PropMIS

PropMIS is an AI-powered HOA management platform built specifically 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 designed from day one with artificial intelligence at its core. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. PropMIS is designed to reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations easier to manage. With AI-assisted tools for summaries, notices, document questions, and workflow support, management teams can save significant time, stay organized, and provide a better resident experience without adding complexity. Built by an engineer who served on HOA boards, the platform understands the real-world challenges property managers face. PropMIS is now onboarding early-access communities across the United States, offering a 45-day free trial for new users. Whether managing one community or ten, PropMIS scales to meet the needs of any portfolio size while maintaining simplicity and efficiency.

AI Manager Briefing

The AI Manager Briefing feature scans every payment, violation, and work order overnight and presents a clear summary of exactly what needs attention each morning. Managers receive a concise briefing that highlights overdue payments, pending bid reviews, and communities that are operating smoothly. This eliminates the need to manually check each community's status daily, saving hours of administrative work and ensuring no critical issues are overlooked.

AI Document Q&A for Residents

Residents can get instant answers to their questions directly from actual community documents, including bylaws, CC&Rs, and meeting minutes. When a resident asks a question like "Can I paint my garage door?", the AI searches the community's governing documents and provides a precise answer with citations to the specific section and document. Management companies can offer this AI access as a billable service with per-community usage tracking, creating a new revenue stream.

Integrated Payment System with Stripe

PropMIS integrates Stripe online payments with AutoPay functionality, allowing residents to set up automatic monthly dues payments. Late fees are applied automatically based on configured rules. The system supports both Stripe and manual payment methods, with every payment landing in the same per-unit ledger for consistent record keeping. This eliminates the need for separate payment processing systems and reduces manual reconciliation work.

Board-Ready Transparency and Audit Trails

The platform provides complete approval workflows for work orders, bids, and violations with configurable thresholds. Every approval, payment, and notice is tracked in a full audit trail, ensuring complete transparency for board members and residents. Role-based access with clear permission boundaries ensures that the right people have the right level of access. This feature eliminates the problem of board decisions made without proper documentation or audit trails.

Daily Community Portfolio Management

Property managers overseeing multiple communities can use PropMIS to monitor all their communities from a single dashboard. The AI Manager Briefing automatically scans payments, violations, and work orders across the entire portfolio each morning, highlighting exactly which communities need immediate attention. Managers can quickly identify overdue payments at one property, pending bid reviews at another, and confirm that others are running smoothly, all without logging into separate systems or manually checking each community.

Streamlined Vendor Management and Procurement

Management companies can post RFPs for community projects and allow vendors to compete with transparent pricing. The platform enables side-by-side comparison of competing bids, making it easy to select the best option. Once a vendor is selected, all work orders, compliance documents, insurance certificates, W9s, and licenses are tracked in one place with expiry alerts. This ensures every vendor's status is known before any work is assigned, reducing risk and administrative overhead.

Resident Self-Service and Communication

Residents can use the AI Document Q&A feature to get instant answers about community rules and regulations without needing to contact the property manager. They can also access their payment history, view community documents, book amenities, and receive announcements through the resident portal. This reduces the volume of routine inquiries that property managers must handle, freeing them to focus on more complex issues while improving resident satisfaction through faster responses.

Board Governance and Decision Tracking

HOA boards can use PropMIS to manage approval workflows for work orders, bids, and violations with configurable thresholds that determine which decisions require board approval. Every action is tracked with a complete audit trail, providing transparency for all board decisions. This eliminates the problem of undocumented board decisions and ensures that future boards and property managers have a clear record of past actions and approvals.

Is PropMIS suitable for managing multiple communities?

Yes, PropMIS is designed to scale from managing one community to an entire portfolio of communities. The platform uses a single, unified interface with integrated modules that cover every role. Whether you manage one HOA or ten, the system provides the same comprehensive capabilities without requiring separate instances or additional complexity. The AI Manager Briefing feature is particularly valuable for multi-community managers, as it automatically scans all communities and highlights only what needs attention.

What is included in the AI features of PropMIS?

PropMIS includes AI features in every plan at no additional cost. The AI capabilities include Document Q&A, which allows residents to ask questions about community documents and receive answers with citations; Manager Briefings, which automatically scan payments, violations, and work orders each morning; and AI-drafted notices for common communications. Management companies can offer these AI features as a managed service to communities, creating a new revenue stream at zero additional cost to the management company.

How does PropMIS handle payments and late fees?

PropMIS integrates with Stripe for online payments and supports AutoPay for automatic monthly dues collection. Late fees are applied automatically based on community-specific rules and configurations. The system supports both Stripe and manual payment methods, with every payment recorded in the same per-unit ledger for consistent tracking. This eliminates the need for separate payment processing systems and reduces the manual work associated with tracking payments and applying late fees.

What security and compliance features does PropMIS offer?

PropMIS is built with enterprise-grade security and transparency. All payments are processed through Stripe, which is PCI-compliant and provides secure payment processing. The platform maintains a complete audit trail for every action, including approvals, payments, and notices. Role-based access with clear permission boundaries ensures that users only have access to the information they need. Vendor compliance tracking monitors insurance certificates, W9s, and licenses with expiry alerts, ensuring all vendors meet requirements before work begins.