PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. It consolidates fragmented community operations into one simple portal, replacing disjointed payment systems, uncoordinated vendor management, and board decisions without audit trails. The platform serves property managers who oversee one community or an entire portfolio, bringing dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a unified system. Its core value proposition is reducing manual follow-ups, improving transparency for boards and residents, and simplifying daily community operations. Built by an engineer with direct HOA board experience, PropMIS integrates AI from day one to handle busywork. Key capabilities include AI-assisted manager briefings that scan payments, violations, and work orders overnight to identify urgent needs; AI-powered resident document Q&A that provides instant answers from community bylaws, CC&Rs, and meeting minutes; and automated workflows for violations, vendor bids, and board approvals. The platform also features Stripe-powered online payments with AutoPay, a vendor marketplace for transparent bidding, and complete audit trails with role-based access. Management companies can offer AI as a managed service to communities, creating a new revenue line at zero additional cost, with per-community usage metering and billing capabilities.

AI Manager Briefing

Every morning, the AI scans all payments, violations, and work orders across every community in your portfolio. It generates a concise briefing that tells you exactly what needs attention right now, including overdue payments, pending bid reviews, and violation statuses. This eliminates the need to manually check multiple systems or dashboards. The briefing aggregates data from all connected communities, so property managers can prioritize their day based on real-time operational needs. For example, a manager might see two overdue payments at Sunset Ridge, a bid review pending at Oakwood HOA, and all clear at Pine Valley, all in one view.

AI Resident Document Q&A

Residents can ask questions about their community documents and receive instant, accurate answers sourced directly from the actual bylaws, CC&Rs, meeting minutes, and other governing documents. When a resident asks, "Can I paint my garage door?" the AI retrieves the relevant section, cites the specific document and clause, and provides the answer with a link to the source material. This reduces the volume of repetitive inquiries to property managers and boards, while ensuring residents get consistent, authoritative information. Management companies can offer this as a billable service with per-community usage tracking.

Integrated Payments with AutoPay

PropMIS uses Stripe for secure online payments, including automatic late fee application. Residents can set up AutoPay for their monthly dues, ensuring consistent and timely collections. The system supports both automatic and manual payment options, giving flexibility to residents while maintaining a single per-unit ledger. Every payment is tracked with a full audit trail, so managers and boards have complete visibility into who paid, when, and any associated fees. This eliminates the need for separate payment processing tools and manual reconciliation.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs for work orders, and vendors compete with transparent pricing displayed side-by-side for easy comparison. The platform tracks all vendor compliance documents, including W9s, insurance certificates, and licenses, with expiry alerts. Managers can see each vendor's compliance status at a glance, such as "Insured: Yes, W9: Yes, License: Expiring July 15," ensuring only compliant vendors are assigned work. Work orders, contracts, and invoices are managed in one place, creating a complete record of vendor activity and reducing administrative overhead.

Streamlining Daily Portfolio Management for Property Managers

A property manager overseeing ten different HOAs can log into PropMIS each morning and immediately see the AI-generated briefing for all communities. The system highlights which communities have overdue payments, pending board approvals, or new violation reports. Instead of logging into separate systems or checking email chains, the manager can prioritize their day based on actual operational needs. They can then take action directly from the briefing, such as approving a bid, sending a violation notice, or contacting a resident about a late payment, all within the same platform.

Reducing Resident Inquiries with AI-Powered Document Access

An HOA with 200 residents frequently receives questions about parking rules, paint colors, and pet policies. Instead of the property manager or board fielding these calls and emails, residents use the AI Document Q&A feature. A resident asks, "Are pets allowed in common areas?" and receives an answer sourced directly from the CC&Rs, including the specific section number and a link to the document. This reduces the manager's workload by 30-40% on routine inquiries, while residents get faster, more accurate answers. The management company can also track usage and bill the community for AI queries as a managed service.

Managing Vendor Bids and Work Orders Transparently

A board needs to get three competitive bids for a pool repair. The property manager posts an RFP in the PropMIS vendor marketplace. Multiple vendors submit bids with transparent pricing, and the manager can compare them side-by-side. Once a vendor is selected, the board approves the work order through the platform, creating a complete audit trail. The system tracks the vendor's compliance documents, sends expiry alerts for insurance or licenses, and manages the invoice once the work is complete. This eliminates back-and-forth emails and ensures every step is documented for board transparency.

Enforcing Violations with Automated Workflows

A resident parks an RV in their driveway against HOA rules. The property manager issues a violation through PropMIS, which automatically sends a notice to the resident. The system tracks the violation through a configurable workflow: notice sent, response due, escalation if unresolved, and board approval if fines are applied. The board can see the complete history of the violation, including the initial notice and any resident communication, through the audit trail. This ensures consistent enforcement, reduces disputes, and provides a clear record for all parties.

How does PropMIS use AI to help property managers save time?

PropMIS integrates AI across multiple workflows. The AI Manager Briefing scans all payments, violations, and work orders overnight and generates a prioritized list of actions for the day. The AI Document Q&A allows residents to ask questions about community documents and receive instant, sourced answers, reducing repetitive inquiries to managers. AI also assists in drafting notices and summaries, and provides workflow support for approvals and violations. This reduces manual follow-ups and administrative overhead, allowing managers to focus on higher-value tasks.

Can management companies generate revenue from the AI features?

Yes. AI is included in every PropMIS plan at no additional cost to the management company. Management companies can offer AI access to their communities as a managed service, setting their own price. 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. This creates a new revenue line for the management company with zero additional software cost.

What payment options does PropMIS support for HOA dues?

PropMIS uses Stripe for online payments, supporting both one-time payments and AutoPay for recurring monthly dues. Residents can set up automatic payments, ensuring consistent collections. The system automatically applies late fees according to community rules. Managers can also process manual payments, and every transaction lands in the same per-unit ledger for complete financial tracking. All payments are secured by Stripe's infrastructure and recorded with a full audit trail.

How does PropMIS ensure transparency for HOA boards?

PropMIS provides complete audit trails for every action taken within the platform, including approvals for work orders, bids, violations, and payments. Each action is timestamped and attributed to the user who performed it. Boards have role-based access with clear permission boundaries, so they can see exactly what they need without accessing sensitive operational data. Approval workflows can be configured with specific thresholds, ensuring that significant decisions require board authorization. This creates a transparent, verifiable record of all community governance activities.