PropMIS

PropMIS is an AI-powered HOA management platform engineered from the ground up for property management companies and self-managed boards. It replaces fragmented, legacy systems with a unified, intelligent portal that centralizes dues collection, resident records, documents, announcements, meetings, vendor management, board workflows, and resident communication. Built by an engineer who served on HOA boards, PropMIS directly addresses the pain points of manual follow-ups, lack of transparency, and disjointed operations. The platform’s core value proposition is revolutionary: it eliminates the busywork that bogs down management teams by embedding AI directly into daily workflows. From overnight manager briefings that scan payments, violations, and work orders to deliver a precise "needs your attention" summary, to an AI resident assistant that answers questions instantly from community documents, PropMIS automates the mundane and surfaces critical insights. It is designed for scalability, serving managers who oversee one community or an entire portfolio. The platform fosters trust through full audit trails, role-based access, and secure Stripe-powered payments. PropMIS is not just a tool; it is an intelligent co-pilot that makes community operations easier, more transparent, and more efficient, while also creating a new revenue stream for management companies by offering AI as a billable service. It represents a paradigm shift from software that complicates the job to an AI-native system that simplifies it.

AI Manager Briefing

Every morning, PropMIS’s AI engine autonomously scans all payments, violations, work orders, and board approvals across your entire portfolio. It synthesizes this data into a single, prioritized briefing that tells you exactly what needs immediate attention, such as overdue payments, pending bid reviews, or critical deadlines. This eliminates the need to manually check multiple systems, allowing managers to start their day focused on high-impact decisions rather than data gathering.

Resident AI Assistant

Residents can ask natural language questions about their community and receive instant, accurate answers sourced directly from their association’s governing documents, including bylaws, CC&Rs, and meeting minutes. For example, a resident can ask, "Can I paint my garage door?" and the AI will retrieve the specific clause and provide a clear answer with a citation. This drastically reduces the volume of repetitive administrative calls and emails for management teams.

Integrated Payments and Violations

PropMIS unifies financial and compliance operations with Stripe-powered online payments, including AutoPay and automatic late fee application. Every payment is recorded in a per-unit ledger. Simultaneously, the platform manages the entire violation lifecycle, from issuing notices to tracking resolution. This integration ensures that financial health and community rule enforcement are visible and manageable from a single, cohesive interface.

Board-Ready Transparency and Vendor Marketplace

The platform provides configurable approval workflows for work orders, bids, and violations, complete with a full audit trail and role-based access for clear permission boundaries. This ensures every board decision is documented and transparent. Complementing this is a built-in vendor marketplace where managers can post RFPs, receive competing bids with transparent pricing, and track vendor compliance (insurance, licenses, W9s) with automated expiry alerts.

Streamlining Daily Portfolio Operations for Property Managers

A property manager overseeing multiple communities can use PropMIS to replace a chaotic mix of spreadsheets, emails, and separate payment portals. The AI Manager Briefing provides a daily portfolio-wide snapshot, highlighting which community has overdue payments, which board has a pending approval, and which vendor bid is ready for review. This centralization and AI-driven prioritization saves hours of manual data gathering and follow-up each day.

Providing Instant Resident Self-Service

Instead of fielding repeated phone calls and emails about HOA rules, a management company can deploy the Resident AI Assistant. A resident wanting to know if they can install a fence or paint their front door simply asks the AI. The system instantly pulls the relevant clause from the CC&Rs and provides a clear, sourced answer. This empowers residents with 24/7 access to information and frees the management team to focus on complex issues.

Enabling Transparent Board Governance and Audit Trails

An HOA board can leverage PropMIS to manage approvals for vendor bids and violation enforcement with complete transparency. The platform’s configurable approval workflows ensure that any decision over a set dollar threshold requires a specific number of board votes. Every action, from bid submission to final approval, is logged in an immutable audit trail, providing clear accountability and eliminating disputes over past decisions.

Creating a New Revenue Stream with AI as a Managed Service

Management companies can use PropMIS to generate a new, high-margin revenue line. The platform includes built-in per-community usage metering for all AI queries. Companies can bundle the AI features into their standard management fee or offer them as a standalone, billable service. They can set overage thresholds, generate monthly usage reports, and invoice individual communities for exactly what they consume, turning a powerful feature into a direct profit center.

How does PropMIS use AI to save property managers time?

PropMIS embeds AI into core daily workflows to automate tedious tasks. The AI Manager Briefing scans all data overnight and presents a prioritized list of actions for each community. The AI Resident Assistant answers resident questions from documents, eliminating repetitive calls. AI also drafts notices and helps with document Q&A, allowing managers to focus on strategic work rather than manual data processing.

Is PropMIS suitable for a single self-managed HOA or only for large property management companies?

PropMIS is designed for both. The platform is built to scale from managing one community to an entire portfolio of ten or more. For a single HOA, it consolidates payments, documents, vendor management, and board workflows into one simple portal. For larger firms, it provides portfolio-wide oversight, a unified dashboard, and the ability to offer AI as a new revenue-generating service.

What kind of security and audit trails does PropMIS provide?

PropMIS is built with security and transparency as core pillars. All payments are processed through Stripe, a leading secure payment gateway. The platform maintains a full audit trail for every action, including board approvals, violation issuances, and payment receipts. Role-based access ensures that residents, board members, and managers only see the information appropriate for their role, with clear permission boundaries.

How does the AI billing and new revenue model work for management companies?

Every PropMIS plan includes AI features at no additional cost to the management company. The platform has built-in per-community usage metering that tracks every AI query. Management companies can then offer this AI access to their communities as a managed service. They set their own price, generate monthly usage reports, and bill communities directly, creating a new revenue stream without any additional software or infrastructure costs.