PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up to solve the fragmented, manual processes that plague property management companies and self-managed boards. It replaces the chaos of disconnected payment systems, uncoordinated vendor management, and board decisions made without proper audit trails. Instead, PropMIS brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple, unified portal. Designed by an engineer who served on HOA boards long enough to know the software should not be harder than the job itself, PropMIS is for property managers who oversee one community or a portfolio of ten. Its core value proposition is reducing manual follow-ups and busywork through AI assistance. With tools like AI-generated manager briefings, resident document Q&A, and automated notices, management teams save significant time, stay organized, and deliver a better resident experience without adding complexity. PropMIS is now onboarding early-access communities across the United States, offering a 45-day free trial to get started.

AI Manager Briefing

Every morning, PropMIS scans all payments, violations, and work orders across your communities overnight. It then delivers a concise briefing that tells you exactly what needs your immediate attention. For example, it might highlight two overdue payments at Sunset Ridge, a bid review pending for Oakwood HOA, and confirm that all is clear at Pine Valley. This eliminates the need to manually check each system, letting you start your day focused on actions, not data gathering.

Resident AI Document Q&A

Residents can get instant, accurate answers to their questions directly from your community's actual governing documents, including bylaws, CC&Rs, and meeting minutes. A resident can ask, "Can I paint my garage door?" and the AI will provide a specific answer sourced from the relevant document section, such as "Section 4.2 cited." This dramatically reduces the number of repetitive inquiries property managers have to handle and empowers residents with self-service information.

Integrated Payments with AutoPay

PropMIS uses Stripe for secure online payments and AutoPay, allowing residents to set up automatic monthly dues. Late fees are applied automatically based on your community's rules. Every payment, whether made via the online portal or manually recorded, lands in the same per-unit ledger. This creates a single source of truth for all financial transactions, eliminating the reconciliation headaches of using separate payment systems.

Vendor Marketplace and Compliance Tracking

Property managers can post Requests for Proposals (RFPs) to the built-in vendor marketplace. Vendors then compete with transparent pricing, allowing managers to compare bids side-by-side. Beyond sourcing, PropMIS tracks all vendor compliance documents, including W9s, insurance certificates, and licenses, with expiry alerts. This ensures you know every vendor's status before assigning any work, reducing liability and administrative overhead.

Streamlining Daily Operations for a Portfolio Manager

A property manager responsible for ten different HOAs logs into PropMIS each morning. Instead of logging into ten separate systems, they check their single AI Manager Briefing. The briefing shows that two payments are overdue at one community, a bid review is pending at another, and all other communities are clear. The manager can then take immediate, targeted action, saving hours of manual checking and follow-up each week.

Reducing Resident Inquiries for a Self-Managed Board

A self-managed HOA board receives frequent, repetitive questions from residents about rules regarding fence colors, parking, and pet policies. By enabling the Resident AI feature, residents can ask these questions directly through the portal. The AI answers each query by citing the exact section of the CC&Rs or bylaws. This reduces the board's email and phone volume significantly, freeing them to focus on larger community governance issues.

Managing Vendor Bidding and Compliance for a Large Community

A large community needs to repave its parking lot. The property manager posts an RFP in the PropMIS vendor marketplace. Multiple vendors submit bids with transparent pricing. The manager compares the proposals side-by-side within the platform. Once a vendor is selected, PropMIS automatically tracks their insurance and license expiry dates, sending alerts before any coverage lapses, ensuring the community is always protected.

Generating New Revenue for a Management Company

A property management company wants to offer premium services to their client communities. Using PropMIS, they enable the AI Document Q&A feature as an add-on service. The platform has built-in per-community usage metering that tracks every AI query. The management company sets a monthly usage threshold and bills each community for their consumption, creating a new, zero-cost revenue stream directly from the PropMIS platform.

Is PropMIS suitable for both management companies and self-managed boards?

Yes, PropMIS is designed for both property management companies that oversee multiple communities and self-managed HOA boards that handle their own operations. The platform scales from a single community to an entire portfolio, with the same integrated modules and AI features available to all users.

How does the AI Manager Briefing work?

The AI Manager Briefing scans all data in your PropMIS account overnight, including payments, violations, work orders, and board approvals. It then generates a concise summary each morning that highlights any items requiring your immediate attention, such as overdue payments, pending approvals, or completed bids. This eliminates the need for manual system checks.

How does the Resident AI feature generate answers from documents?

The Resident AI feature uses natural language processing to understand resident questions. It then searches your uploaded community documents, such as CC&Rs, bylaws, and meeting minutes, to find the most relevant information. The AI provides a specific answer and cites the exact document and section where the information was found, ensuring accuracy and transparency.

What payment processing does PropMIS use?

PropMIS integrates with Stripe for secure online payment processing. It supports AutoPay for automatic monthly dues collection and automatically applies late fees based on your community's rules. All payments, whether made online or recorded manually, are tracked in a single per-unit ledger for easy reconciliation and financial reporting.