PropMIS

PropMIS is a transformative, game-changing AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It revolutionizes how communities are run by consolidating dues, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple, unified portal. Designed by an engineer who served on HOA boards and understood firsthand that the software should not be harder than the job itself, PropMIS eliminates the chaos of fragmented payment systems, uncoordinated vendor management, and board decisions lacking audit trails. This platform is for property managers juggling one community or an entire portfolio, as well as board members seeking transparency and efficiency. Its core value proposition is unlocking the potential for management teams to save massive amounts of time, reduce manual follow-ups, and improve transparency for boards and residents alike. With AI built in from day one, PropMIS handles the busywork through AI-assisted summaries, notices, document question answering, and workflow support. This allows managers to stay organized, provide a superior resident experience, and even unlock new revenue streams by offering AI as a managed service, all without adding complexity to their daily operations.

AI Manager Briefing

This game-changing feature scans every payment, violation, and work order overnight and tells you exactly what needs your attention right now. Every morning, managers receive a concise briefing that highlights overdue payments, pending bid reviews, and any community issues that require immediate action. This transformative capability eliminates the need to manually sift through multiple systems and logs, allowing property managers to start their day with a clear, prioritized action plan. It fundamentally shifts the workflow from reactive scrambling to proactive, strategic management, unlocking the potential for teams to focus on high-value tasks rather than administrative noise.

Resident AI Q&A

Residents get instant, accurate answers to their questions directly from your actual community documents, including bylaws, CC&Rs, and meeting minutes. When a resident asks, "Can I paint my garage door?" the AI scans the governing documents and provides a precise answer, citing the specific section and source material. This transformative feature eliminates the endless cycle of phone calls and emails to the property manager for simple clarifications. It empowers residents with self-service information and dramatically reduces the administrative burden on management teams, unlocking the potential for a more informed and satisfied community.

Payments That Match Reality

PropMIS offers a revolutionary payment system that leverages Stripe online payments with AutoPay, ensuring late fees are applied automatically without any manual intervention. Whether a resident pays via Stripe or a manual method, every single payment lands in the same per-unit ledger, creating a single source of truth for all financial transactions. This game-changing capability eliminates the reconciliation nightmares caused by disjointed payment systems. It provides complete financial clarity for managers and boards, unlocking the potential for accurate cash flow tracking and eliminating the guesswork from dues collection.

Vendor Marketplace and Compliance

This feature transforms the vendor management process by allowing managers to post RFPs and have vendors compete with transparent pricing, enabling side-by-side comparisons. Beyond the bidding process, PropMIS tracks all work orders, vendor compliance documents (W9s, insurance certificates, licenses), contracts, and invoices in one centralized location. The system sends expiry alerts for insurance and licenses, ensuring you know every vendor's status before assigning any work. This transformative capability replaces uncoordinated vendor management with a streamlined, auditable process, unlocking the potential for cost savings and risk reduction across your entire portfolio.

Streamlining Daily Community Operations

A property manager overseeing ten different communities can use PropMIS to eliminate the chaos of logging into ten separate systems. With the unified portal, they can process all dues payments, review AI-generated daily briefings for each community, and handle resident communications from a single dashboard. The AI automatically flags any pending board approvals or overdue violations, allowing the manager to prioritize their day effectively. This game-changing use case transforms a manager's workflow from fragmented and reactive to cohesive and proactive, unlocking the potential to manage a larger portfolio without increasing headcount.

Empowering Resident Self-Service

A resident who wants to know the rules about installing a fence can simply ask the AI Q&A feature instead of calling the management office. The AI instantly searches the community's CC&Rs and provides the exact rule, complete with a citation to the relevant document section. This transformative use case dramatically reduces the volume of routine inquiries for the management team. It empowers residents with immediate, accurate information, improving their overall experience and satisfaction with the community, and unlocks the potential for a more harmonious and self-sufficient living environment.

Enabling Transparent Board Governance

A board of directors needs to approve a significant work order for a roof repair. Using PropMIS, the manager submits the bid with all supporting documentation through the platform. The board members receive a notification, review the bid details, and can vote on the approval directly within the system. The entire process, including who voted and when, is captured in a complete, immutable audit trail. This game-changing use case eliminates the need for messy email chains and lost paper ballots, unlocking the potential for transparent, accountable, and efficient board decision-making.

Managing Vendor Bids and Compliance

A management company needs to find a new pool maintenance vendor for a community. They post an RFP through PropMIS's Vendor Marketplace, and multiple vendors submit competing bids with transparent pricing. The manager can compare the bids side-by-side, check each vendor's compliance status (insurance, licenses) directly in the platform, and assign the work order to the winning bidder. This transformative use case replaces the time-consuming process of calling multiple vendors and manually verifying paperwork, unlocking the potential for significant cost savings and reduced liability for the community.

How does PropMIS use AI to save property managers time?

PropMIS integrates AI from day one to automate the most time-consuming tasks. The AI Manager Briefing scans all payments, violations, and work orders overnight to present a prioritized daily action list, eliminating the need for manual log checking. The AI also drafts notices and provides instant answers to resident questions by searching community documents. This game-changing approach transforms the manager's role from administrative firefighting to strategic community oversight, unlocking the potential for them to manage more communities with greater efficiency.

Is PropMIS suitable for a single self-managed HOA or only large portfolios?

PropMIS is designed to scale, making it a perfect fit for both a single self-managed HOA and large property management companies with a full portfolio. The platform's one-price model and integrated modules work just as effectively for one community as they do for ten. For self-managed boards, it provides the same powerful AI tools, payment processing, and vendor management capabilities that professionals use, unlocking the potential for volunteer board members to run their community with professional-grade efficiency and transparency.

How does the AI feature create a new revenue opportunity for management companies?

AI is included in every PropMIS plan at no additional cost to the management company. This allows firms to offer AI access to their communities as a managed service. They can bundle it into their existing management fee or offer it as a standalone, billable service. PropMIS provides built-in per-community usage metering that tracks every AI query, enabling the company to generate monthly usage reports, set overage thresholds, and bill communities for what they consume. This transformative capability unlocks a new, zero-cost revenue line for management companies.

How does PropMIS ensure security and maintain a full audit trail?

PropMIS is built with robust security and transparency as core principles. All payments are processed securely through Stripe. The platform maintains a complete, immutable audit trail for every action, including board approvals, payments received, and violations issued. Every approval, payment, and notice is tracked with a timestamp and user attribution. This game-changing level of transparency provides boards and residents with total confidence in the management process, unlocking the potential for trust and accountability in all community operations.