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 made without proper audit trails. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. Designed by an engineer who served on HOA boards, PropMIS understands that the software should not be harder than the job itself. It helps managers run multiple communities from a single interface while reducing manual follow ups and improving transparency for both boards and residents. With AI assistance built in from day one, management teams can save significant time on summaries, notices, document questions, and workflow support. The platform is currently onboarding early access communities across the United States and offers 45 days free for new users. PropMIS is built to help property managers stay organized, provide a better resident experience, and make daily community operations easier to manage without adding complexity. Whether a company manages one community or ten, PropMIS scales to meet their needs with seven integrated modules covering every role and nothing bolted on.

AI Manager Briefing

Every morning, PropMIS scans all payments, violations, and work orders across your portfolio overnight. It then tells you exactly what needs your attention right now. The AI briefing highlights overdue payments, pending bid reviews, and communities that are running smoothly. This eliminates the need for managers to manually check each community's status and helps prioritize daily tasks effectively.

Resident AI Document Q&A

Residents can get instant answers from their 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 search the governing documents, cite the relevant section, and provide the exact rule along with a link to the source document. Management companies can offer this as a billable service with per community usage tracking.

Secure Payments with Stripe Integration

PropMIS uses Stripe online payments with AutoPay functionality, and late fees are applied automatically. Managers can use Stripe when they want it or manual processing when they do not. Every payment lands in the same per unit ledger, ensuring accurate record keeping. This eliminates fragmented payment systems and reduces the administrative burden of tracking dues manually.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs and vendors compete with transparent pricing that can be compared side by side. The platform tracks work orders, compliance documents, insurance certificates, and W9s with expiry alerts. Managers know every vendor's status before assigning work, reducing risk and ensuring all vendors meet community requirements.

Daily Portfolio Management for Property Managers

A property manager overseeing multiple HOAs logs into PropMIS each morning and immediately sees the AI Manager Briefing. It highlights two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and confirms all clear at Pine Valley. The manager can address the most urgent issues first without manually checking each community's separate systems.

Resident Self Service for HOA Questions

A homeowner wants to know if they can install a new fence. Instead of emailing the property manager and waiting days for a response, they use the Resident AI feature. The AI searches the community's CC&Rs, finds the relevant section on fence height and material restrictions, and provides an instant answer with a link to the exact document page. The manager saves time and the resident gets immediate service.

Vendor Bidding and Work Order Management

An HOA board needs to repave the parking lot. The property manager posts an RFP in the PropMIS vendor marketplace. Three competing vendors submit bids with transparent pricing. The board reviews the side by side comparison, votes through the approval workflow, and the chosen vendor receives the work order. All compliance documents are verified before work begins.

Board Decision Making with Audit Trails

A board needs to approve a major repair bid exceeding their spending threshold. The property manager submits the bid through PropMIS with all supporting documents. Board members review the proposal, cast their votes through the platform, and the system tracks every approval and timestamp. This creates a complete audit trail for financial transparency and regulatory compliance.

What makes PropMIS different from other HOA management software?

PropMIS was rebuilt from scratch with AI built in from day one, rather than adding AI as an afterthought. It replaces fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails. The platform is designed by someone who served on HOA boards and understands the real pain points. AI features like Manager Briefing and Resident Document Q&A are included in every plan at no additional cost.

Can management companies offer AI features as a billable service?

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

Is PropMIS suitable for companies managing multiple communities?

Absolutely. PropMIS is built to scale from one HOA to an entire portfolio. The platform provides a single portal where managers can view all communities, see AI briefings for each, and manage payments, violations, vendor work, and board decisions across their entire client base. The pricing model is one platform, one price whether you manage one community or ten.

How secure is PropMIS for handling payments and sensitive data?

PropMIS uses Stripe for secure HOA dues and vendor payments, ensuring industry standard payment security. The platform maintains a full audit trail tracking every approval, payment, and notice with timestamps. Role based access with clear permission boundaries ensures that only authorized users can view or modify sensitive information. Vendor compliance tracking monitors insurance certificates, W9s, and licenses with expiry alerts.