PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed community boards. The platform was created by an engineer who served on HOA boards and recognized that community management software should simplify operations, not complicate them. PropMIS replaces fragmented systems for payments, vendor management, and board governance with a single, unified portal that brings everything together. The platform is designed for property managers who oversee one community or an entire portfolio, as well as board members who self-manage their associations. Its core value proposition is reducing manual follow-ups and administrative busywork through artificial intelligence. PropMIS includes AI-assisted tools for generating manager briefings, drafting community notices, answering document questions, and supporting workflow automation. This allows management teams to save time, stay organized, and deliver a better resident experience without adding complexity. The platform also includes secure Stripe-powered payment processing, a vendor marketplace with compliance tracking, board-ready transparency with audit trails, and a resident portal for communication and amenity booking. PropMIS is currently onboarding early-access communities across the United States with a 45-day free trial period.

AI Manager Briefing

The AI Manager Briefing scans every payment, violation, and work order overnight and delivers a concise summary of exactly what needs attention each morning. Property managers receive prioritized alerts about overdue payments, pending bid reviews, and communities that are running smoothly. This feature eliminates the need for manual data gathering across multiple systems and ensures managers start each day with a clear understanding of their most critical tasks. The briefing covers the entire portfolio, making it easy to manage multiple communities from one dashboard.

AI Document Question and Answer

Residents and managers can get instant answers from actual community documents, including bylaws, CC&Rs, meeting minutes, and governing rules. When a resident asks a question like "Can I paint my garage door?" the AI searches the relevant documents and provides a direct answer with citations to specific sections. This feature reduces the volume of repetitive inquiries that managers must handle manually. Management companies can offer AI access as a billable service with per-community usage tracking, creating a new revenue stream.

Secure Payment Processing 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 community rules, eliminating manual calculation and follow-up. The platform supports both automated Stripe payments and manual payment entry, giving flexibility for different resident preferences. Every payment lands in the same per-unit ledger, ensuring accurate and up-to-date financial records for each homeowner and the association as a whole.

Vendor Marketplace and Compliance Tracking

Property managers can post requests for proposals (RFPs) and vendors compete with transparent pricing, allowing side-by-side comparison of bids. The platform tracks work orders, vendor compliance documents such as insurance certificates, W9s, and licenses, with expiry alerts that notify managers before coverage lapses. This ensures every vendor's status is known before work is assigned. Managers can see at a glance which vendors are fully compliant and which have expiring documents, reducing risk for the community.

Daily Portfolio Management for Property Managers

A property manager overseeing multiple HOAs uses the AI Manager Briefing each morning to get a prioritized list of actions needed across all communities. The briefing highlights two overdue payments at Sunset Ridge, a pending bid review at Oakwood HOA, and confirms all clear at Pine Valley. The manager can immediately address the most urgent items without logging into separate systems or manually checking each community's status. This streamlined workflow saves hours each week and ensures nothing falls through the cracks.

Resident Self-Service for Common Questions

A homeowner wants to know if they can install a fence in their backyard. Instead of emailing the property manager and waiting for a response, they use the AI Document Q&A feature in the resident portal. The AI searches the community's CC&Rs and architectural guidelines, then provides an answer with citations to the relevant sections. The resident gets immediate, accurate information, and the property manager avoids handling a routine inquiry. This reduces the manager's workload while improving resident satisfaction.

Board Approval Workflows for Major Decisions

The HOA board needs to approve a significant repair bid for the community pool. The property manager posts the RFP in the vendor marketplace, receives three competing bids, and presents them to the board through PropMIS. Board members review the bids and cast their votes through the platform. The system tracks that two of three votes are in and notifies the manager when approval is complete. Every step is recorded in the audit trail, providing complete transparency and accountability for the decision.

Vendor Compliance Management for Community Repairs

A property manager needs to assign a pool maintenance contract. Before sending out the RFP, they check the vendor compliance dashboard and see that AquaPro Services has an expiring license, Pacific Pool Co. is fully compliant, and ClearWater Inc. is missing insurance documentation. The manager can quickly disqualify non-compliant vendors and only solicit bids from those who meet the community's requirements. This proactive approach prevents liability issues and ensures only qualified vendors perform work on community property.

What is included in the PropMIS early access program?

The early access program includes 45 days free with full access to all platform features, including AI Manager Briefing, AI Document Q&A, payment processing, vendor marketplace, board approval workflows, and the resident portal. Early access communities are being onboarded across the United States. During this period, management companies can test the platform with their communities and provide feedback that shapes future development.

How does PropMIS handle AI usage and billing?

AI is included in every PropMIS plan at no additional cost to the management company. Management companies can offer AI access to their communities as a managed service and set their own pricing. The platform includes built-in per-community usage metering that tracks every AI query. Companies can set overage thresholds, generate monthly usage reports, and bill communities for what they consume, creating a new revenue line.

Is PropMIS suitable for property managers with multiple communities?

Yes, PropMIS is specifically designed to scale from managing one community to an entire portfolio. The platform provides seven integrated modules covering AI answers, payments, violations, vendor bids, board decisions, amenity booking, and the resident portal. The AI Manager Briefing scans across all communities in the portfolio, giving managers a single view of what needs attention each day.

How secure is the PropMIS platform?

PropMIS is built with security, transparency, and reliability as core priorities. Payments are processed through Stripe, a leading secure payment processor. The platform maintains a full audit trail for every approval, payment, and notice, ensuring complete accountability. Role-based access with clear permission boundaries ensures that only authorized users can view or modify sensitive information. Vendor compliance tracking also helps communities manage risk.