Construction document automation for RFIs, change orders and pay apps
For project managers and project accountants who spend more time maintaining logs than managing work. RFIs, submittals, PCOs, pay applications, lien waivers and sub insurance are logged, matched and chased, with each item showing who owes the next move.
- Ball-in-court and days open on every RFI and submittal
- PCOs tracked from field ticket to signed change order
- Draws checked for waivers and COIs before they go out
Where project documents fall through
The submittal register is a guess
Long-lead items like switchgear or curtain wall need approval weeks before release. When the register is updated by hand on Fridays, a rejected resubmittal can sit unnoticed until procurement is late.
Change work gets built but not billed
A super signs a T&M ticket, the PM means to write it up, and the PCO never reaches the owner. Months later at closeout, nobody can find the backup.
Waivers and COIs block the draw
The owner's lender wants conditional waivers from every sub on the current pay app and unconditional ones for the last. One missing form, or a COI without the additional insured endorsement, holds the whole check.
What the document workflow handles
Connected to tools like Procore and Autodesk Construction Cloud through their official APIs, and to Sage 300 CRE, Foundation or Viewpoint Vista through exports or Trimble's partner integrations. The PM or project accountant approves before anything is sent or recorded.
RFI logging and ball-in-court
Questions from email, markups or the field are drafted as RFIs with drawing and spec references. Open RFIs are chased by who holds them, with the schedule activity at risk named in the reminder.
Submittal register upkeep
Submittals are logged by spec section with required-on-site dates and lead times. Revise-and-resubmit returns are caught the day they arrive and routed back to the sub.
PCO and change order tracking
T&M tickets, photos and RFI answers become a PCO package with backup. Status runs from pending to priced, submitted, approved or rejected, and approved COs update the contract value.
G702 and G703 prep
Percent complete, stored materials and approved change orders roll into a draft continuation sheet, with retainage calculated per contract terms for the project accountant to check.
Lien waivers and notices
Conditional and unconditional waivers are requested from each sub and supplier per draw, matched to the amounts billed, and preliminary notice dates are tracked on the calendar your counsel sets.
Sub COI checks
Certificates are read for policy dates, limits, additional insured and waiver of subrogation wording against your subcontract requirements, and renewals are chased before expiry.
Documents and the systems behind them
Procore
RFIs, submittals, change events and commitments through Procore's official API.
Autodesk Construction Cloud
Build module RFIs, submittals and files through Autodesk Platform Services.
Sage 300 CRE, Foundation, Vista
Job cost and AP data through exports or partner integrations where no open API exists.
Bluebeam markups
Questions marked on drawings in Bluebeam Revu pulled into draft RFIs.
Daily logs feeding PCOs
Field notes that mention extra work open a PCO draft automatically.
Sub invoices
Invoices matched to commitments and approved COs before posting.
Designed around the contract, not the inbox
Notice clauses get calendared
Many contracts require written notice of a change or delay within a set number of days. Those windows are pulled from your contract and tracked, so a claim is not lost on timing.
State forms stay a legal call
Some states require statutory waiver forms and set their own notice deadlines. The system uses the forms and dates your counsel approves per job and does not choose them.
Draws go out only when approved
Pay apps, waivers and change orders are drafts until a PM or project accountant signs off. Nothing is certified or released automatically.
Backup that holds up at closeout
Each PCO, RFI and waiver links to its source email, ticket or photo in your own storage, maintained monthly so it is still there when the owner audits.
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Common questions
What is construction document automation?
It is software that logs, routes and chases the documents that run a job: RFIs, submittals, PCOs and change orders, pay applications, lien waivers and sub insurance certificates. Your PMs approve what is sent and what is recorded.
Can it tell a conditional waiver from an unconditional one?
Yes. It reads the form type, the through date and the amount, and checks them against the draw. If a sub sends an unconditional waiver before payment, it flags that for your project accountant.
Does it handle the owner's pay app format or only AIA?
It drafts the G702 and G703 format by default and can fill an owner's or lender's custom continuation sheet if you give us the template.
Will it write the RFI response for the architect?
No. It drafts the question with references and tracks the answer. Design responses come from the design team.
What does it check on a sub's COI?
Policy dates, per-occurrence and aggregate limits, auto and umbrella coverage, and whether the additional insured and waiver of subrogation requirements in your subcontract appear to be met. Your risk manager makes the final call on endorsements.
We track preliminary notices for our own jobs as a sub. Can it do that?
Yes. It tracks first-furnishing dates and the notice deadlines your counsel sets for each job's state, and reminds your team before each one passes.
Stop chasing logs on Friday afternoons
Take the 2-minute AI audit to see which project documents are slowing your draws and change orders.
- Export the logs from two jobs
We take your RFI, submittal and PCO logs plus the last few pay apps and waiver packets, and find where items stalled and why.
- Agree on statuses and owners
We set the status names, the ball-in-court rules and who approves each document type so the automation and your PMs speak the same language.
- Draft beside your team for a billing month
For one month the system drafts RFIs, PCOs and the waiver checklist while your team works as usual, and we fix every mismatch.
- Roll it to every active job
New jobs pick up the same rules at setup. Each month we review stuck items with you and update for Procore, ACC or form changes.