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 systems that handle payments, vendors, documents, and board communications separately with one unified portal. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single, simple interface. PropMIS is designed for property managers who oversee one community or a portfolio of ten. Its core value proposition is reducing manual follow-ups and administrative busywork while improving transparency for boards and residents. The platform uses artificial intelligence to handle routine tasks like drafting notices, summarizing documents, answering resident questions from community documents, and providing daily manager briefings. By automating these repetitive tasks, management teams save time, stay organized, and deliver a better resident experience without adding complexity to their workflows. PropMIS was created by an engineer who served on HOA boards and understood firsthand that property management software should not be harder than the job itself. The platform is currently onboarding early-access communities across the United States.

AI Manager Briefing

Every morning, the AI scans all payments, violations, and work orders across your communities. It then generates a concise briefing that tells you exactly what needs your attention right now. For example, it might flag two overdue payments at one community, a bid review pending at another, and confirm all clear at a third. This eliminates the need to manually check each system and log separately.

Resident AI Document Q&A

Residents can ask questions about their community documents and get instant answers based on actual bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will reply with the specific section of the governing documents that applies, including a source citation. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payments with Stripe

PropMIS uses Stripe for online payments with AutoPay functionality. Late fees are applied automatically based on your community rules. Property managers can use Stripe when they want or process payments manually when needed. Every payment lands in the same per-unit ledger, keeping financial records clean and organized across all communities.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs and let vendors compete with transparent pricing. Side-by-side comparisons make it easy to choose the best bid. The platform also tracks vendor compliance documents like W9s, insurance certificates, and licenses with expiry alerts. You know every vendor's status before assigning work, reducing risk and administrative follow-ups.

Board-Ready Transparency and Approval Workflows

Approval workflows for work orders, bids, and violations come with configurable thresholds. Boards can review and approve or deny requests with a complete audit trail. Role-based access ensures clear permission boundaries. Every approval, payment, and notice is tracked, giving boards and property managers full visibility into decisions and actions.

Streamlining Daily Property Management for Multiple Communities

A property manager overseeing five different HOAs logs into PropMIS each morning. The AI briefing shows that two payments are overdue at Sunset Ridge, a bid review is pending at Oakwood HOA, and everything is clear at Pine Valley. Instead of checking each community's separate system, the manager has a single view of priorities and can act immediately on what matters most.

Reducing Resident Inquiries with AI Document Answers

Residents frequently ask questions about what they can and cannot do with their property. Instead of calling the management office and waiting for a reply, a resident asks the AI, "Can I install a shed in my backyard?" The AI searches the community's CC&Rs and returns the exact section with the answer, including a link to the source document. This reduces phone calls and emails for the management team.

Automating Late Fee and Payment Collection

A community has a policy that late fees apply after the 10th of each month. With PropMIS, payments are processed through Stripe with AutoPay. If a resident misses the deadline, the system automatically applies the late fee and records it in the per-unit ledger. The property manager does not need to manually calculate or send reminders for late fees.

Managing Vendor Bids and Compliance for Repairs

A community needs a new pool maintenance contract. The property manager posts an RFP in the vendor marketplace. Three vendors submit bids with transparent pricing. The manager compares them side by side and sees that one vendor's insurance certificate expires next month. The manager selects the compliant vendor and routes the bid to the board for approval, all within the same platform.

How does PropMIS use artificial intelligence to help property managers?

PropMIS includes AI in every plan. The AI generates daily manager briefings by scanning payments, violations, and work orders overnight and telling you what needs attention. It also powers resident document Q&A, allowing residents to ask questions about bylaws and CC&Rs and get instant answers with source citations. Additionally, the AI can draft notices and support workflows, reducing manual writing and follow-up tasks.

Can management companies charge communities for AI features?

Yes. Management companies can offer AI features as a managed service to communities. You can bundle them into your management fee or offer them as a standalone service at a price you set. PropMIS includes built-in per-community usage metering that tracks every AI query. You can set overage thresholds, generate monthly usage reports, and bill communities for what they consume.

What payment options are available in PropMIS?

PropMIS uses Stripe for online payments with AutoPay functionality. Late fees are applied automatically based on your community's rules. Property managers have the flexibility to use Stripe when they want or process payments manually when needed. Every payment, whether online or manual, lands in the same per-unit ledger for consistent financial tracking across all communities.

How does PropMIS handle vendor compliance and tracking?

PropMIS tracks vendor compliance documents including W9s, insurance certificates, and licenses. The system sends expiry alerts so you know every vendor's status before you assign work. Property managers can post RFPs in the vendor marketplace, and vendors compete with transparent pricing. You can compare bids side by side and track work orders, compliance, contracts, and invoices in one place, reducing administrative overhead.