PropMIS

PropMIS is an AI-powered HOA management platform built for property management companies. It helps managers run communities from one simple portal by bringing dues, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one place! PropMIS is designed to reduce manual follow-ups, improve transparency for boards and residents, and make 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.

Whether you manage one community or ten, PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails. It was built by an engineer who served on HOA boards long enough to know that the software should not be harder than the job. This platform is for property managers and self-managed boards who want to streamline operations, boost resident satisfaction, and unlock new revenue streams. AI is included in every plan, and management companies can offer it to communities as a managed service at zero additional cost. With built-in per-community usage metering, you can track every AI query, set overage thresholds, generate monthly usage reports, and bill communities for what they consume. PropMIS is now onboarding early-access communities across the United States, and you can get started with 45 days free!

AI Manager Briefing

Every morning, the AI scans every payment, violation, and work order overnight and tells you exactly what needs your attention right now. You get a clear daily snapshot of overdue payments, pending bid reviews, and communities that are all clear. This feature eliminates manual data gathering and helps you prioritize your day instantly. No more digging through emails or spreadsheets to find out what is happening across your portfolio.

Resident AI Document Q&A

Residents get instant answers from your actual community documents, including bylaws, CC&Rs, and meeting minutes. A resident can ask, "Can I paint my garage door?" and the AI will search the community documents and return a specific answer with citations and links to the exact source document. Management companies can offer AI access as a billable service with per-community usage tracking, creating a new revenue line at zero additional cost to you.

Payments That Match Reality

Stripe online payments with AutoPay are fully integrated. Late fees are applied automatically. You can use Stripe when you want it, or manual payments when you do not. Every payment lands in the same per-unit ledger, ensuring accurate accounting and reducing reconciliation headaches. This feature makes collecting HOA dues smooth and reliable for both managers and residents.

Vendor Marketplace and Fast Onboarding

Post RFPs and let vendors compete with transparent pricing. Compare bids side-by-side to make the best decision for your community. Track work orders, compliance documents, insurance certificates, W9s, and licenses with expiry alerts. You will know every vendor's status before you assign work, reducing risk and ensuring all contractors are properly vetted and insured.

Streamlining Daily Community Operations

A property manager overseeing multiple HOAs can log into PropMIS each morning and immediately see the AI Manager Briefing. The briefing highlights two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and confirms everything is clear at Pine Valley. The manager can then take action directly from the briefing without chasing down information from different systems or emails. This saves hours of manual follow-up every week.

Providing Instant Resident Support

A resident wants to know if they can install a new fence in their backyard. Instead of emailing the property manager and waiting days for a reply, they use the Resident AI feature. They type their question, and within seconds, the AI pulls the relevant section from the CC&Rs, provides a clear answer, and shows the source document. The resident gets immediate clarity, and the manager saves time on repetitive questions.

Managing Vendor Bids and Compliance

A community needs to hire a pool maintenance company. The manager posts an RFP in the Vendor Marketplace. Three vendors submit bids with transparent pricing. The manager compares them side-by-side and selects the best option. Before assigning the work, the manager checks the vendor compliance dashboard and sees that one vendor's insurance has expired. The manager requests an updated certificate before proceeding, ensuring the community is never exposed to uninsured vendors.

Enabling Board-Ready Transparency

A board needs to approve a major repair bid. Using PropMIS, the manager creates an approval workflow for the work order. The system sends notifications to the board members, who can review the bid details and vote directly in the portal. The system tracks each vote, and once two of three votes are in, the status updates to "Board approval pending." A complete audit trail is maintained for every approval, payment, and notice, giving the board confidence and the manager clear documentation.

Is AI included in every plan, and can I bill my communities for it?

Yes! AI is included in every PropMIS plan at no additional cost to you. Management companies can offer AI access to their communities as a managed service. Built-in per-community usage metering tracks every AI query. You can set overage thresholds, generate monthly usage reports, and bill communities for what they consume. This creates a new revenue stream for your management company.

How does PropMIS handle payments and late fees?

PropMIS integrates with Stripe for online payments and AutoPay. Late fees are applied automatically based on your community's rules. You have the flexibility to use Stripe when you want it, or manual payment methods when you do not. Every payment, regardless of method, lands in the same per-unit ledger for accurate and easy reconciliation.

Can residents ask questions about community documents?

Absolutely! The Resident AI feature allows residents to ask questions about their community's bylaws, CC&Rs, meeting minutes, and other documents. The AI searches the actual documents and provides specific answers with citations and links to the source material. This reduces the number of repetitive questions managers have to answer and gives residents immediate, reliable information.

What kind of transparency does PropMIS provide for boards?

PropMIS provides board-ready transparency with approval workflows for work orders, bids, and violations. These workflows have configurable thresholds so you can set the rules for each community. A complete audit trail is maintained for every approval, payment, and notice. Role-based access with clear permission boundaries ensures the right people see the right information.