PropMIS

PropMIS is an AI-powered HOA management platform built from the ground up for property management companies and self-managed boards. It consolidates dues collection, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into a single, intuitive portal. The platform is designed to replace fragmented payment systems, uncoordinated vendor management, and board decisions without audit trails. Its core value proposition is reducing manual follow-ups, improving transparency for boards and residents, and making daily community operations easier to manage. PropMIS integrates AI assistance from day one, offering tools like automated manager briefings, resident AI for document Q&A, and AI-drafted notices. This allows management teams to save significant time, stay organized, and deliver a superior resident experience without adding complexity. Built by an engineer who served on HOA boards, PropMIS understands the pain points of community management and offers a unified solution that scales from one community to an entire portfolio. With secure Stripe-powered payments, a vendor marketplace, board-ready transparency, and full audit trails, PropMIS is positioned as a modern, alert-based solution for the emerging trend of AI-driven property management.

AI Manager Briefing

This feature scans every payment, violation, and work order overnight and presents a concise, prioritized briefing each morning. Managers receive an alert-based summary of exactly what needs their attention, such as overdue payments, pending bid reviews, and violations issued. It eliminates the need to manually check each system, ensuring nothing falls through the cracks and allowing managers to focus on high-impact tasks.

Resident AI

Residents can get instant answers to their questions directly from community documents, including bylaws, CC&Rs, and meeting minutes. The AI cites the specific source document and section, providing transparency and reducing the volume of repetitive inquiries to management. This feature can be offered as a billable managed service, creating a new revenue stream for management companies.

Vendor Marketplace and Fast Onboarding

Property managers can post RFPs and vendors compete with transparent pricing, allowing for easy side-by-side comparison. The platform tracks work orders, vendor compliance (W9s, insurance, licenses), contracts, and invoices in one place. Expiry alerts ensure every vendor’s status is known before work is assigned, streamlining the entire vendor lifecycle.

Board-Ready Transparency with Full Audit Trail

Every approval, payment, and notice is tracked with a complete audit trail. Approval workflows for work orders, bids, and violations have configurable thresholds, ensuring the right people are involved. Role-based access with clear permission boundaries provides the security and transparency boards require, making community governance smoother and more accountable.

Streamlining Daily Operations for Property Managers

A property manager overseeing multiple communities can use the AI Manager Briefing to get a daily snapshot of critical issues across their entire portfolio. Instead of logging into separate systems for payments, violations, and work orders, they receive one prioritized list. This reduces manual follow-ups and ensures they are always on top of urgent matters like overdue payments or pending board approvals.

Empowering Residents with Self-Service Information

Residents can use the Resident AI feature to ask questions like "Can I paint my garage door?" and receive an instant, cited answer from the community's CC&Rs. This reduces the number of calls and emails to the management office, improves resident satisfaction by providing immediate answers, and ensures information is consistently and accurately communicated.

Managing Vendor Bids and Compliance

A management company can post an RFP for landscaping services to the vendor marketplace. Multiple vendors submit bids with transparent pricing, which the manager compares side-by-side. The platform automatically tracks the winning vendor's insurance and license expiry dates, sending alerts before they expire, thus ensuring the community is always working with compliant vendors.

Facilitating Board Decisions with Audit Trails

When a board needs to approve a major repair bid, the approval workflow routes the proposal to the correct board members. They can vote directly in the platform, and the system logs every action with a timestamp. This creates a clear, unalterable audit trail, eliminating disputes about who approved what and when, and ensuring full transparency for all community members.

How does PropMIS use AI to save property managers time?

PropMIS uses AI in three primary ways. First, the AI Manager Briefing scans all community data overnight to create a prioritized daily to-do list. Second, the Resident AI answers resident questions by pulling information directly from community documents, reducing repetitive inquiries. Third, AI can draft notices and summaries, further automating routine tasks.

Is PropMIS suitable for a single self-managed HOA?

Yes, PropMIS is designed to scale from one community to an entire portfolio. Self-managed boards can use the same platform to handle payments, documents, vendor management, and board decisions. It provides the same AI tools and transparency features, making it easier for volunteer board members to run their community effectively.

How are payments handled in PropMIS?

Payments are powered by Stripe, offering online payments with AutoPay capabilities. Management can choose to use Stripe for automated collections or process payments manually. All payments are recorded in a per-unit ledger, and late fees can be applied automatically, ensuring accurate and timely dues collection.

How can management companies generate new revenue with PropMIS?

AI is included in every PropMIS plan. Management companies can offer the Resident AI and other AI tools as a managed service to the communities they serve. The platform has built-in per-community usage metering, allowing companies to track AI queries, set overage thresholds, and bill communities for what they consume, creating a new revenue line at no additional cost.