PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It consolidates the full spectrum of community management tasks, including dues collection, resident records, document management, announcements, meetings, vendor coordination, board workflows, and resident communication, into one simple, unified portal. The platform was created by an engineer with firsthand experience serving on HOA boards, ensuring the software addresses real-world pain points rather than adding unnecessary complexity. PropMIS is designed to reduce the burden of manual follow-ups, improve transparency for both boards and residents, and streamline daily community operations. Its core value proposition lies in integrating artificial intelligence from day one to handle busywork, such as generating manager briefings, drafting notices, answering document questions, and supporting workflow decisions. For management companies, this translates to significant time savings, better organization, and an enhanced resident experience without requiring additional staff or complexity. PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions made without proper audit trails. It offers a single platform with a single price, whether a manager oversees one community or an entire portfolio. The platform is currently onboarding early-access communities across the United States, offering a 45-day free trial to new users. PropMIS also presents a unique revenue opportunity for management companies, allowing them to offer AI capabilities as a managed service to their communities at zero additional cost to the management firm.

AI Manager Briefing

The AI Manager Briefing feature scans every payment, violation, and work order overnight to produce a concise daily summary for property managers. Each morning, managers receive a briefing that highlights exactly what needs their immediate attention, such as overdue payments, pending bid reviews, or communities with no issues. This eliminates the need for managers to manually check each system or community, allowing them to prioritize their day effectively. The briefing is automatically generated and delivered, providing a clear, actionable overview of the entire portfolio in seconds.

Resident AI Document Q&A

Residents can ask questions about their community's governing documents and receive instant, accurate answers based on the actual bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will pull the relevant section from the community documents, provide a clear answer, and cite the specific source. This feature dramatically reduces the number of repetitive inquiries that property managers and boards have to handle, improving resident satisfaction and freeing up staff time for more complex tasks.

Payments That Match Reality

PropMIS integrates Stripe for online payments with AutoPay functionality, while also supporting manual payment entry. Late fees are applied automatically based on the community's rules. Every payment, whether made online or entered manually, lands in the same per-unit ledger, providing a single source of truth for all financial transactions. This eliminates the confusion of fragmented payment systems and ensures that managers, boards, and residents always have an accurate, up-to-date view of dues and balances.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and vendors compete with transparent pricing, allowing for easy side-by-side comparison. Beyond sourcing, PropMIS tracks all vendor compliance documents, including W9s, insurance certificates, and licenses, with expiry alerts. Managers can see the status of every vendor before assigning work, preventing issues with uninsured or non-compliant contractors. Work orders, contracts, and invoices are all managed in one place, streamlining the entire vendor lifecycle from selection to payment.

Streamlining Daily Portfolio Management for Property Managers

A property manager overseeing multiple HOAs can use PropMIS to get a single, AI-generated daily briefing that covers all communities. Instead of logging into separate systems for payments, violations, and work orders, the manager sees a consolidated view of what needs attention. For example, the briefing might show two overdue payments at Sunset Ridge, a bid review pending for Oakwood HOA, and all clear for Pine Valley. This allows the manager to allocate time efficiently and address critical issues first, reducing stress and improving response times.

Empowering Residents with Self-Service Information

Residents can use the AI-powered document Q&A to get instant answers to common questions without contacting the management office. For instance, a resident wondering about parking rules or pet restrictions can ask the AI and receive a precise answer with a citation from the CC&Rs. This reduces the volume of phone calls and emails for property managers, while residents get immediate, reliable information. The feature can be offered as a billable service by management companies, creating a new revenue stream while improving the resident experience.

Automating Board Approval Workflows with Full Audit Trails

Boards can use PropMIS to manage approval workflows for work orders, bids, and violations with configurable thresholds. For example, a board might require three votes to approve a bid over $5,000. The platform tracks each vote, shows the status (e.g., 2 of 3 votes in), and maintains a complete audit trail of every approval, payment, and notice. This ensures that all board decisions are transparent, documented, and compliant, eliminating the guesswork and disputes that can arise from informal decision-making processes.

Managing Vendor Bids and Compliance Across Multiple Projects

A property manager can post a request for proposals for a landscaping project through the vendor marketplace. Vendors submit competing bids with transparent pricing, which the manager can compare side-by-side. Once a vendor is selected, PropMIS tracks their insurance, W9, and license status, sending alerts before any documents expire. Work orders are created, tracked, and linked to invoices, all within the same platform. This ensures that vendors are properly vetted and compliant before work begins, reducing liability and ensuring consistent quality across all communities.

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

PropMIS integrates AI directly into daily workflows. The most impactful feature is the AI Manager Briefing, which scans all payments, violations, and work orders overnight and presents a concise summary of what needs attention each morning. Additionally, the AI drafts notices, answers resident questions from community documents, and supports workflow decisions. This automation eliminates the need for manual data gathering and repetitive follow-ups, allowing managers to focus on high-value tasks and strategic community improvements.

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

PropMIS is designed to scale for both use cases. The platform offers one price for one community or ten, making it accessible for self-managed boards that need a comprehensive solution. At the same time, its portfolio-wide AI briefings and integrated modules make it powerful for professional property management companies overseeing multiple communities. The platform is built to grow with the user, whether they manage one association or an entire portfolio.

Can management companies generate revenue from the AI features?

Yes, PropMIS allows management companies to offer AI capabilities as a managed service to the communities they serve. The AI, including Document Q&A, manager briefings, and AI-drafted notices, is included in every PropMIS plan at no additional cost to the management company. Companies can bundle these features into their management fee or offer them as a standalone service, setting their own price. Built-in per-community usage metering tracks every AI query, enabling companies to generate monthly usage reports and bill communities for what they consume.

How does PropMIS ensure data security and provide audit trails?

PropMIS is built with security and transparency as core principles. It uses Stripe for secure payment processing of HOA dues and vendor payments. The platform maintains a full audit trail that tracks every approval, payment, and notice. For board decisions, role-based access with clear permission boundaries ensures that only authorized users can view or approve certain actions. Vendor compliance documents, such as insurance certificates and licenses, are tracked with expiry alerts, ensuring that all contractors are properly vetted before work begins.