PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It was created by an engineer who served on HOA boards and understood firsthand that community management software should simplify the job, not make it harder. PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions made without proper audit trails by bringing everything into one simple, unified portal. The platform is designed for managers who oversee one community or an entire portfolio, allowing them to run dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication from a single interface. What truly sets PropMIS apart is that artificial intelligence is built in from day one, not bolted on as an afterthought. AI assists with daily manager briefings that scan payments, violations, and work orders overnight to tell managers exactly what needs attention. Residents can ask questions about their community documents and get instant answers sourced from actual bylaws and CC&Rs. Management teams can reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations easier to manage without adding complexity. PropMIS is currently onboarding early-access communities across the United States with a 45-day free trial offer.

AI Manager Briefing

Every morning, PropMIS scans all payments, violations, work orders, and resident communications across your entire portfolio. The AI analyzes what happened overnight and presents you with a concise briefing that tells you exactly what needs your attention right now. You see overdue payments for specific communities, pending bid reviews, board approvals waiting for votes, and any compliance issues that have arisen. This eliminates the need to manually check each community dashboard or sift through emails to find urgent items. The briefing evolves as your communities grow, becoming more personalized to your management style over time.

Resident AI Document Q&A

Residents can ask questions about their community's governing documents and get instant, accurate answers sourced directly from their actual bylaws, CC&Rs, meeting minutes, and rules. For example, a resident can ask "Can I paint my garage door?" and the AI will search the community documents, find the relevant section, and provide a specific answer with citations showing exactly where the information came from. Management companies can offer this AI access as a billable service to communities, with built-in per-community usage metering that tracks every AI query for transparent billing.

Integrated Payments with AutoPay

PropMIS uses Stripe-powered online payments with AutoPay functionality that makes dues collection effortless for residents and predictable for managers. Late fees are applied automatically based on your community's rules. The platform supports both Stripe payments when residents prefer digital convenience and manual payment entry when needed. Every payment lands in the same per-unit ledger, giving you a complete financial picture for each homeowner and each community. This eliminates the fragmented payment systems that often cause confusion and manual reconciliation work.

Board-Ready Transparency and Workflow

PropMIS includes complete approval workflows for work orders, bids, and violations with configurable thresholds that match your community's governance rules. Every decision is tracked with a full audit trail, so you know who approved what and when. Role-based access with clear permission boundaries ensures that board members, managers, and residents see only what they should. This replaces the common scenario of board decisions made without proper documentation or audit trails, giving communities the transparency they deserve and managers the accountability they need.

Managing Multiple Communities from One Dashboard

A property management company overseeing ten different HOAs can use PropMIS to view all communities from a single portal. The AI Manager Briefing scans every payment, violation, and work order across all ten communities overnight. The manager wakes up to a clear summary showing two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and everything clear at Pine Valley. Instead of logging into separate systems or checking individual spreadsheets, the manager prioritizes their day based on what actually needs attention, saving hours of manual review time.

Streamlining Vendor Management and Bidding

When a community needs a pool repair or landscaping service, the manager can post RFPs through PropMIS's Vendor Marketplace. Vendors compete with transparent pricing, and the manager can compare bids side-by-side. Once a vendor is selected, the platform tracks work orders, compliance documents like insurance certificates and licenses, contracts, and invoices in one place. Expiry alerts notify the manager when a vendor's insurance or license is about to expire, ensuring only compliant vendors are assigned work. This eliminates the chaos of managing vendor paperwork across email chains and filing cabinets.

Enabling Resident Self-Service for Community Questions

Instead of fielding repetitive phone calls and emails from residents asking about HOA rules, managers can direct residents to the AI Document Q&A feature. A resident wondering about parking restrictions, pet policies, or paint colors can ask their question and receive an instant answer sourced directly from the community's governing documents. The AI provides citations so residents can verify the information themselves. This dramatically reduces the time managers spend answering routine questions and gives residents immediate access to the information they need, improving satisfaction for both sides.

Automating Board Approval Workflows

When a violation is issued or a significant work order needs approval, PropMIS routes it through the correct approval chain based on configurable thresholds. Board members receive notifications, can review the details, and cast their votes within the platform. The system tracks how many votes have been received and alerts the manager when a decision is pending. Once the required votes are in, the approval is recorded with a complete audit trail. This replaces the slow, error-prone process of email chains, paper ballots, and board meetings where decisions are made without proper documentation.

How does the AI Manager Briefing work and what does it show me?

The AI Manager Briefing runs automatically every night, scanning all payments, violations, work orders, and resident communications across every community you manage. It analyzes the data to identify what requires your immediate attention, what is pending approval, and what is running smoothly. Each morning, you receive a concise summary that might show overdue payments for specific communities, bids awaiting your review, board approvals waiting for votes, or compliance issues that need action. The briefing evolves over time and becomes more tailored to your specific management style and community needs.

Can residents really get answers from community documents using AI?

Yes, absolutely. Residents can type natural language questions into the Resident AI feature, and the system searches your community's actual documents including bylaws, CC&Rs, meeting minutes, and rules. The AI finds the relevant sections and provides a clear answer with specific citations showing exactly which document and section the information came from. For example, a resident can ask about painting restrictions, pet policies, or parking rules and receive an instant, accurate answer. Management companies can offer this as a billable service with per-community usage tracking.

Is PropMIS suitable for a single HOA or only for large management companies?

PropMIS is designed to scale from one community to an entire portfolio. Whether you manage a single self-managed HOA or a property management company with ten or more communities, the platform works the same way. The pricing is one platform at one price regardless of how many communities you manage. All features including AI, payments, vendor management, and board workflows are available at every level. The platform is currently onboarding early-access communities across the United States with a 45-day free trial.

How are payments handled and are late fees applied automatically?

PropMIS uses Stripe-powered online payments with AutoPay functionality. Residents can set up automatic monthly payments for their HOA dues, and late fees are applied automatically based on your community's specific rules and schedule. You can also accept manual payments when needed, and every payment is recorded in the same per-unit ledger for each homeowner. This gives you a complete and accurate financial picture for every unit and every community without the need for manual reconciliation or tracking payments across multiple systems.