PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It was created by an engineer who served on HOA boards and realized that the software should not be harder than the job itself. This platform helps managers run their communities from one simple, unified portal by bringing together dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single place. Whether you manage one community or ten, PropMIS replaces fragmented payment systems, uncoordinated vendor management, and board decisions made without proper audit trails. The platform comes with AI built in from day one, meaning you get tools like the Manager Briefing that scans every payment, violation, and work order overnight to tell you exactly what needs your attention right now. Residents can ask questions about community documents and get instant answers. Management companies can offer AI access as a billable service with per-community usage tracking. The goal is to reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations easier to manage without adding more complexity. PropMIS is currently onboarding early-access communities across the United States with a 45-day free trial.

AI Manager Briefing

Every morning, the AI scans all payments, violations, and work orders across your communities. It then provides you with a clear, prioritized briefing of exactly what needs your attention right now. You get a snapshot of overdue payments, pending bid reviews, and any issues that require immediate action. This feature eliminates the need to manually check each community dashboard or spreadsheet. Instead, you wake up to a concise report that tells you where to focus your time. For example, you might see two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and an all-clear status for Pine Valley. This saves property managers hours of manual checking every single day.

AI Document Answers for Residents

Residents can ask questions about their community documents and get instant, accurate answers based on the actual bylaws, CC&Rs, and meeting minutes. For example, a resident might ask, "Can I paint my garage door?" The AI will search the community documents and provide a specific answer, such as, "You can repaint your garage door as long as you use the identical color it was last painted. If you wish to change the color, you must submit plans and specifications to the Committee for approval." The AI even cites the exact source document and section number, so everyone knows where the information came from. Management companies can offer this AI access as a billable service to their communities.

Integrated Payment System with AutoPay

PropMIS uses Stripe for online payments with AutoPay functionality. Late fees are applied automatically, so you never have to manually calculate or enforce them. You can use Stripe when you want it, or manual payments when you do not. Every payment lands in the same per-unit ledger, giving you a complete and accurate financial record for each resident and property. This eliminates the need for separate payment systems or manual data entry. The system tracks every transaction, and residents can set up automatic monthly payments to ensure their dues are always paid on time.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs (Requests for Proposals) and let vendors compete with transparent pricing. You can compare bids side by side to make the best decision for your community. Once a vendor is selected, you can track work orders, compliance documents, insurance certificates, W9s, and licenses all in one place. The system sends expiry alerts so you know when a vendor's insurance or license is about to expire. For example, you might see that AquaPro Services has valid insurance and W9 but their license expires on July 15th. This ensures you never assign work to a non-compliant vendor.

Daily Community Management for Property Managers

A property manager who oversees five different HOAs can use PropMIS to handle all their communities from one dashboard. Each morning, they check the AI Manager Briefing to see which communities need attention. They process payments, review and approve violations, and respond to vendor bids without logging into multiple systems. The integrated platform means they can switch between communities instantly and maintain full visibility into each one's financial health, compliance status, and pending tasks. This saves hours of manual work each week and reduces the risk of missing important deadlines.

Resident Self-Service for Common Questions

Instead of calling or emailing the property manager every time they have a question, residents can use the AI Document Answers feature to get instant information. A resident wondering about parking rules, pet policies, or paint colors can simply type their question into the resident portal. The AI searches the community's governing documents and provides a direct answer with citations. This reduces the number of phone calls and emails the property manager has to handle, freeing them up for more complex issues. Residents get faster answers and feel more informed about their community rules.

Board Decision Making with Full Audit Trails

When a board needs to approve a work order, a bid, or a violation, PropMIS provides configurable approval workflows. Board members can review proposals, see all relevant documentation, and cast their votes electronically. The system maintains a complete audit trail of every approval, payment, and notice. This means there is never any confusion about who approved what or when it happened. For example, if a board approves a $5,000 landscaping bid, the system logs the time and date, which board members voted, and the final decision. This transparency protects both the board and the property manager.

Vendor Management and Bid Comparison

When a community needs a new pool service or landscaping company, the property manager can post an RFP in the vendor marketplace. Multiple vendors submit their bids with transparent pricing. The manager can compare these bids side by side, looking at cost, services included, and vendor compliance status. Once a vendor is selected, the system tracks their insurance, licenses, and W9s with automatic expiry alerts. This ensures the community always works with compliant vendors and gets the best value for their money. The entire process is documented and auditable.

How does the AI Manager Briefing work?

The AI Manager Briefing runs automatically every night. It scans all payments, violations, and work orders across every community you manage. In the morning, you receive a concise report that highlights exactly what needs your attention. For example, it will tell you if there are overdue payments at a specific community, if a bid review is pending, or if everything is all clear. This eliminates the need to manually check each community's dashboard or spreadsheet. You simply open the briefing and know exactly where to focus your time that day.

Can residents really get answers from community documents using AI?

Yes. Residents can type any question into the resident portal, and the AI will search your community's actual documents, including bylaws, CC&Rs, and meeting minutes. The AI provides a direct answer and cites the exact source document and section number. For example, if a resident asks about painting their garage door, the AI will find the relevant rule and explain it clearly. This gives residents instant, accurate information without having to call the property manager. Management companies can even offer this AI access as a billable service to their communities.

What payment options does PropMIS support?

PropMIS uses Stripe for online payments, which includes AutoPay functionality. Residents can set up automatic monthly payments for their HOA dues. Late fees are applied automatically based on your community's rules. You can also accept manual payments when needed. Every payment, whether online or manual, lands in the same per-unit ledger. This gives you a complete and accurate financial record for each resident and property. The system tracks all transactions, so you always know who has paid and who is overdue.

Is there a free trial available?

Yes, PropMIS is currently offering early access with 45 days free. This allows property managers and self-managed boards to try the platform with no financial commitment. During this period, you can set up your communities, explore all the features including the AI tools, and see how the platform works for your specific needs. After the trial, you can choose a plan that fits your portfolio size. The platform is designed to scale from one community to an entire portfolio of HOAs.