PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. Unlike traditional property management software that layers AI onto legacy systems, PropMIS integrates artificial intelligence into every core function from day one, turning what was once manual busywork into automated, intelligent operations. The platform brings dues collection, resident records, community documents, announcements, board meetings, vendor work orders, board approval workflows, and resident communication into one unified portal. For property managers juggling multiple communities, this means no more fragmented payment systems, uncoordinated vendor management, or board decisions that lack proper audit trails. PropMIS is designed for management teams of all sizes, whether they oversee one community or a portfolio of ten or more. Its primary value proposition is reducing the relentless cycle of manual follow-ups, improving transparency for both boards and residents, and making daily community operations dramatically easier to manage. With AI-assisted tools that generate daily manager briefings, answer resident questions from actual community documents, draft violation notices, and support board workflows, management teams can save significant time, stay organized, and deliver a superior resident experience without adding complexity to their workload. The platform was built by an engineer who served on HOA boards long enough to understand that the software should never be harder than the job itself, and it is now onboarding early-access communities across the United States.

AI Manager Briefing

Every morning, PropMIS AI scans every payment, violation, and work order across all communities under management and generates a concise briefing that tells managers exactly what needs their immediate attention. This feature eliminates the need to manually check multiple systems or dashboards, providing a single, prioritized view of overdue payments, pending bid reviews, unresolved violations, and board approvals waiting for votes. The briefing is updated overnight, so managers start each day with complete situational awareness, knowing which communities are running smoothly and which require intervention.

Resident AI Q&A

Residents can ask questions about their community and receive instant, accurate answers pulled directly from actual community documents such as bylaws, CC&Rs, meeting minutes, and rules and regulations. For example, a resident can ask, "Can I paint my garage door?" and the AI will cite the specific section of the governing documents that addresses that topic, including the exact document source and page reference. This dramatically reduces the volume of repetitive questions directed at property managers and board members, freeing them to focus on higher-value tasks.

Integrated Payment Processing

PropMIS uses Stripe-powered online payments with AutoPay capabilities, allowing residents to set up automatic monthly dues payments that eliminate late fees and manual check processing. Late fees are applied automatically based on community rules, and every payment lands in the same per-unit ledger for complete financial transparency. Managers can accept payments via Stripe when they want automation or process payments manually when needed, offering flexibility that matches real-world payment scenarios.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs to a built-in vendor marketplace where multiple vendors compete with transparent pricing, allowing side-by-side comparison of bids. Once vendors are selected, PropMIS tracks all work orders, compliance documents (insurance certificates, W9s, licenses), contracts, and invoices in one centralized location. The system sends expiry alerts for compliance documents, ensuring every vendor is properly insured and licensed before any work begins, reducing liability for the community.

Daily Portfolio Management for Multi-Community Managers

A property manager overseeing five different HOAs can log into PropMIS each morning and immediately see the AI-generated briefing that highlights the two overdue payments at Sunset Ridge, the bid review pending approval at Oakwood HOA, and the all-clear status at Pine Valley. Instead of logging into separate systems or manually checking spreadsheets, the manager can prioritize their day based on actual urgency, address the most critical issues first, and maintain proactive communication with each board without getting buried in administrative overhead.

Resident Self-Service and Reduced Manager Workload

When a new homeowner wants to know if they can install a fence or change their front door color, they simply type the question into the Resident Portal and receive an instant answer sourced from the community's CC&Rs. The AI not only provides the answer but also cites the specific document section and offers a link to view the original document. This eliminates the dozens of daily phone calls and emails that property managers typically handle, allowing them to focus on strategic community improvements rather than answering the same questions repeatedly.

Board Approval Workflows with Full Audit Trails

When a work order exceeds a configurable dollar threshold, it automatically routes to the board for approval. Board members receive notifications, can review the bid details and competing quotes side-by-side, and cast their votes within the platform. PropMIS tracks every approval, payment, and notice, creating a complete audit trail that satisfies legal and governance requirements. This eliminates the need for email chains, paper ballots, or informal verbal approvals that lack documentation.

Vendor Bidding and Compliance Management

A community needs pool maintenance services for the upcoming season. The manager posts an RFP to the vendor marketplace, and three local vendors submit competing bids with transparent pricing. The manager compares the bids side-by-side, checks each vendor's compliance status (insurance, license, W9) directly in the platform, and assigns the work to the best-qualified vendor. Throughout the contract period, the system monitors compliance expiry dates and sends alerts before any vendor's insurance lapses, preventing uninsured work from occurring.

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

PropMIS integrates AI into several core functions to automate repetitive tasks. The AI Manager Briefing scans all payments, violations, and work orders overnight and presents a prioritized list of what needs attention each morning. The Resident AI Q&A feature allows residents to ask questions about their community documents and receive instant, cited answers, eliminating the need for managers to manually respond to common inquiries. Additionally, AI helps draft violation notices and meeting summaries, reducing the time spent on documentation while maintaining professional quality.

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

PropMIS is designed for both scenarios. The platform scales from a single self-managed HOA to a portfolio of ten or more communities under a professional management company. The pricing is structured as one platform at one price, regardless of how many communities you manage. Self-managed boards get the same AI capabilities, payment processing, vendor management, and board governance tools that professional managers use, making it accessible and valuable for any HOA looking to modernize its operations.

What payment methods does PropMIS support, and how are late fees handled?

PropMIS uses Stripe for online payment processing, supporting credit cards, debit cards, and ACH bank transfers. Residents can enroll in AutoPay to have their monthly dues automatically deducted, which eliminates late payments and reduces administrative follow-up. Late fees are applied automatically based on the community's governing documents and fee schedule. Managers also have the option to process payments manually when needed, providing flexibility for special assessments or one-time fees.

How does PropMIS ensure data security and maintain audit trails?

PropMIS is built with security and transparency as core design principles. All payments are processed through Stripe, which is PCI-compliant and uses industry-standard encryption. Every action within the platform is logged with a timestamp and user identification, creating a full audit trail for board approvals, payments, violation issuances, and document changes. Role-based access controls ensure that residents, board members, and managers each see only the information appropriate to their role, maintaining clear permission boundaries across the community.