PropMIS

PropMIS is basically the HOA management platform that finally gets it. Built by an engineer who actually served on HOA boards and knew the pain firsthand, this thing replaces all those clunky, disconnected systems that property managers have been fighting with for years. Think of it as the all-in-one command center for running communities, whether you're juggling one HOA or a whole portfolio of them. It brings dues, resident records, documents, announcements, meetings, vendor work, board workflows, and resident communication into one simple portal. No more hopping between five different apps or digging through endless email threads to find that one approval you needed yesterday.

The real kicker here is the AI. It's not just slapped on as a gimmick – it's baked into the platform from day one. We're talking AI that scans every payment, violation, and work order overnight and tells you exactly what needs your attention right now. It drafts notices, answers resident questions straight from your community documents, and even generates manager briefings so you walk into work already knowing what's up. For management companies, this is a whole new revenue stream too. You can bundle the AI features into your management fee or offer them as a standalone service with per-community usage tracking. You set the price, PropMIS handles the metering.

This platform is built for property managers who are tired of doing the busywork and self-managed boards who want actual transparency without the headache. Payments flow through Stripe with AutoPay, vendor management includes a marketplace where contractors compete for your RFPs, and every board decision leaves a complete audit trail. No more "who approved that work order?" drama. PropMIS is currently onboarding early-access communities across the U.S. with a 45-day free trial, so you can kick the tires before committing. It's HOA management rebuilt from scratch, with AI doing the grunt work so you can focus on actually running the community.

AI Manager Briefing

Every morning, the AI scans every payment, violation, and work order across all your communities and serves you a concise briefing of exactly what needs your attention. No more manually checking each property's status or digging through spreadsheets. It tells you which dues are overdue, which bids need review, and which violations are pending – all before you've even had your coffee. It's like having a virtual assistant that never sleeps and actually knows what's important.

Resident AI Q&A

Residents can ask questions about their HOA rules and get instant answers pulled directly from your actual community documents – bylaws, CC&Rs, meeting minutes, the works. Someone wants to know if they can paint their garage door a different color? The AI finds the exact section in the governing documents and cites the source. This cuts down on the endless "let me check and get back to you" emails that eat up your day. Management companies can even offer this as a billable service with per-community usage tracking.

Payments with AutoPay

Stripe-powered online payments with automatic late fee application. Residents can set up AutoPay so dues get collected without anyone having to remember. Every payment lands in the same per-unit ledger, whether it came through Stripe or was entered manually. No more chasing down checks or reconciling payments across different systems. The platform handles the math, applies the late fees, and keeps everything in one clean record.

Vendor Marketplace and Compliance

Post RFPs for work and let vendors compete with transparent pricing so you can compare bids side-by-side. Track work orders, compliance documents, insurance certificates, W9s, and licenses in one place with expiry alerts. You'll know every vendor's status before you assign any work – no more discovering a contractor's insurance lapsed after they've already started the job.

Daily Community Operations for a Single HOA

A self-managed board of five volunteers uses PropMIS to handle everything from dues collection to violation enforcement. The AI briefing tells the board president which homeowners are behind on payments before the monthly meeting. The secretary uses the AI to draft the meeting minutes and announcements. Residents use the AI Q&A to check if they can install a fence without having to email the board. Everything stays organized in one place, and the audit trail keeps everyone accountable.

Portfolio Management for a Property Management Company

A company managing 15 different HOAs uses PropMIS as their single pane of glass. The AI manager briefing covers all communities at once, flagging urgent items across the portfolio. They offer the AI Q&A feature as a premium add-on service, generating extra revenue from each community. Vendor bids get posted across multiple HOAs, and contractors compete for the work. The platform scales seamlessly whether they're managing one community or ten, with no extra complexity.

Streamlining Board Approvals and Decisions

An HOA board needs to approve a major landscaping bid and a violation fine. Instead of passing around paper documents or relying on email chains, the board uses PropMIS's approval workflows with configurable thresholds. The bid and violation get posted, board members vote in the portal, and the system tracks who approved what and when. The complete audit trail means no more "I thought you handled that" conversations at the next meeting.

Vendor Management and RFP Process

A property manager needs to find a pool maintenance company for three communities. They post an RFP in the PropMIS vendor marketplace, and multiple contractors submit bids with transparent pricing. The manager compares bids side-by-side, checks each vendor's compliance status (insurance, license, W9), and assigns the work. Work orders, invoices, and compliance documents all live in one place with expiry alerts so nothing slips through the cracks.

How does the AI actually work, and is it secure?

The AI is built into every part of PropMIS and operates on your community's actual documents – bylaws, CC&Rs, meeting minutes, and more. When a resident asks a question, the AI searches those documents and provides answers with direct citations to the source material. For manager briefings, it scans payment records, violations, and work orders across all your communities. Everything runs on secure infrastructure with full audit trails. Your data stays your data – the AI is trained on your documents, not shared with other communities.

Can I really offer AI as a revenue service to my communities?

Absolutely. Every PropMIS plan includes AI capabilities, and management companies can bundle them into their management fee or offer them as a standalone service. The platform has built-in per-community usage metering that tracks every AI query. You can set overage thresholds, generate monthly usage reports, and bill communities for what they actually consume. It's a new revenue line at zero additional cost to you.

What happens if I'm already using another payment system?

PropMIS uses Stripe for online payments with AutoPay, but it also supports manual payment entry. Every payment, whether it comes through Stripe or is entered manually, lands in the same per-unit ledger. The system handles late fee calculations automatically. You can migrate your existing payment data during onboarding, and the team provides support to make the transition smooth.

How does the vendor marketplace actually save me time?

Instead of calling around for quotes or managing a spreadsheet of contractors, you post RFPs directly in PropMIS. Vendors see the opportunity and submit bids with transparent pricing. You compare them side-by-side without playing phone tag. Plus, every vendor's compliance documents (insurance, W9, license) are tracked with expiry alerts, so you know who's good to go before you assign any work. It turns vendor management from a headache into a few clicks.

PropMIS is currently offering early access with 45 days free for new communities. The platform uses a one-price model that covers everything whether you manage one community or ten. AI is included in every plan at no additional cost – management companies can offer it to communities as a managed service and set their own pricing. For specific pricing tiers and plan details, you'll want to request a demo or check the pricing page on their website, as they're still onboarding early-access communities across the U.S.