PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. The platform was designed by an engineer who served on HOA boards and recognized that property management software should simplify work, not add complexity. PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions without proper audit trails with a unified, intelligent system that brings AI capabilities in from day one. The platform enables managers to run multiple communities from a single, simple portal by consolidating dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one cohesive interface. PropMIS is designed to reduce manual follow-ups, improve transparency for both boards and residents, and make daily community operations significantly easier to manage. With AI-assisted tools for daily manager briefings, automated notices, document question answering, and workflow support, management teams can save substantial time, stay organized, and deliver a better resident experience without adding operational complexity. The platform includes seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and a resident portal. PropMIS is currently onboarding early-access communities across the United States and offers a 45-day free trial for new users.

AI Manager Briefing

Every morning, the AI scans all payments, violations, and work orders across your portfolio and generates a concise briefing that tells you exactly what needs your immediate attention. This eliminates the need for manual review of each community's status and helps managers prioritize their day. The briefing highlights overdue payments, pending bid reviews, upcoming board approvals, and any compliance issues that have arisen overnight, ensuring nothing falls through the cracks.

AI-Powered Document Question and Answer

Residents and managers can get instant answers from actual community documents including bylaws, CC&Rs, and meeting minutes. When a resident asks whether they can paint their garage door, the AI searches the relevant governing documents and returns the specific section that applies, complete with citations and links to the source documents. This feature dramatically reduces the time managers spend answering repetitive questions and ensures residents receive accurate, document-based information.

Integrated Payment Processing with Stripe

PropMIS offers Stripe-powered online payments with AutoPay capabilities, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on community rules. The system supports both online payments through Stripe and manual payment entry, with every transaction landing in the same per-unit ledger. This unified approach eliminates the need for separate payment systems and provides complete financial transparency.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and vendors compete with transparent pricing, allowing for side-by-side comparison. Beyond procurement, PropMIS tracks vendor compliance including insurance certificates, W9 forms, and professional licenses with automated expiry alerts. This ensures managers know every vendor's compliance status before assigning work, reducing liability and administrative overhead.

Multi-Community Portfolio Management

Property managers overseeing multiple HOAs can use PropMIS to manage their entire portfolio from one dashboard. The AI manager briefing scans every payment, violation, and work order across all communities overnight and presents a prioritized list of actions needed. This allows a single manager to efficiently handle five, ten, or more communities without drowning in manual checks and follow-ups.

Board Decision Making with Full Audit Trails

HOA boards can use PropMIS to manage approval workflows for work orders, bids, and violations with configurable thresholds. Every approval, payment, and notice is tracked in a complete audit trail with role-based access and clear permission boundaries. This ensures that board decisions are transparent, properly documented, and easily reviewable, eliminating the confusion and disputes that often arise from informal decision-making.

Resident Self-Service and Communication

Residents can access a dedicated portal to view their account, make payments, submit violation inquiries, book amenities, and ask questions about community documents. When a resident asks about painting their garage door or hosting a party in the common area, the AI provides instant answers sourced directly from the governing documents. This reduces the volume of phone calls and emails that managers must handle individually.

Vendor Management and Procurement

Property managers can use the vendor marketplace to post RFPs for community projects, allowing multiple vendors to submit competitive bids with transparent pricing. Once a vendor is selected, the platform tracks work orders, compliance documents, contracts, and invoices in one place. Automated alerts notify managers when vendor insurance or licenses are about to expire, ensuring continuous compliance across all service providers.

How does the AI manager briefing work?

The AI manager briefing runs automatically every night, scanning all payments, violations, and work orders across every community in your portfolio. It analyzes the data and generates a prioritized summary of exactly what needs your attention, including overdue payments, pending bid reviews, board approvals waiting for votes, and any compliance issues. This briefing is ready for you when you start your day, eliminating the need to manually check each community's status.

Can residents really get answers from community documents using AI?

Yes. The AI Answers feature allows residents to ask questions in plain language, and the system searches your actual community documents including bylaws, CC&Rs, and meeting minutes to find the relevant information. The AI returns the answer along with specific citations and direct links to the source documents. This ensures residents receive accurate, document-based answers rather than generic responses.

What payment methods are supported for HOA dues?

PropMIS uses Stripe for online payment processing, supporting credit cards and debit cards. The platform includes AutoPay functionality that allows residents to set up automatic monthly payments. Late fees are applied automatically based on your community's rules. For flexibility, managers can also record manual payments, and all payments regardless of method are tracked in the same per-unit ledger for complete financial visibility.

How does PropMIS handle vendor compliance?

PropMIS tracks all essential vendor compliance documents including insurance certificates, W9 forms, and professional licenses. The system stores expiry dates and sends automated alerts when documents are approaching expiration or have expired. Before assigning work to any vendor, managers can instantly check their compliance status through color-coded indicators that show whether insurance, W9, and license requirements are current, expiring soon, or expired.