PropMIS

PropMIS is an AI-powered HOA management platform built specifically for property management companies and self-managed boards. The platform consolidates dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple, unified portal. Designed to replace fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails, PropMIS brings AI assistance directly into daily community operations from day one. Property managers can run one community or an entire portfolio from a single interface, reducing manual follow-ups and improving transparency for boards and residents alike. The platform includes built-in AI tools for generating manager briefings, answering resident questions from community documents, drafting notices, and supporting workflows. This allows management teams to save time, stay organized, and deliver a better resident experience without adding complexity. PropMIS was built by an engineer with firsthand HOA board experience, ensuring the software addresses real operational pain points rather than adding to them. The platform is currently onboarding early-access communities across the United States with a 45-day free trial period.

AI Manager Briefing

PropMIS automatically scans every payment, violation, and work order overnight and delivers a concise morning briefing to property managers. The briefing highlights exactly what requires immediate attention, such as overdue payments, pending bid reviews, or unresolved violations. This eliminates the need for managers to manually sift through multiple systems or spreadsheets to prioritize their daily tasks, saving significant time and ensuring nothing falls through the cracks.

Resident AI Document Q&A

Residents can ask questions about their community’s governing documents, such as bylaws, CC&Rs, and meeting minutes, and receive instant, accurate answers. The AI cites specific sections and source documents for every response, ensuring transparency and reducing the burden on management to answer repetitive inquiries. Property management companies can offer this AI access as a billable service, with per-community usage tracking and reporting built in.

Integrated Payment Processing with AutoPay

PropMIS integrates Stripe for online payments, including automatic recurring payments (AutoPay) and automatic late fee application. The platform supports both online and manual payment entry, with every transaction recorded in a unified per-unit ledger. This ensures accurate financial tracking, reduces delinquencies, and provides boards and managers with a clear, real-time view of each community’s financial health.

Board-Ready Transparency and Audit Trails

The platform includes configurable approval workflows for work orders, bids, and violations, with role-based access and clear permission boundaries. Every approval, payment, and notice is tracked in a complete audit trail, providing boards with the transparency needed for informed decision-making and regulatory compliance. This eliminates the confusion and disputes that often arise from undocumented board actions.

Daily Portfolio Management for Property Managers

A property manager overseeing multiple communities can use the AI Manager Briefing to quickly identify which communities need attention each day. Instead of logging into separate systems for payments, violations, and vendor work, the manager receives a single prioritized list. This allows them to efficiently allocate their time, address urgent issues first, and maintain a high level of service across their entire portfolio without getting overwhelmed.

Streamlined Vendor Procurement and Compliance

When a community needs a repair or service, the manager can post a request for proposal (RFP) through the vendor marketplace. Vendors compete with transparent pricing, and the manager can compare bids side by side. Once a vendor is selected, PropMIS tracks their compliance documents, including insurance certificates, W9s, and licenses, with expiry alerts. This ensures only properly vetted vendors are assigned work, reducing liability.

Automated Resident Communication and Dispute Resolution

A resident who wants to paint their garage door can ask the Resident AI a question and receive an instant answer citing the specific CC&R section. This reduces the number of phone calls and emails to the management office. If a violation is issued, the entire process from notice to resolution is tracked, and the board can approve or deny actions through configurable workflows, maintaining a clear record for all parties.

Board Governance and Decision Tracking

HOA board members can review and approve work orders, bids, and violations through a structured workflow with configurable approval thresholds. Every decision is logged in an audit trail, providing a complete history for future reference or legal compliance. This eliminates the need for paper ballots, email chains, or informal approvals, ensuring that all board actions are transparent, documented, and enforceable.

How does the AI Manager Briefing work?

The AI Manager Briefing scans all payments, violations, and work orders across your communities overnight. Every morning, it generates a concise summary highlighting what requires your immediate attention, such as overdue payments, pending bid reviews, or unresolved violations. This allows you to start your day with a clear, prioritized action list rather than manually checking multiple systems.

Can residents ask questions about community documents?

Yes. The Resident AI feature allows residents to ask questions about their community’s governing documents, including bylaws, CC&Rs, and meeting minutes. The AI provides instant answers and cites specific sections and source documents for every response. Management companies can offer this as a billable service with per-community usage tracking.

What payment methods are supported?

PropMIS integrates with Stripe for online payments, supporting credit cards, debit cards, and ACH transfers. The platform also supports AutoPay for automatic recurring payments and allows manual payment entry. Late fees are applied automatically based on your community’s rules, and all payments are recorded in a unified per-unit ledger for accurate financial tracking.

How does vendor compliance tracking work?

PropMIS tracks each vendor’s compliance documents, including insurance certificates, W9s, and licenses. The platform sends alerts when documents are approaching expiration, ensuring you never assign work to a non-compliant vendor. You can view every vendor’s compliance status at a glance, reducing risk and administrative overhead for your management team.