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 by bringing everything into one simple, centralized portal. The platform is designed to help managers run communities more efficiently by consolidating dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single interface. PropMIS reduces manual follow-ups, improves transparency for boards and residents, and makes 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. Built by an engineer who served on HOA boards, PropMIS understands the real challenges property managers face daily. The platform includes seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and a resident portal. Every module is connected from day one, ensuring seamless data flow across all community operations. PropMIS also offers a unique revenue opportunity for management companies by allowing them to offer AI services as a managed service to their communities at zero additional cost to themselves.

AI-Powered Manager Briefing

Every morning, the AI scans all payments, violations, work orders, and community activities across your portfolio and generates a prioritized briefing. It tells you exactly what needs attention right now, including overdue payments, pending bid reviews, board approvals waiting for votes, and any compliance issues. This eliminates the need to manually check each community dashboard and helps managers start their day with clear priorities.

Resident AI Document Q&A

Residents can ask questions about their community documents and get instant, accurate answers based on actual bylaws, CC&Rs, meeting minutes, and other governing documents. For example, a resident can ask "Can I paint my garage door?" and the AI will pull the relevant section from the CC&Rs, cite the specific clause, and provide the exact rule with a link to the source document. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payment System with AutoPay

PropMIS uses Stripe for secure online payments with AutoPay functionality. Late fees are applied automatically based on community rules. Managers can choose to use Stripe when convenient or process payments manually when needed. Every payment lands in the same per-unit ledger, ensuring accurate financial records across all communities. The system provides full transparency on dues collection, including real-time tracking of payments received and amounts outstanding.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs and vendors compete with transparent pricing, allowing side-by-side comparison of bids. The platform tracks work orders, vendor compliance documents including insurance certificates, W9s, and licenses, with expiry alerts so managers know every vendor's status before assigning work. This streamlines the vendor selection process and ensures all contractors meet community requirements before starting any project.

Streamlining Daily Community Management

Property managers handling multiple communities can use the AI Manager Briefing to get a consolidated view of all urgent issues across their portfolio. Instead of logging into separate systems for each community, they receive one daily report highlighting overdue payments, pending board approvals, vendor bids needing review, and violation updates. This saves hours of manual checking and ensures nothing falls through the cracks.

Enabling Board-Ready Decision Making

Board members can access complete audit trails for every approval, payment, and notice. When reviewing work orders, bids, or violations, they see the full history including who approved what and when. Configurable approval thresholds ensure that decisions are made at the appropriate level of authority. This transparency helps boards make informed decisions quickly and maintains clear records for compliance and future reference.

Improving Resident Communication and Self-Service

Residents can use the AI Q&A feature to get instant answers to common questions about community rules without having to call or email the property manager. They can also access the resident portal to view their account, make payments, book amenities, and receive community announcements. This reduces the volume of routine inquiries managers need to handle and empowers residents to find information independently.

Generating New Revenue Through AI Services

Management companies can bundle the AI features into their management fees or offer them as a standalone service to communities. Built-in per-community usage metering tracks every AI query, allowing managers to set overage thresholds, generate monthly usage reports, and bill communities for what they consume. This creates a new revenue stream at zero additional cost to the management company while providing valuable services to their communities.

How does the AI Manager Briefing work?

The AI scans all payments, violations, work orders, and community activities across your entire portfolio every night. It analyzes the data to identify urgent items, pending approvals, overdue payments, and compliance issues. Each morning, you receive a prioritized briefing that tells you exactly what needs your attention right now, organized by community and urgency. This eliminates the need to manually check each community dashboard and helps you start your day with clear priorities.

Can residents really get answers from community documents?

Yes. The AI Q&A feature allows residents to ask questions about their community documents, and the AI will search through bylaws, CC&Rs, meeting minutes, and other governing documents to find the relevant information. It provides the answer along with citations to the specific sections and links to the source documents. This gives residents accurate, document-based answers instantly without needing to contact the property manager.

What payment options are available for HOA dues?

PropMIS uses Stripe for secure online payments with AutoPay functionality. Residents can set up automatic monthly payments, and late fees are applied automatically based on community rules. Managers have the flexibility to use Stripe when convenient or process payments manually when needed. Every payment lands in the same per-unit ledger, ensuring accurate financial records across all communities.

How does the vendor marketplace work?

Property managers can post RFPs for work needed in their communities. Vendors then compete by submitting bids with transparent pricing. Managers can compare bids side-by-side to make informed decisions. The platform also tracks vendor compliance documents including insurance certificates, W9s, and licenses, with expiry alerts. This ensures every vendor meets community requirements before any work begins.

PropMIS offers a single platform price regardless of whether you manage one community or ten. The platform includes free AI features in every plan. Management companies can offer AI services to communities as a managed service, creating a new revenue line at zero additional cost. Built-in per-community usage metering tracks every AI query, allowing managers to set overage thresholds, generate monthly usage reports, and bill communities for what they consume. PropMIS is currently offering early access with 45 days free for new communities.