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 payment systems, uncoordinated vendor management, and board decisions without audit trails with a unified, intelligent system. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. Designed by an engineer who served on HOA boards, PropMIS eliminates the friction of juggling multiple disconnected tools. For property managers overseeing one community or an entire portfolio, the platform reduces manual follow-ups, improves transparency for boards and residents, and makes daily community operations significantly easier to manage. AI is built in from day one, offering tools for manager briefings, resident document Q&A, automated notices, and workflow support. This enables management teams to save time, stay organized, and deliver a better resident experience without adding complexity. PropMIS also creates a new revenue opportunity for management companies by allowing them to offer AI services as a managed, billable feature to their communities.

AI Manager Briefing

Every morning, PropMIS AI scans all payments, violations, and work orders across your managed communities. It delivers a concise briefing that tells you exactly what needs your attention right now. This eliminates the need to manually check each system or community portal, saving managers hours each week. The briefing highlights overdue payments, pending bid reviews, board approvals needed, and any compliance issues, allowing you to prioritize your day with data-driven clarity.

Resident AI Document Q&A

Residents can get instant answers to their questions directly from your community's governing documents, including bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will provide a specific answer sourced from the relevant section of the community documents, complete with citations. This feature reduces the number of repetitive inquiries managers have to handle, empowering residents with self-service and improving overall satisfaction.

Integrated Payments with AutoPay and Late Fees

PropMIS uses Stripe for secure online payments with AutoPay functionality. Residents can set up automatic monthly dues payments, and late fees are applied automatically based on community rules. The platform supports both Stripe and manual payment entry, with every transaction landing in a single, per-unit ledger. This ensures accurate financial tracking, reduces manual data entry, and improves cash flow predictability for property management companies.

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 comparisons. Beyond procurement, PropMIS tracks all vendor compliance documents, including W9s, insurance certificates, and licenses, with expiry alerts. Managers can see every vendor's compliance status at a glance before assigning work, reducing liability and ensuring all contractors meet community requirements.

Streamlining Daily Operations for Multi-Community Managers

A property manager overseeing ten different HOAs can use PropMIS to consolidate all community data into one dashboard. The AI Manager Briefing provides a daily snapshot of critical items across all communities, such as overdue payments at one HOA and pending bid reviews at another. This eliminates the need to log into separate systems for each community, saving hours of administrative time and ensuring no critical task is missed.

Reducing Resident Inquiry Volume with Self-Service AI

An HOA board receives dozens of weekly emails from residents asking about rules, such as whether they can install a fence or change their front door color. With PropMIS, residents can use the AI Q&A feature to get instant, document-based answers. This drastically reduces the volume of manual inquiries for the board and management, allowing them to focus on strategic decisions rather than repetitive questions.

Automating Board Approval Workflows for Transparency

When a vendor bid for a major repair exceeds a set threshold, PropMIS automatically routes it to the board for approval. Board members receive notifications and can vote directly within the platform. Every action, from the initial bid submission to the final approval, is recorded in a complete audit trail. This ensures transparency, prevents unauthorized spending, and provides clear documentation for annual meetings or financial audits.

Enabling a New Revenue Stream for Management Companies

A property management company can bundle PropMIS's AI features as a managed service for the communities they serve. They can set their own pricing for features like the Resident AI Q&A and AI-drafted notices. The platform includes per-community usage metering, allowing the management company to generate monthly usage reports and bill communities for what they consume, creating a new, recurring revenue line at zero additional cost.

How does PropMIS use AI to save property managers time?

PropMIS uses AI in three primary ways. First, the AI Manager Briefing scans all payments, violations, and work orders overnight to tell you what needs immediate attention. Second, the Resident AI allows homeowners to get answers from community documents, reducing repetitive questions. Third, AI can draft notices and support workflow automation, reducing manual writing and follow-up tasks.

Is PropMIS suitable for a single, self-managed HOA?

Yes, PropMIS is designed for both property management companies and self-managed boards. The platform scales from a single community to an entire portfolio. Self-managed boards benefit from the same core capabilities, including integrated payments, vendor management, board approval workflows, and the AI-powered tools, all within a single, easy-to-use portal.

How does PropMIS handle vendor compliance and insurance tracking?

PropMIS provides a dedicated vendor compliance dashboard. It tracks W9s, insurance certificates, and licenses for every vendor. The system sends expiry alerts so managers know when documentation needs to be renewed. This allows managers to verify a vendor's compliance status at a glance before assigning any work, reducing risk and ensuring all contractors are properly vetted.

What payment options are available for HOA dues?

PropMIS uses Stripe for secure online payments and supports AutoPay for recurring monthly dues. Residents can also make manual payments through the portal. Late fees are applied automatically based on the community's rules. For flexibility, the platform also allows for manual payment entry, ensuring every payment is tracked in a single, accurate per-unit ledger.