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 where AI is built in from day one. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. Designed to reduce manual follow-ups and improve transparency for boards and residents, PropMIS makes 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. Whether a manager oversees one community or ten, PropMIS scales seamlessly across an entire portfolio. The platform was built by an engineer who served on HOA boards and understood firsthand that the software should not be harder than the job itself. Now onboarding early-access communities across the United States, PropMIS offers a 45-day free early access period for new users.

AI Manager Briefing

Every morning, the AI scans all payments, violations, work orders, and community activity across your portfolio. It then delivers a concise briefing that tells you exactly what needs your immediate attention. For example, it can highlight overdue payments at one community, a pending bid review at another, and confirm that everything is clear at a third. This eliminates the need to manually check each community's status and helps property managers prioritize their day effectively.

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, meeting minutes, and other official documents. If a resident asks, "Can I paint my garage door?", the AI identifies the relevant section of the CC&Rs and provides the specific rule along with a citation. This feature dramatically reduces the volume of routine inquiries that property managers must handle manually.

Payments That Match Reality

PropMIS integrates Stripe online payments with AutoPay functionality, allowing residents to pay dues automatically each month. Late fees are applied automatically based on configured rules. The system provides a single per-unit ledger where every payment lands, whether made online via Stripe or recorded manually. This streamlines financial tracking and ensures accurate, up-to-date records for each homeowner and community.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs for community projects, and vendors compete by submitting bids with transparent pricing. Managers can compare bids side-by-side to make informed decisions. Beyond procurement, the platform tracks work orders, vendor compliance documents (W9s, insurance certificates, licenses), and contracts in one central location. Expiry alerts ensure managers know every vendor's compliance status before assigning any work.

Streamlined Daily Portfolio Management

A property manager overseeing multiple HOAs logs in each morning and receives an AI-generated briefing that summarizes the status of payments, violations, and work orders across all communities. Instead of checking each system separately, the manager can immediately see that two payments are overdue at Sunset Ridge, a bid review is pending at Oakwood HOA, and everything is clear at Pine Valley. This saves hours each week and ensures no critical task is overlooked.

Reducing Resident Inquiry Volume

Residents frequently have questions about HOA rules, such as what colors they can paint their house or whether they can install a fence. Instead of calling or emailing the property manager, residents use the AI Q&A feature to ask questions directly. The AI searches the community's CC&Rs, bylaws, and meeting minutes to provide an instant, sourced answer. This reduces the number of routine inquiries managers must handle, freeing them to focus on higher-value work.

Automated Late Fee and Dues Management

A resident forgets to pay their monthly HOA dues. The system automatically applies a late fee based on the community's policies and sends a notification to the resident. The payment is tracked in the per-unit ledger, and the manager can see the outstanding balance at a glance. When the resident eventually pays online via Stripe, the ledger updates instantly, and the late fee is recorded. This eliminates manual follow-ups and ensures consistent enforcement of financial policies.

Vendor Procurement and Oversight

A community needs to repaint its clubhouse. The property manager posts an RFP in the vendor marketplace. Multiple vendors submit bids with transparent pricing, which the manager compares side-by-side. After selecting a vendor, the manager can track the work order, verify that the vendor's insurance and license are current (with expiry alerts), and process the invoice through the platform. This creates a complete, auditable trail from procurement to payment.

How does the AI Manager Briefing work?

The AI Manager Briefing scans every payment, violation, and work order across all of your communities overnight. Each morning, it generates a concise summary that tells you exactly what needs your immediate attention. For example, it might highlight overdue payments at one community, a bid review pending at another, and confirm that everything is clear at a third. This eliminates the need to manually check each community's status and helps you prioritize your day.

Can residents really get answers from our documents?

Yes. The Resident AI feature allows homeowners to ask questions in natural language, such as "Can I paint my garage door?" The AI then searches the community's actual governing documents, including bylaws, CC&Rs, and meeting minutes, to provide a specific answer with a citation to the source document. This dramatically reduces the volume of routine inquiries that property managers must handle manually.

Is the AI feature included in the pricing or is it an add-on?

AI is included in every PropMIS plan at no additional cost. Management companies can offer AI access to the communities they serve as a managed service, creating a new revenue line. 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.

How does PropMIS handle vendor compliance?

PropMIS tracks all critical vendor documents, including W9s, insurance certificates, and licenses, in one central location. The system sends expiry alerts so you know every vendor's compliance status before you assign any work. Additionally, when you post RFPs in the vendor marketplace, vendors compete with transparent pricing, and you can compare bids side-by-side to make informed decisions.