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 designed from the ground up. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. PropMIS is engineered to reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations significantly easier to manage. With AI-assisted tools for summaries, notices, document questions, and workflow support, management teams can save time, stay organized, and provide a better resident experience without adding complexity. The platform was built by an engineer who served on HOA boards and understands the pain points of existing software. PropMIS is currently onboarding early-access communities across the United States, offering a 45-day free trial. It is designed to scale from a single community to an entire portfolio, with seven integrated modules covering every role and nothing bolted on. Management companies can also offer AI capabilities as a managed service, creating a new revenue stream at zero additional cost.

AI Manager Briefing

Every morning, PropMIS AI scans all payments, violations, and work orders across your communities and delivers a concise briefing on exactly what needs your attention. This feature automatically identifies overdue payments, pending bid reviews, and communities that are running smoothly. It eliminates the need to manually check each system or community dashboard, saving property managers significant time and ensuring nothing falls through the cracks. The briefing is generated overnight and ready for you at the start of each workday.

AI Document Q&A for Residents

Residents can get instant, accurate answers from their community's actual governing documents, including bylaws, CC&Rs, and meeting minutes. Instead of calling the management office with questions like "Can I paint my garage door?", residents simply ask the AI and receive a response based on specific document sections, complete with source citations. Management companies can offer this AI access as a billable service with per-community usage tracking, creating a new revenue opportunity while reducing administrative workload.

Integrated Payments with Stripe

PropMIS handles HOA dues collection through Stripe online payments with AutoPay functionality. Late fees are applied automatically based on community rules. The platform supports both Stripe payments and manual payment entry, with every payment landing in the same per-unit ledger. This unified approach eliminates the confusion of multiple payment systems and provides a clear, accurate financial record for each unit and community.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs within the platform, and vendors compete for work with transparent pricing. Side-by-side bid comparisons make it easy to choose the best option. Additionally, PropMIS tracks vendor compliance including W9s, insurance certificates, and licenses with expiry alerts. Managers know every vendor's status before assigning work, reducing risk and ensuring all contractors meet community requirements.

Daily Portfolio Oversight for Property Managers

A property manager overseeing ten different HOAs can start each day by reviewing the AI Manager Briefing, which highlights communities with overdue payments, pending board approvals, or new violation issues. Instead of logging into separate systems or chasing down information, the manager gets a prioritized list of action items. This allows them to focus their time on high-value tasks like resolving disputes or planning community improvements, rather than administrative data gathering.

Resident Self-Service for Community Questions

A homeowner wondering about the rules for installing a new fence can log into the resident portal and ask the AI a question. The AI instantly searches the community's CC&Rs and bylaws, providing a precise answer with a link to the specific document section. This eliminates the need for the homeowner to call the management office and wait for a response, while also freeing up property managers from answering repetitive questions. The feature improves resident satisfaction and reduces administrative overhead.

Streamlined Board Approval Workflows

When a vendor bid for a major repair at Oakwood HOA exceeds a certain threshold, it is automatically routed to the board for approval. Board members receive notifications and can review the bid details, compare competing offers, and vote within the platform. The system tracks every approval, payment, and notice, creating a complete audit trail. This ensures transparency and accountability, while also speeding up decision-making processes that previously required multiple emails and meetings.

Vendor Management and RFP Process

A property manager needs to find a pool maintenance company for Sunset Ridge. They post an RFP in the PropMIS vendor marketplace. Multiple vendors respond with competitive pricing, and the manager compares their bids side-by-side. Once a vendor is selected, their insurance certificates, W9, and license are tracked with expiry alerts. Work orders are managed, and invoices are processed all within the same system, creating a seamless vendor lifecycle from sourcing to payment.

How does the AI in PropMIS work with my community documents?

PropMIS AI is trained on your specific community documents, including bylaws, CC&Rs, meeting minutes, and other governing files. When a resident asks a question, the AI searches these documents for relevant information and provides an answer with direct source citations. This ensures responses are accurate and based on your community's actual rules, not generic information. Management companies can set usage thresholds and generate monthly reports to track AI queries per community.

Can I use PropMIS if I only manage one HOA?

Yes, PropMIS is designed to scale from a single community to an entire portfolio. The platform offers one price regardless of whether you manage one community or ten. All features, including AI tools, payments, vendor management, and board governance, are available at the same price point. This makes it an accessible solution for small management companies or self-managed boards looking for professional-grade software.

What payment options are available for HOA dues?

PropMIS uses Stripe for online payments and supports AutoPay for recurring dues. Late fees are applied automatically based on community rules. The platform also allows for manual payment entry for checks or cash. All payments, regardless of method, are recorded in a single per-unit ledger, providing a clear and accurate financial record for each homeowner and community.

How is vendor compliance tracked in PropMIS?

PropMIS tracks essential vendor compliance documents including insurance certificates, W9 forms, and business licenses. The system monitors expiration dates and sends alerts when documents are about to expire. This ensures that property managers always know the compliance status of every vendor before assigning work. The platform also supports posting RFPs, comparing vendor bids, managing work orders, and processing invoices, creating a complete vendor management solution.