PropMIS

PropMIS is an AI-powered HOA management platform meticulously engineered for property management companies and self-managed boards. It fundamentally redefines community operations by consolidating dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single, intuitive portal. Designed by an engineer who personally experienced the friction of board service, PropMIS eliminates the chaos of fragmented payment systems, uncoordinated vendor management, and board decisions made without proper audit trails. The platform is built from the ground up with artificial intelligence integrated as a core component, not an afterthought. For property managers juggling multiple communities, PropMIS delivers a daily AI-generated Manager Briefing that scans every payment, violation, and work order overnight, surfacing exactly what requires immediate attention. Residents gain instant, accurate answers from their community’s actual governing documents, including bylaws, CC&Rs, and meeting minutes. The platform is designed to reduce manual follow-ups, improve transparency for both boards and residents, and make daily community operations dramatically easier to manage. With AI-assisted tools for document summaries, notices, document question-and-answer, and workflow support, management teams save significant time, stay impeccably organized, and deliver a superior resident experience without adding complexity. PropMIS is currently onboarding early-access communities across the United States, offering a 45-day free trial to qualified property managers and boards.

AI Manager Briefing

Every morning, the platform’s AI scans all payments, violations, and work orders across your entire portfolio. It then generates a concise, prioritized briefing that tells you exactly what needs your attention right now. This eliminates the need to manually check each community’s status, saving managers hours of administrative time and ensuring no critical issue is overlooked. The briefing highlights overdue payments, pending bid reviews, and any flagged compliance issues, allowing you to start each day with complete situational awareness.

Resident AI Document Q&A

Residents can ask questions about their community’s governing documents and receive instant, accurate answers sourced directly from the actual bylaws, CC&Rs, covenants, and meeting minutes. For example, a resident can ask, “Can I paint my garage door?” and the AI will respond with the precise rule and cite the specific document and section, such as “CC&R Sunny Estates, Section 26.1.” This dramatically reduces the volume of routine inquiries that property managers must handle, while providing residents with immediate, authoritative information.

Integrated Payment Processing with AutoPay

PropMIS uses Stripe-powered online payments with AutoPay functionality, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on the community’s rules. Managers have the flexibility to use Stripe when desired or process payments manually when needed. Every payment, regardless of method, lands in the same per-unit ledger, providing a unified and accurate financial record for each property and community.

Vendor Marketplace and Compliance Tracking

Property managers can post Requests for Proposals (RFPs) for community projects, and vendors can compete with transparent pricing, allowing for side-by-side comparisons. The platform tracks all work orders, vendor compliance documents (W9s, insurance certificates, and licenses), contracts, and invoices in one centralized location. Expiry alerts notify managers when a vendor’s insurance or license is about to expire, ensuring that only compliant vendors are assigned work, reducing liability and administrative overhead.

Streamlining Daily Portfolio Management for Property Managers

A property manager overseeing ten different communities can use PropMIS to eliminate the daily grind of logging into multiple systems. The AI Manager Briefing provides a unified view of all critical items across the portfolio, such as overdue payments at one community and a pending bid review at another. This allows the manager to prioritize their day effectively, address the most pressing issues first, and maintain a high level of service across all communities without being buried in administrative tasks.

Reducing Resident Inquiries with Self-Service AI

Instead of fielding dozens of phone calls and emails each week asking about rules on fence colors, parking restrictions, or pet policies, property managers can empower residents to use the AI Document Q&A feature. Residents get instant, accurate answers from their community’s actual governing documents. This self-service capability frees up significant manager time, reduces resident frustration from waiting for responses, and ensures that answers are always consistent and based on the official documents.

Enabling Transparent Board Decision-Making

Board members can leverage PropMIS to manage approvals for work orders, bids, and violations with configurable approval thresholds. Every decision is tracked with a complete audit trail, including who approved what and when. This eliminates the ambiguity and lack of accountability that often plagues board decisions. For example, when a bid for a landscaping project needs approval, the board can review the competing bids, vote electronically, and the entire process is recorded for transparency and future reference.

Managing Vendor Bids and Compliance for Community Projects

When a community needs to repave the parking lot, the property manager can post an RFP in the Vendor Marketplace. Multiple vendors submit bids with transparent pricing, which are displayed side-by-side for easy comparison. Once a vendor is selected, their compliance documents (insurance, W9, license) are automatically tracked with expiry alerts. This ensures the community only hires properly insured and licensed vendors, and the entire process from RFP to payment is managed within a single platform, reducing administrative chaos.

What types of communities can use PropMIS?

PropMIS is designed for a wide range of homeowners associations (HOAs), from single communities to entire portfolios managed by professional property management companies. It is equally suitable for self-managed boards that want to professionalize their operations. The platform scales effectively whether you manage one community or ten, with a single, unified price structure that does not penalize growth.

How does the AI ensure it provides accurate answers to residents?

The AI is trained exclusively on the specific governing documents uploaded for each community, including its CC&Rs, bylaws, meeting minutes, and rules. It does not use general internet data. When providing an answer, the AI cites the exact document and section number it used as its source. This allows residents and managers to verify the information and ensures that all answers are grounded in the community’s actual, official rules.

Is my community’s data secure on the PropMIS platform?

Yes, security and trust are foundational to the platform. PropMIS uses Stripe for all payment processing, ensuring financial data is handled by an industry-leading, PCI-compliant processor. The platform maintains a full audit trail of every action, including approvals, payments, and notices. Role-based access with clear permission boundaries ensures that only authorized individuals can view or modify sensitive information, protecting both resident privacy and board governance.

How does the pricing work for the AI features?

AI is included in every PropMIS plan at no additional cost to the management company. Management companies have the flexibility to offer AI access to their communities as a managed service, creating a new revenue stream. The platform has built-in per-community usage metering that tracks every AI query. Management companies can set overage thresholds, generate monthly usage reports, and bill communities for what they consume, all without any additional cost from PropMIS.