PropMIS

PropMIS is a groundbreaking AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It replaces the chaos of fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails with a single, unified portal that brings everything together. From dues collection and resident records to documents, announcements, meetings, vendor work, board workflows, and resident communication, PropMIS eliminates the need for multiple disconnected tools. The platform is designed to reduce manual follow-ups, improve transparency for boards and residents, and make daily community operations faster and easier to manage. At its core, PropMIS integrates AI directly into every workflow, not as an add-on but as a fundamental component. This means management teams get AI-assisted summaries, instant document Q&A, AI-drafted notices, and automated daily briefings that scan payments, violations, and work orders overnight to tell managers exactly what needs attention right now. PropMIS is built by an engineer who served on HOA boards long enough to know that software should not be harder than the job itself. It is now onboarding early-access communities across the United States, offering a 45-day free trial for those ready to transform their community management experience. With one platform, one price, and AI included in every plan, PropMIS helps management companies save time, stay organized, and deliver a superior resident experience without adding complexity.

AI Manager Briefing

Every morning, PropMIS AI scans all payments, violations, and work orders across your entire portfolio. It then delivers a concise, prioritized briefing that tells you exactly what needs your attention right now. This eliminates the need to manually check each community, saving managers hours of tedious review each day. The briefing highlights overdue payments, pending bid reviews, and any urgent issues, allowing you to act fast and stay ahead of problems before they escalate.

Resident AI Document Q&A

Residents can get instant answers to their questions directly from your actual community documents, including bylaws, CC&Rs, and meeting minutes. Instead of calling or emailing the manager for simple clarifications, residents simply ask a question like "Can I paint my garage door?" and the AI pulls the relevant section from the documents, cites the source, and provides a clear answer. Management companies can offer this as a billable service with per-community usage tracking, creating a new revenue stream at zero additional cost.

Payments That Match Reality

PropMIS integrates Stripe online payments with AutoPay, so dues collection is seamless and automated. Late fees are applied automatically, eliminating manual tracking and follow-up. Whether residents pay via Stripe or manually, every payment lands in the same per-unit ledger, giving you a single source of truth for all financial transactions. This reduces errors, speeds up reconciliation, and ensures your cash flow is always accurate and up to date.

Vendor Marketplace and Compliance Tracking

Post RFPs for community projects and let vendors compete with transparent pricing. Compare bids side by side and make informed decisions quickly. Once a vendor is selected, PropMIS tracks every work order, compliance document, contract, and invoice in one place. It monitors insurance certificates, W9s, and licenses with expiry alerts, so you know every vendor's status before assigning any work. This eliminates the chaos of scattered vendor files and ensures compliance at all times.

Streamlining Multi-Community Portfolio Management

For property managers overseeing multiple HOAs, PropMIS acts as a command center. The daily AI briefing scans every community in your portfolio and highlights only what needs your attention, such as overdue payments, pending board approvals, or unaddressed violations. This eliminates the need to log into separate systems or manually review each community's status. Managers can prioritize their day based on real-time, AI-generated insights, saving hours of administrative overhead and reducing the risk of missed deadlines.

Automating Board Approval Workflows

Boards often struggle with slow, paper-based approval processes for work orders, bids, and violations. PropMIS provides configurable approval workflows with clear audit trails. When a bid or violation requires board approval, the system routes it to the right people, tracks votes, and notifies all parties of the decision. This ensures every action is documented, auditable, and transparent, eliminating the confusion and delays that plague traditional board governance.

Enhancing Resident Self-Service and Satisfaction

Residents frequently contact managers for basic information about community rules, payment due dates, or amenity availability. PropMIS empowers residents to find answers themselves through the AI Document Q&A feature, which instantly retrieves information from official community documents. They can also book amenities, view their payment history, and receive announcements through the resident portal. This reduces the volume of routine inquiries for managers while giving residents a faster, more satisfying experience.

Simplifying Vendor Procurement and Oversight

When a community needs a new vendor for landscaping, pool maintenance, or repairs, managers can post RFPs directly in PropMIS. Vendors submit competitive bids with transparent pricing, and managers compare them side by side. Once a vendor is hired, their insurance, licenses, and W9s are tracked with automatic expiry alerts. Work orders, invoices, and compliance documents are all stored in a single location. This eliminates the headache of chasing down documents and ensures every vendor meets community standards before starting work.

How does the AI Manager Briefing work?

Each morning, PropMIS AI automatically scans all payments, violations, and work orders across every community you manage. It analyzes the data to identify urgent items, such as overdue payments, pending bid reviews, or unresolved violations. The system then compiles a concise, prioritized briefing that tells you exactly what needs your attention right now. This eliminates the need to manually check each community and saves managers hours of daily administrative work.

Can residents really get answers from community documents using AI?

Yes. The Resident AI Document Q&A feature allows residents to ask questions in plain language, such as "Can I paint my garage door?" or "What are the pet policies?" The AI instantly searches your uploaded community documents, including bylaws, CC&Rs, and meeting minutes, and returns the relevant section with a citation. This provides accurate, instant answers without requiring manager intervention, reducing routine inquiries and improving resident satisfaction.

Is AI included in the pricing, or is it an extra cost?

AI is included in every PropMIS plan at no additional cost to the management company. This includes features like the AI Manager Briefing, AI Document Q&A, and AI-drafted notices. Furthermore, management companies can offer AI access to individual communities as a managed service, creating a new revenue line. Built-in per-community usage metering tracks every AI query, allowing you to set overage thresholds, generate monthly usage reports, and bill communities for what they consume.

How does PropMIS handle vendor compliance and insurance tracking?

PropMIS automatically tracks all vendor compliance documents, including insurance certificates, W9s, and licenses. Each document has an expiry date, and the system sends alerts before expiration. When assigning work to a vendor, you can instantly see their compliance status, such as "Insured," "License Expiring," or "Missing W9." This ensures you never assign work to a non-compliant vendor, reducing liability and keeping your communities safe.