PropMIS

PropMIS is a modern, AI-powered HOA management platform designed specifically for property management companies and self-managed boards. Built by an engineer with firsthand board experience, PropMIS replaces fragmented systems for payments, vendor management, and board governance with a unified, intelligent platform. The product brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. Its core value proposition is reducing manual follow-ups and administrative busywork through artificial intelligence. Management teams gain AI-assisted tools for daily briefings, document summaries, automated notices, and workflow support. PropMIS improves transparency for boards and residents while making community operations easier to scale. Whether a company manages one community or ten, the platform connects payments, documents, residents, vendors, and board governance from day one. AI is included in every plan at no additional cost, and management companies can offer AI features to communities as a managed service, creating a new revenue line. With features like AI manager briefings, resident document Q&A, automated violation tracking, vendor marketplace, and board approval workflows, PropMIS is built to help property managers stay organized, save time, and deliver a better resident experience without adding complexity.

AI Manager Briefing

Every morning, PropMIS AI scans all payments, violations, work orders, and board approvals across your communities. It generates a concise briefing that tells you exactly what needs your attention right now. For example, you might see overdue payments for Sunset Ridge, a bid review pending for Oakwood HOA, and that all is clear for Pine Valley. This eliminates the need to manually check each system and helps managers prioritize their day effectively.

Resident AI Document Q&A

Residents can ask questions about their community documents and get instant, accurate answers based on actual bylaws, CC&Rs, and meeting minutes. For instance, a resident can ask, "Can I paint my garage door?" and the AI will respond with the specific rule from the governing documents, including citations and links to the source material. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payments with AutoPay and Late Fees

PropMIS uses Stripe for secure online payments, including AutoPay functionality. Late fees are applied automatically based on your community's rules. Every payment, whether made online or manually recorded, lands in the same per-unit ledger. This creates a single source of truth for financial tracking and eliminates the need for separate payment systems or manual reconciliation.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs (Requests for Proposals) directly within the platform. Vendors compete with transparent pricing, allowing managers to compare bids side by side. The system also tracks vendor compliance, including insurance certificates, W9s, and licenses, with expiry alerts. This ensures every vendor's status is known before any work is assigned, reducing risk and administrative overhead.

Streamlining Daily Operations for Multi-Community Managers

A property manager overseeing ten different HOAs can use PropMIS as a single dashboard. Each morning, the AI briefing highlights critical items across all communities, such as overdue payments, pending violation reviews, or bids needing approval. The manager can handle tasks from one portal without logging into separate systems for payments, documents, or vendor management, saving hours of manual work each week.

Improving Board Governance and Transparency

Board members can use PropMIS to review and approve work orders, bids, and violations through configurable approval workflows. Every action, from approving a vendor bid to issuing a violation, is logged in a complete audit trail. Role-based access ensures that only authorized individuals can view or approve sensitive items, providing transparency and accountability for all board decisions.

Enhancing Resident Self-Service and Communication

Residents can use the Resident Portal to pay dues, book amenities, view community documents, and ask questions via the Resident AI feature. Instead of calling or emailing the property manager for simple questions about paint colors or parking rules, residents get instant answers from the AI. This reduces the volume of routine inquiries for management staff while improving resident satisfaction.

Managing Vendor Workflows and Compliance

Property managers can post a bid for a landscaping project, receive multiple competing bids with transparent pricing, and compare them side by side. Once a vendor is selected, the system tracks work orders, compliance documents, contracts, and invoices in one place. Automated alerts notify the manager when a vendor's insurance or license is about to expire, preventing compliance gaps before they become issues.

What is PropMIS and who is it for?

PropMIS is an AI-powered HOA management platform built for property management companies and self-managed boards. It helps managers run communities from one simple portal by bringing dues, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one place. It is designed for companies managing one community or an entire portfolio.

How does the AI in PropMIS work?

PropMIS includes AI tools for manager briefings, resident document Q&A, and automated notices. The AI Manager Briefing scans every payment, violation, and work order overnight and tells you exactly what needs attention. Resident AI answers questions from actual community documents like bylaws and CC&Rs. All AI features are included in every plan at no extra cost.

Is my data secure on PropMIS?

Yes. PropMIS is built with security, transparency, and reliability in mind. Payments are processed securely through Stripe. Every approval, payment, and notice is tracked with a full audit trail. The platform uses role-based access with clear permission boundaries to ensure only authorized users can view or modify sensitive information.

Can I offer AI features to my communities as a paid service?

Yes. Management companies can offer AI features, such as Resident Document Q&A, as a managed service to their communities. PropMIS includes built-in per-community usage metering that tracks every AI query. You can set overage thresholds, generate monthly usage reports, and bill communities for what they consume, creating a new revenue line at zero additional cost to you.