PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It is designed to replace fragmented payment systems, uncoordinated vendor management, and board decisions without proper audit trails. The platform brings all essential community management tasks into one simple portal, including dues collection, resident records, document storage, announcements, meetings, vendor work, board workflows, and resident communication. PropMIS is built by an engineer who served on HOA boards and understands that the software should not be harder than the job itself. The main value proposition is reducing manual follow-ups, improving transparency for boards and residents, and making 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. PropMIS scales from managing one community to an entire portfolio, offering seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and a resident portal. The platform is currently onboarding early-access communities across the United States with a 45-day free trial. PropMIS includes AI in every plan, allowing management companies to offer it as a managed service to communities, creating a new revenue line at zero additional cost.

AI-Powered Manager Briefing

Every morning, PropMIS AI scans all payments, violations, and work orders overnight and provides a concise briefing on exactly what needs attention. The briefing highlights overdue payments, pending bid reviews, and any communities that are all clear. This eliminates the need for managers to manually check each community's status, saving hours of administrative work daily. The AI prioritizes urgent items so managers can focus on high-impact decisions first.

Resident AI Document Q&A

Residents can get instant answers to their questions directly from actual community documents, including bylaws, CC&Rs, and meeting minutes. For example, a resident can ask "Can I paint my garage door?" and the AI will retrieve the relevant section from the governing documents, cite the specific clause, and provide a clear answer. Management companies can offer this AI access as a billable service with per-community usage tracking, creating a new revenue stream.

Comprehensive Payment Management

PropMIS integrates Stripe online payments with AutoPay functionality, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on community rules. Every payment lands in the same per-unit ledger, whether paid via Stripe or manual methods. This provides a complete, accurate financial picture for each unit and community, eliminating reconciliation headaches for property managers.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and vendors compete with transparent pricing, allowing side-by-side comparison. Work orders, compliance documents, insurance certificates, W9s, and licenses are all tracked in one place with expiry alerts. Managers know every vendor's status before assigning work, reducing liability and ensuring all vendors meet community requirements.

Board-Ready Transparency and Audit Trails

PropMIS provides complete approval workflows for work orders, bids, and violations with configurable thresholds. Every approval, payment, and notice is tracked in a full audit trail. Role-based access with clear permission boundaries ensures that board members, managers, and residents see only what they should. This transparency builds trust and eliminates disputes over what was approved and when.

Property Management Companies Managing Multiple Communities

A property management company overseeing ten different HOAs can use PropMIS to manage all communities from a single dashboard. The AI Manager Briefing scans every payment, violation, and work order across all communities each morning, highlighting exactly what needs immediate attention. Managers can handle dues collection, vendor coordination, board approvals, and resident communication for all communities without switching between systems or manually tracking statuses.

Self-Managed HOA Boards

A homeowners association board that manages its own community without a professional management company can use PropMIS to replace spreadsheets, email chains, and paper records. The platform provides structured workflows for board approvals, complete audit trails for every decision, and automated late fee application. Board members can access documents, track violations, and communicate with residents through the resident portal, ensuring transparency and accountability.

Vendor Management and Compliance

A property manager responsible for coordinating multiple vendors across several communities uses PropMIS to post RFPs, receive competing bids, and compare them side-by-side. The platform tracks each vendor's insurance certificates, W9s, and licenses with expiry alerts. Before assigning any work, the manager can instantly verify that all vendor documentation is current, reducing liability and ensuring compliance with community requirements.

Resident Self-Service and Communication

A resident who wants to know if they can modify their property can ask the AI directly through the resident portal. The AI searches community bylaws and CC&Rs to provide an instant, cited answer. Residents can also pay dues via AutoPay, book amenities, view community announcements, and submit violation appeals. This reduces the number of calls and emails to the property manager, freeing them to focus on higher-value tasks.

How does PropMIS use AI to help property managers?

PropMIS integrates AI throughout the platform to automate routine tasks. The AI generates daily manager briefings that scan all payments, violations, and work orders across communities and highlight urgent items. It provides instant answers to resident questions based on community documents. The AI also drafts notices and provides workflow support. All AI features are included in every plan with no additional cost to the management company. Management companies can even offer AI access as a billable service to communities, creating new revenue.

What payment options are available for residents?

PropMIS uses Stripe for online payments and supports AutoPay for recurring monthly dues. Residents can set up automatic payments so dues are collected without manual intervention. Late fees are applied automatically based on community rules. For situations where online payment is not preferred, manual payments can also be recorded in the same per-unit ledger. This provides a complete financial record for each unit regardless of payment method.

How does PropMIS handle vendor compliance and work orders?

PropMIS includes a vendor marketplace where managers can post RFPs and receive competing bids with transparent pricing. The platform tracks all vendor documentation including insurance certificates, W9s, and licenses with automatic expiry alerts. Work orders are managed from creation through completion, with compliance status visible before any work is assigned. This ensures that only properly documented vendors are used, reducing community liability.

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. The platform has one price regardless of whether you manage one community or ten. Self-managed HOA boards can use all the same features as professional property management companies, including AI briefings, payment management, vendor tools, and board approval workflows. The platform is currently onboarding early-access communities across the United States with a 45-day free trial.