in the vendor management module.