PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up 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 integrated from day one. The platform brings dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal, eliminating the need for multiple disjointed tools. 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 that generate manager briefings, answer resident questions from community documents, draft notices, and support workflows, management teams save significant time and stay organized without adding complexity. The platform is built by an engineer who served on HOA boards and understands that software should not be harder than the job itself. It is currently onboarding early-access communities across the United States, offering a comprehensive solution that scales from a single HOA to an entire portfolio of communities. PropMIS also introduces a new revenue model for management companies by allowing them to offer AI services as a managed service with per-community usage tracking and billing.

AI Manager Briefing

Every morning, the AI scans all payments, violations, and work orders across your communities overnight and delivers a concise briefing that tells you exactly what needs your attention right now. You see overdue payments, pending bid reviews, and any issues requiring immediate action, all in one clear summary. This eliminates the need to manually check each system or community, saving managers hours of time each day and ensuring nothing falls through the cracks. The briefing is tailored to your portfolio, whether you manage one HOA or ten, and helps you prioritize your workload effectively.

AI Resident Assistant

Residents can get instant answers to their questions directly from your 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 a clear answer with a link to the source document. This feature dramatically reduces the number of repetitive questions managers and boards have to answer, improves resident satisfaction with instant responses, and ensures all answers are accurate and consistent with the community's rules. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payments with Stripe

PropMIS offers secure online payment processing through Stripe, including AutoPay for recurring HOA dues and late fees that are applied automatically. The system supports both online payments and manual entry, giving flexibility to residents and managers. Every payment lands in the same per-unit ledger, providing a single source of truth for all financial transactions. This eliminates the confusion of fragmented payment systems and ensures accurate, up-to-date financial records. The integration also supports vendor payments, making it a complete financial hub for the community.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and vendors compete with transparent pricing, allowing for easy side-by-side comparison. Beyond sourcing, PropMIS tracks all vendor compliance documents, including W9s, insurance certificates, and licenses, with expiry alerts. You know every vendor's status before you assign any work, reducing risk and administrative overhead. Work orders, contracts, and invoices are all managed in one place, creating a seamless workflow from bid to completion and payment.

Streamlining Daily Operations for a Multi-Community Portfolio

A property management company overseeing ten different HOAs uses PropMIS to manage all communities from a single dashboard. Each morning, the AI Manager Briefing scans all payments, violations, and work orders across the portfolio and highlights the most critical items. The manager can quickly address an overdue payment at Sunset Ridge, approve a pending bid review at Oakwood HOA, and confirm all is clear at Pine Valley, all without logging into separate systems. This unified view saves hours of manual checking and ensures no community is neglected.

Reducing Resident Inquiries and Improving Communication

A board of directors for a large condominium association implements PropMIS to handle the constant stream of resident questions about rules and regulations. Residents use the AI Resident Assistant to ask questions like "Are pets allowed in the pool area?" or "What are the parking rules for guests?" The AI instantly provides accurate answers from the CC&Rs and bylaws, citing the specific sections. This reduces the board's and manager's workload by over 50% on repetitive inquiries, allowing them to focus on more strategic issues while residents get immediate, reliable information.

Managing Vendor Bids and Work Orders for a Single HOA

A self-managed HOA needs to repave the parking lot. The board uses PropMIS to post an RFP in the vendor marketplace. Three vendors submit bids with transparent pricing, and the board compares them side-by-side within the platform. After selecting the winning bid, the board uses the approval workflow to secure the necessary votes, all tracked in the audit log. The vendor's compliance documents (insurance, license, W9) are automatically verified with expiry alerts. The entire process, from bid to approval to work completion and payment, is managed in one place, creating a clear, auditable trail.

Generating New Revenue for a Property Management Company

A growing property management firm adopts PropMIS and uses its built-in AI features as a new revenue stream. The firm bundles AI-powered resident document Q&A and manager briefings into their management fee for some communities and offers it as a standalone premium service to others. The platform's per-community usage metering tracks every AI query, allowing the firm to generate monthly usage reports and bill communities for what they consume. This creates a zero-cost, high-value service that differentiates the firm in a competitive market and generates recurring revenue.

How does PropMIS use AI to help property managers?

PropMIS integrates AI from day one to automate the busywork that consumes managers' time. The AI generates a daily Manager Briefing that scans all payments, violations, and work orders across your communities and tells you exactly what needs your attention. It powers a Resident AI that answers questions from community documents instantly, citing specific sections. It also helps draft notices and supports workflows, reducing manual follow-ups and allowing managers to focus on higher-value tasks.

Is PropMIS suitable for a single self-managed HOA, or only for large management companies?

PropMIS is designed to scale from one HOA to an entire portfolio of communities. Whether you are a self-managed board for a single condominium or a property management company overseeing ten communities, the platform works the same way. It offers one platform at one price, with all features included. The AI and all core capabilities are available regardless of the number of communities you manage.

How are payments handled in PropMIS?

Payments are handled through a secure integration with Stripe. Residents can pay their HOA dues online using credit cards or bank transfers, and they can set up AutoPay for automatic recurring payments. Late fees are applied automatically based on your community's rules. The system also supports manual payment entry for those who prefer traditional methods. All payments are recorded in a single per-unit ledger, providing a complete and accurate financial record.

Can residents ask questions directly to the AI, and how accurate are the answers?

Yes, residents can use the AI Resident Assistant to ask questions in natural language. The AI searches your community's actual governing documents, such as bylaws, CC&Rs, and meeting minutes, to find the most relevant information. It then provides an answer and cites the specific section and document it used. This ensures high accuracy because the answers are derived directly from your official records, not from general knowledge. Management companies can monitor usage and set overage thresholds.

PropMIS offers a straightforward pricing model with one platform at one price, whether you manage one community or ten. All core capabilities, including payments, documents, residents, vendors, and board governance, are connected from day one. AI is included in every plan at no additional cost. Management companies can offer AI services to communities as a managed service, creating a new revenue line. The platform includes built-in per-community usage metering that tracks every AI query, allowing you to set overage thresholds, generate monthly usage reports, and bill communities for what they consume. PropMIS is currently onboarding early-access communities across the U.S. with a 45-day free trial. For specific pricing tiers and plan details, it is best to request a demo directly from the PropMIS website.