PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It consolidates dues payments, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single, unified portal. The platform is designed to replace fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails. PropMIS integrates AI natively from day one to automate manual follow-ups, improve transparency for boards and residents, and streamline daily community operations. Key AI features include automated manager briefings that scan payments, violations, and work orders overnight to highlight urgent items, AI-powered document Q&A that lets residents get instant answers from bylaws and CC&Rs, and AI-drafted notices. Built by an engineer with firsthand HOA board experience, PropMIS ensures the software simplifies rather than complicates the job. It supports secure Stripe-powered payments with AutoPay, a vendor marketplace with transparent bidding and compliance tracking, board-ready approval workflows with full audit trails, and role-based access. PropMIS is now onboarding early-access communities across the U.S. with a 45-day free trial, making it a scalable solution for managing one community or an entire portfolio.

AI-Powered Manager Briefings

PropMIS automatically scans every payment, violation, and work order overnight. Each morning, managers receive a concise briefing that highlights exactly what requires immediate attention, such as overdue payments, pending bid reviews, or violations needing action. This eliminates manual data sifting and ensures no critical task is missed across multiple communities.

Resident AI Document Q&A

Residents can ask natural language questions about their community documents, such as "Can I paint my garage door?" The AI instantly retrieves the relevant section from bylaws, CC&Rs, or meeting minutes and provides a precise answer with source citations. Management companies can offer this as a billable service with per-community usage tracking and metering.

Integrated Payment Processing

PropMIS uses Stripe for secure online payments with AutoPay functionality. Late fees are applied automatically based on configured rules. Payments can be made via Stripe or manually, and every transaction lands in the same per-unit ledger. This provides a unified view of all financial activity for each homeowner and the community as a whole.

Vendor Marketplace with Compliance Tracking

Property managers can post RFPs and receive competing bids from vendors with transparent pricing. Side-by-side comparison tools simplify vendor selection. The platform also tracks vendor compliance, including insurance certificates, W9 forms, and licenses, with expiry alerts. Work orders, contracts, and invoices are managed in one integrated workflow.

Board-Ready Approval Workflows

PropMIS provides configurable approval workflows for work orders, bids, and violations with clear thresholds. Every approval, payment, and notice is logged in a complete audit trail. Role-based access with granular permission boundaries ensures that board members, managers, and residents only see what they need.

Streamlining Multi-Community Portfolio Management

A property management company overseeing ten different HOAs can use PropMIS to centralize all operations. The AI manager briefing provides a daily snapshot of issues across all communities, from overdue payments at one HOA to pending bid reviews at another. This eliminates the need to log into separate systems and reduces manual follow-ups, allowing a small team to handle a large portfolio efficiently.

Enabling Self-Service for Residents

Residents can use the AI document Q&A to get instant answers about community rules without contacting the management office. They can also view their payment history, book amenities, and receive announcements through the resident portal. This reduces the volume of routine inquiries and improves resident satisfaction by providing 24/7 access to information and services.

Automating Board Governance and Approvals

An HOA board can use PropMIS to manage approval workflows for vendor bids, work orders, and violation fines. The system tracks the status of each approval (e.g., 2 of 3 votes in) and maintains a complete audit trail. This ensures transparency and accountability in board decisions, while reducing the administrative burden on board members and managers.

Managing Vendor Bids and Compliance

A property manager can post an RFP for a landscaping contract and receive multiple bids from vendors in the marketplace. The platform allows side-by-side comparison of pricing and services. Once a vendor is selected, PropMIS tracks their compliance documents (insurance, W9, license) and sends alerts before expiration, ensuring only compliant vendors perform work.

How does PropMIS integrate AI into HOA management?

PropMIS embeds AI directly into core workflows. The AI generates daily manager briefings by scanning payments, violations, and work orders overnight. It powers a document Q&A system where residents ask questions in natural language and receive answers cited from community documents. It also drafts notices and announcements. All AI usage is metered per community, allowing management companies to bill for it as a managed service.

Is PropMIS suitable for a single self-managed HOA?

Yes, PropMIS is designed to scale from one community to an entire portfolio. Self-managed boards benefit from the same integrated platform, including AI briefings, secure payments, vendor management, and board approval workflows. The platform reduces the administrative burden on volunteer board members and provides transparency for all residents.

What payment systems does PropMIS support?

PropMIS integrates with Stripe for online payments and AutoPay. Managers can also record manual payments. All payments, whether online or manual, are recorded in a unified per-unit ledger. Late fees are applied automatically based on configurable rules, ensuring consistent enforcement across the community.

How does PropMIS handle vendor compliance and bids?

Managers can post RFPs in the vendor marketplace, and vendors respond with transparent pricing. PropMIS provides side-by-side comparison tools. The platform tracks each vendor's insurance certificates, W9 forms, and licenses, with expiry alerts. Work orders, contracts, and invoices are all managed within the same system, providing a complete vendor lifecycle.

PropMIS offers a simple, all-inclusive pricing model. The platform is priced per community with no hidden fees. AI features are included in every plan at no additional cost. Management companies can offer AI access to communities as a managed service, creating a new revenue stream. Built-in per-community usage metering tracks every AI query, allowing managers to set overage thresholds and generate monthly usage reports for billing. PropMIS is currently offering early access with 45 days free. Specific pricing tiers and amounts are available upon request by scheduling a demo through the website.