PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It replaces the fragmented, disconnected tools that have long plagued community management—scattered payment systems, uncoordinated vendor workflows, and board decisions made without proper audit trails—with a single, intelligent portal. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one cohesive environment. Designed by an engineer who served on HOA boards, PropMIS understands that the software should not be harder than the job itself. Its core value proposition is reducing manual follow-ups, improving transparency for boards and residents, and making daily community operations easier to manage without adding complexity. What sets PropMIS apart is its deep integration of AI from day one. Every plan includes AI-assisted tools for generating manager briefings, drafting notices, answering document questions, and supporting workflows. This means management teams can save significant time, stay organized, and provide a better resident experience. The platform also opens a new revenue stream for management companies, who can offer AI features as a managed service to their communities, with built-in per-community usage metering and billing. Whether you manage one community or ten, PropMIS scales to fit your portfolio, connecting payments, documents, residents, vendors, and board governance seamlessly.

AI Manager Briefing

Every morning, PropMIS's AI scans every payment, violation, and work order overnight, then delivers a concise briefing telling you exactly what needs your attention right now. It surfaces overdue payments, pending bid reviews, and communities that are all clear, allowing managers to prioritize their day without manually sifting through each property. This feature transforms a potentially chaotic start into a focused, data-driven workflow.

Resident AI (Document Q&A)

Residents can get instant, accurate answers to their questions directly from your actual community documents, including bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will respond with the specific clause from your governing documents, complete with source citations. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payments with Stripe

PropMIS handles HOA dues through Stripe online payments with AutoPay functionality, and late fees are applied automatically. The system gives you the flexibility to use Stripe when you want it, or manual entry when you don't. Every payment lands in the same per-unit ledger, ensuring a single source of truth for all financial transactions across your entire portfolio.

Board-Ready Transparency and Audit Trails

Every approval, payment, and notice is tracked with a complete audit trail. Approval workflows for work orders, bids, and violations come with configurable thresholds, so the right people are notified at the right time. Role-based access with clear permission boundaries ensures that board members, property managers, and residents see only what they should, while the system maintains an unbreakable record of all decisions.

Streamlining Daily Operations for a Multi-Community Manager

A property manager overseeing five different HOAs can log into PropMIS each morning and instantly see the AI-generated Manager Briefing. It tells them that two payments are overdue at Sunset Ridge, a bid review is pending for Oakwood HOA, and Pine Valley is all clear. Instead of logging into separate systems or chasing down emails, they can take immediate, informed action from a single dashboard.

Enabling Board Members to Make Informed Decisions

Board members can access a complete audit trail of all pending approvals, including work orders, bids, and violations. They receive notifications when their vote is needed, and they can see side-by-side comparisons of competing vendor bids. This transparency eliminates confusion and ensures that every decision is documented, making board meetings more efficient and accountable.

Reducing Resident Inquiries with AI Document Q&A

Instead of fielding repetitive phone calls and emails from residents asking about parking rules, paint colors, or pet policies, management companies can direct residents to the Resident AI feature. Residents simply type their question and get an instant answer sourced directly from the community's governing documents. This dramatically reduces manual follow-ups for the management team.

Managing Vendor Compliance and Work Orders

Property managers can post RFPs for work and watch vendors compete with transparent pricing. The system tracks work orders, compliance documents (like W9s, insurance certificates, and licenses), and invoices in one place. Expiry alerts notify managers when a vendor's license or insurance is about to lapse, ensuring that only compliant vendors are assigned work.

What is PropMIS and who is it for?

PropMIS is an AI-powered HOA management platform designed for property management companies and self-managed boards. It replaces fragmented tools with a single portal that handles payments, documents, residents, vendors, and board governance. It is built for anyone who manages one or multiple communities and wants to reduce manual work, improve transparency, and leverage AI to streamline daily operations.

How does the AI in PropMIS work?

AI is included in every PropMIS plan. It powers the daily Manager Briefing, which scans all payments, violations, and work orders overnight to tell you what needs attention. It also powers Resident AI, which answers resident questions directly from your community documents. Additionally, it assists with drafting notices and supporting various workflows, all while tracking usage per community.

Can management companies make money from the AI features?

Yes. PropMIS is designed so that management companies can offer the AI features as a managed service to their communities. The platform includes built-in per-community usage metering that tracks every AI query. You can set overage thresholds, generate monthly usage reports, and bill communities for what they consume. This creates a new revenue line at zero additional cost to you.

How secure is PropMIS and what about audit trails?

PropMIS is built with security and transparency as core principles. It uses Stripe for secure HOA dues and vendor payments. Every action, including approvals, payments, and notices, is tracked in a full audit trail. Role-based access with clear permission boundaries ensures data is only visible to authorized users, giving boards and management companies the confidence that their operations are both secure and accountable.