PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It replaces fragmented systems for payments, vendor management, documents, and board governance with a single, unified portal. The platform is designed to reduce manual follow-ups, improve transparency for boards and residents, and simplify daily community operations. PropMIS brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one place. What sets PropMIS apart is its deep integration of artificial intelligence from day one. AI tools generate manager briefings, draft notices, answer resident questions from community documents, and support workflows. This allows management teams to save time, stay organized, and provide a better resident experience without adding complexity. PropMIS was built by an engineer who served on HOA boards and understands that software should not be harder than the job. The platform is now onboarding early-access communities across the United States, offering a 45-day free trial for early adopters. Whether a company manages one community or ten, PropMIS scales to fit the portfolio size with a single price point. It also includes built-in per-community usage metering for AI queries, enabling management companies to offer AI as a managed service and create a new revenue stream at zero additional cost.

AI Manager Briefing

Every morning, PropMIS AI scans all payments, violations, and work orders across your communities. It then generates a concise briefing that tells you exactly what needs your attention right now. This eliminates the need to manually check multiple systems or dashboards. For example, the briefing might highlight overdue payments for one community, pending bid reviews for another, and confirm that all is clear for a third. This feature saves property managers significant time and ensures nothing falls through the cracks.

Resident AI Document Q&A

Residents can ask questions about their community rules and get instant answers sourced directly from actual governing 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 provide a specific answer based on the relevant section of the community documents, including a citation and a link to view the original document. This reduces the volume of routine inquiries directed to property managers and empowers residents with self-service access to information.

Integrated Payments with Stripe

PropMIS offers secure online payments powered by Stripe, including AutoPay functionality. Late fees are applied automatically based on community rules. Property managers can choose to use Stripe for online payments or accept manual payments as needed. Every payment, regardless of method, lands in a single, per-unit ledger. This provides a clear and accurate financial record for each resident and property, eliminating the reconciliation headaches associated with fragmented payment systems.

Vendor Marketplace and Compliance Tracking

Property managers can post Requests for Proposals (RFPs) within the platform. Vendors then compete for the work with transparent pricing, allowing managers to compare bids side-by-side. Beyond the initial bid, PropMIS tracks all vendor documentation, including insurance certificates, W9s, and licenses, with expiry alerts. This ensures that every vendor is compliant and properly vetted before any work is assigned, reducing liability and administrative overhead.

Streamlining Daily Operations for Portfolio Managers

A property manager overseeing multiple HOAs can log into PropMIS each morning and review the AI Manager Briefing. This single report summarizes all critical items across their entire portfolio, such as overdue payments, pending violation approvals, and new work orders. Instead of logging into separate systems for each community, the manager can prioritize their day from one dashboard, addressing urgent issues first and delegating routine tasks efficiently. This drastically reduces time spent on manual follow-ups and data gathering.

Enabling Self-Service for Residents

Residents frequently have questions about community rules, such as parking restrictions, pet policies, or architectural guidelines. With PropMIS, residents can use the AI Document Q&A feature to get immediate answers from the official governing documents. This reduces the number of phone calls and emails directed to the property management office. Residents appreciate the instant access to information, while managers are freed up to focus on more complex issues that require human judgment and intervention.

Managing Board Approvals with Full Audit Trails

When a work order or bid exceeds a certain threshold, it requires board approval. PropMIS facilitates this by routing the request to the appropriate board members with all relevant details and supporting documents. Board members can review, comment, and vote within the platform. Every action, from the initial submission to the final approval, is recorded in a complete audit trail. This provides transparency, ensures accountability, and creates a clear record of all board decisions for future reference and compliance.

Automating Vendor Onboarding and Compliance

A property manager needs to hire a pool maintenance company for a community. Using PropMIS, they post an RFP to the vendor marketplace. Multiple vendors submit bids with transparent pricing. Once a vendor is selected, the platform automatically tracks their insurance certificate, W9, and business license. It sends alerts when any of these documents are nearing their expiration date. This ensures that only compliant vendors are actively working on the property, protecting the HOA from liability and simplifying the annual vendor review process.

What types of communities can use PropMIS?

PropMIS is designed for any homeowners association (HOA), including single-family home communities, townhome developments, and condominium complexes. It is built for both professional property management companies that manage multiple communities and self-managed boards that run a single community. The platform scales from one community to an entire portfolio, making it suitable for a wide range of management structures.

How does the AI in PropMIS work with my community documents?

PropMIS AI is trained on the specific documents you upload, such as your community's bylaws, CC&Rs, rules and regulations, and meeting minutes. When a resident or manager asks a question, the AI searches these documents for the most relevant information. It then provides a direct answer along with a citation and a link to the original source document. This ensures accuracy and allows users to verify the information for themselves.

Is there a free trial or onboarding period for new users?

Yes, PropMIS is currently onboarding early-access communities across the United States. New users can join early access and receive 45 days free to explore the platform and its features. This allows property managers and boards to fully evaluate how PropMIS can streamline their operations before making a financial commitment.

How does PropMIS handle payment processing and fees?

PropMIS uses Stripe for secure online payment processing. Residents can make one-time payments or set up AutoPay for their monthly dues. Late fees are applied automatically based on the rules configured for each community. While online payments are processed through Stripe, managers also have the option to record manual payments. All payments are consolidated into a single, per-unit ledger for accurate financial tracking.