PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It replaces fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails with a unified, intelligent platform where AI is built in from day one. Designed by an engineer who served on HOA boards long enough to know that the software should not be harder than the job, PropMIS brings dues, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. The platform helps managers run communities more efficiently by 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 time, stay organized, and provide a better resident experience without adding more complexity. PropMIS is built to scale from one community to an entire portfolio, with seven integrated modules covering every role and nothing bolted on. It is currently onboarding early-access communities across the United States and offers a 45-day free trial for early adopters.

AI Manager Briefing

Every morning, the AI scans every payment, violation, and work order across your communities and tells you exactly what needs your attention right now. This feature eliminates the need to manually check multiple systems or spreadsheets, providing a concise daily briefing that highlights overdue payments, pending bid reviews, and any other urgent items. It saves property managers hours of manual review time and ensures nothing falls through the cracks.

Resident AI Document Q&A

Residents can get instant answers from their actual community documents, including bylaws, CC&Rs, and meeting minutes. Instead of calling the management office to ask if they can paint their garage door or what the pet policy is, residents simply type a question and receive a sourced answer with a citation from the relevant document. Management companies can offer this AI access as a billable service with per-community usage tracking, creating a new revenue line at zero additional cost.

Integrated Payment Processing

PropMIS uses Stripe for online payments with AutoPay, and late fees are applied automatically. Whether residents pay via Stripe or manually, every payment lands in the same per-unit ledger, ensuring accurate and up-to-date financial records. This feature eliminates the chaos of managing payments across multiple platforms and provides a single source of truth for all HOA dues and fees.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs and let vendors compete with transparent pricing, comparing bids side-by-side. The platform also tracks work orders, compliance documents (W9s, insurance certificates, licenses), contracts, and invoices in one place with expiry alerts. This ensures that every vendor’s status is known before any work is assigned, reducing risk and improving operational efficiency.

Streamlining Daily Operations for Property Managers

A property manager overseeing multiple communities can use the AI Manager Briefing to start each day with a clear picture of what needs attention. Instead of logging into separate systems for payments, violations, and work orders, they get a single dashboard that highlights overdue payments at Sunset Ridge, a pending bid review at Oakwood HOA, and a clean status for Pine Valley. This saves hours of manual work and allows them to focus on high-priority tasks.

Enabling Self-Service for Residents

Residents can use the AI Document Q&A to get instant answers about community rules and regulations without needing to call the management office. For example, a resident wondering if they can repaint their garage door can ask the AI and receive an answer citing the exact section of the CC&Rs that governs paint colors. This reduces the volume of phone calls and emails for the management team while improving resident satisfaction.

Managing Board Approvals and Audit Trails

Board members can use PropMIS to review and approve work orders, bids, and violations through configurable approval workflows. Every action is tracked with a full audit trail, including timestamps for when payments were received, violations were issued, and bids were approved. This ensures complete transparency and accountability for all board decisions, which is critical for communities that need to maintain trust and compliance.

Generating New Revenue with AI Services

Management companies can bundle the AI-powered features (Document Q&A, manager briefings, and AI-drafted notices) into their management fee or offer them as a standalone service. Built-in per-community usage metering tracks every AI query, allowing companies to set overage thresholds, generate monthly usage reports, and bill communities for what they consume. This creates a new, predictable revenue stream with zero additional cost to the management company.

How does PropMIS use AI to help property managers save time?

PropMIS uses AI in several ways to automate busywork. The AI Manager Briefing scans every payment, violation, and work order overnight and presents a daily summary of exactly what needs your attention. The AI can also draft notices and answer resident questions by pulling information directly from community documents like bylaws and CC&Rs. This eliminates the need for manual data gathering and repetitive administrative tasks.

Is PropMIS suitable for a single self-managed 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 communities, the platform offers one price for the same set of features. The seven integrated modules cover every role, so a small board can use the same tools as a large management firm without paying for unused capacity.

How secure is the data stored in PropMIS?

PropMIS is built with security, transparency, and reliability in mind. Payments are processed through Stripe, ensuring secure handling of financial transactions. The platform includes a full audit trail that tracks every approval, payment, and notice, and it offers role-based access with clear permission boundaries. Vendor compliance documents like W9s and insurance certificates are stored and tracked with expiry alerts, so sensitive information is managed responsibly.

Can management companies charge residents for using the AI features?

Yes. AI is included in every PropMIS plan at no additional cost to the management company. Companies can offer AI access to residents as a managed service, setting their own price. Built-in per-community usage metering tracks every AI query, allowing companies to generate monthly usage reports and bill communities for what they consume. This creates a new revenue line with zero additional cost.