PropMIS

PropMIS is an AI-powered HOA management platform specifically built for property management companies and self-managed boards. The platform is designed to replace the fragmented systems that property managers often juggle, such as separate payment processors, document storage solutions, and vendor management tools. Instead, PropMIS brings all community operations into one simple, unified portal. The product is built from the ground up with artificial intelligence integrated into its core, not added as an afterthought. This means that management teams can leverage AI for daily tasks such as generating manager briefings, drafting notices, answering resident questions from community documents, and supporting board workflows. PropMIS serves a wide range of users, from property managers overseeing multiple communities to board members and residents who need transparency and clear communication. The main value proposition is reducing manual follow-ups and administrative busywork, allowing managers to focus on higher-value tasks. By centralizing dues, resident records, documents, announcements, meetings, vendor work, and board decisions, the platform improves efficiency and provides a better experience for everyone involved. PropMIS is currently onboarding early-access communities across the United States and offers a 45-day free trial for new users. It is built by an engineer with firsthand experience on HOA boards, ensuring the software is practical and solves real-world problems rather than adding complexity.

AI Manager Briefing

The AI Manager Briefing is a daily automated scan of every payment, violation, and work order across all managed communities. Each morning, the AI summarizes exactly what needs attention, such as overdue payments, pending bid reviews, or unresolved violations. This feature eliminates the need for managers to manually check each system, saving hours of time and ensuring that critical issues are never overlooked. The briefing provides a clear, prioritized list of action items, enabling managers to start their day with a complete understanding of community status.

Resident AI and Document Q&A

Residents can get instant, accurate answers to their questions directly from the community's official documents, including bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will provide a specific answer citing the relevant section of the governing documents. This feature reduces the volume of repetitive inquiries sent to property managers and empowers residents to find information independently. Management companies can also offer this AI access as a billable service, with built-in per-community usage metering for accurate billing.

Integrated Payments with AutoPay

PropMIS uses Stripe for secure online payment processing, including an AutoPay feature for recurring HOA dues. Late fees are applied automatically based on community rules, ensuring consistent enforcement without manual intervention. Every payment, whether made online or manually recorded, lands in the same per-unit ledger, providing a single source of truth for financial records. This integration simplifies accounting, reduces discrepancies, and provides boards and managers with real-time visibility into payment status.

Vendor Marketplace and Compliance Tracking

The platform includes a vendor marketplace where managers can post RFPs and vendors compete with transparent pricing. Managers can compare bids side-by-side and track work orders, compliance documents, contracts, and invoices in one centralized location. Vendor compliance tracking monitors insurance certificates, W9s, and licenses, sending expiry alerts so managers know every vendor's status before assigning work. This feature streamlines the entire vendor lifecycle, from onboarding to payment, reducing administrative overhead and ensuring regulatory compliance.

Streamlining Daily Operations for Multi-Community Managers

A property manager overseeing ten different communities can use PropMIS to manage all of them from a single dashboard. The AI Manager Briefing provides a consolidated view of issues across all properties, such as overdue payments at one community and a pending board approval at another. The manager can handle violations, communicate with residents, and process vendor bids without switching between multiple software tools. This unified approach saves significant time and reduces the risk of errors or missed deadlines.

Enhancing Board Governance and Transparency

Board members can use PropMIS to manage approval workflows for work orders, bids, and violations with configurable thresholds. Every decision is recorded in a complete audit trail, providing clear accountability. Role-based access ensures that board members, managers, and residents see only the information relevant to them. This transparency helps build trust within the community and ensures that all financial and operational decisions are documented and easily retrievable for future reference.

Reducing Resident Inquiry Workload with AI

Community management teams often spend hours answering the same questions from residents about rules, dues, and procedures. With PropMIS, residents can use the AI-powered Document Q&A to get instant answers from the community's official documents. This significantly reduces the volume of phone calls and emails directed to the management office. For questions that require human intervention, the system provides context, allowing managers to respond faster and more accurately.

Managing Vendor Bids and Work Orders Efficiently

When a community needs a repair or maintenance service, the manager can post an RFP in the PropMIS vendor marketplace. Multiple vendors can submit competing bids with transparent pricing, which the manager can compare side-by-side. Once a vendor is selected, work orders, compliance documents, and invoices are all tracked within the platform. This end-to-end management ensures that projects are completed on time and within budget, with all documentation stored for audit purposes.

What is PropMIS and who is it for?

PropMIS is an AI-powered HOA management platform designed for property management companies and self-managed boards. It serves property managers who oversee one or multiple communities, as well as board members and residents who need better transparency and communication. The platform integrates payments, documents, resident records, vendor management, and board governance into one unified portal.

How does the AI in PropMIS work?

The AI in PropMIS is built into the core of the platform. It powers the daily Manager Briefing, which scans all payments, violations, and work orders overnight to highlight what needs immediate attention. It also enables Resident AI, which answers questions by referencing the community's actual documents, such as bylaws and CC&Rs. Additionally, the AI assists with drafting notices and supporting board workflows.

Is PropMIS secure for handling payments and sensitive data?

Yes, PropMIS is built with security and transparency as top priorities. Payments are processed through Stripe, a leading and secure payment gateway. The platform also includes a full audit trail that tracks every approval, payment, and notice. Role-based access ensures that users only see the information they are authorized to view, and vendor compliance tracking helps ensure all contractors are properly insured and licensed.

Can management companies charge residents for AI access?

Yes. AI is included in every PropMIS plan at no additional cost to the management company. Property managers can offer AI access to their communities as a managed service, either bundled into the management fee or as a standalone billable service. The platform includes built-in per-community usage metering that tracks every AI query, allowing managers to generate monthly usage reports and bill communities for what they consume.

Proprietary pricing information was not provided in the given context. PropMIS offers a 45-day free trial for early access users, and AI is included in every plan at no additional cost. For specific pricing tiers and plans, interested parties are encouraged to request a demo or visit the PropMIS website.