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 made without proper audit trails. The platform brings dues collection, resident records, community documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple, unified portal. Designed by an engineer who served on HOA boards, PropMIS understands that software should not be harder than the job itself. The core value proposition is reducing manual follow-ups, improving transparency for both boards and residents, and making daily community operations easier to manage. With AI-assisted tools built in from day one, management teams can save significant time, stay organized, and deliver a better resident experience without adding complexity. PropMIS is currently onboarding early-access communities across the United States and offers a 45-day free trial for new users. Whether you manage one community or ten, PropMIS scales to fit your portfolio with one platform and one price.

AI Manager Briefing

Every morning, the AI scans all payments, violations, work orders, and resident communications across your communities. It then generates a concise briefing that tells you exactly what needs your attention right now. This eliminates the need to manually check multiple systems or dashboards. You get a prioritized summary of overdue payments, pending bid reviews, new violations, and board approvals required. The briefing is updated daily and helps property managers start each day with clarity and focus, ensuring nothing falls through the cracks.

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 pull the relevant section from the governing documents, cite the specific clause, and provide a clear answer. This feature dramatically reduces the number of repetitive inquiries that managers have to handle manually. Management companies can also offer this AI access as a billable service to communities, creating a new revenue stream with per-community usage tracking.

Integrated Payments with Stripe

PropMIS uses Stripe for secure online payments with AutoPay functionality, ensuring that HOA dues are collected on time. Late fees are applied automatically based on your community's rules. Every payment lands in the same per-unit ledger, giving you a complete and accurate financial picture. The system supports both automated Stripe payments and manual entry when needed, offering flexibility for different resident preferences. This eliminates the need for separate payment processing tools and manual reconciliation.

Vendor Marketplace and Compliance Tracking

Property managers can post RFPs for work, and vendors compete with transparent pricing that can be compared side-by-side. Once a vendor is selected, PropMIS tracks work orders, compliance documents (W9s, insurance certificates, licenses), contracts, and invoices all in one place. The system sends expiry alerts for insurance and licenses, so you know every vendor's status before assigning any work. This streamlines the entire vendor lifecycle from bidding through project completion and payment.

Daily Community Management for Property Managers

A property manager overseeing multiple HOAs can use PropMIS as their single source of truth. Each morning, the AI briefing highlights which communities have overdue payments, pending violation reviews, or work orders needing approval. The manager can then address these items directly from the dashboard without logging into separate systems for payments, documents, or vendor management. This saves hours of manual follow-up each week and ensures consistent service across all communities in their portfolio.

Board Decision Making with Full Audit Trails

HOA boards can use PropMIS to manage approval workflows for work orders, bids, and violations with configurable thresholds. Every approval, payment, and notice is tracked with a complete audit trail. Board members have role-based access with clear permission boundaries, ensuring that sensitive information is only visible to authorized individuals. This transparency builds trust with residents and provides a clear record of all decisions made, which is invaluable for dispute resolution and annual reporting.

Resident Self-Service and Communication

Residents can use the portal to pay dues, book amenities, view community documents, and ask questions to the AI assistant. Instead of emailing or calling the property manager with basic questions about rules or payment status, residents get immediate answers from the AI. This reduces the administrative burden on management teams while improving resident satisfaction. The portal also serves as a central location for announcements, meeting notices, and community news.

Vendor Management and Procurement

Property managers and boards can post RFPs for maintenance projects, landscaping, or repairs through the vendor marketplace. Vendors submit competitive bids with transparent pricing, and managers can compare options side-by-side. Once a vendor is selected, their compliance documents are tracked with automatic expiry alerts. Work orders are managed through the platform, and invoices are processed alongside payments. This end-to-end workflow eliminates the chaos of managing vendors through email, spreadsheets, and paper contracts.

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

PropMIS ingests your community's governing documents, including bylaws, CC&Rs, meeting minutes, and rules. The AI is trained on these specific documents so it can answer resident questions accurately by citing the exact section and clause. Management companies can monitor usage per community and set overage thresholds if they offer AI access as a billable service. The AI does not use your data to train public models, ensuring your community information remains private and secure.

Can PropMIS handle multiple HOAs with different rules and settings?

Yes, PropMIS is designed specifically for property managers who oversee multiple communities. Each HOA operates independently within the platform with its own payment settings, violation rules, document library, and board workflows. The AI briefing aggregates information across all your communities into one daily summary, so you can see the status of each one at a glance. You can manage one or ten communities with the same platform and the same price.

Is my data secure and is there a complete audit trail?

PropMIS is built with security and transparency as core principles. All payments are processed through Stripe, a PCI-compliant payment processor. Every action taken in the system, including approvals, payments, violations, and notices, is recorded with a timestamp and user identification in the audit log. Role-based access controls ensure that board members, managers, and residents only see the information they are authorized to view. Vendor compliance documents are also tracked with expiry alerts to maintain proper insurance and licensing records.

How do I get started with PropMIS and is there a free trial?

PropMIS is currently onboarding early-access communities across the United States. You can request a demo through the website to see the platform in action. New users are offered 45 days free to explore the full capabilities of the platform, including all AI features, payments, vendor management, and board workflows. There is no long-term commitment required during the trial period, and the onboarding team will help you set up your communities and import your existing data.