---
title: "RFI and submittal tracking: AI Use Case"
description: "Read incoming requests for information and submittals, log the key fields, track who owes a response and by when, and give the project team a short list of what is overdue each morning."
url: https://lidvizion.ai/use-cases/rfi-and-submittal-tracking/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---

[Use cases](https://lidvizion.ai/use-cases/) · Operations

# RFI and submittal tracking

Read incoming requests for information and submittals, log the key fields, track who owes a response and by when, and give the project team a short list of what is overdue each morning.

[Talk through this workflow](https://lidvizion.ai/contact/?need=ai-workflow&from=%2Fuse-cases%2Frfi-and-submittal-tracking%2F#write) · [Automate the repeatable](https://lidvizion.ai/services/automation/)

Where it starts

## The trigger.

A request for information or a submittal arrives by email, upload or project platform.

How it runs today

- RFIs and submittals are logged by hand into a spreadsheet, often late.
- Nobody can see at a glance which responses are overdue or who owes them.
- Answers get lost in long email threads.

The workflow

## Four bounded steps.

Each step has an owner and a stop rule.

1. 01 / Read
   Extract the number, subject, drawing or spec references, requester, reviewer and due date.
2. 02 / Log
   Add the item to the project log with a link to the source document.
3. 03 / Track
   Track status and send reminders to whoever owes a response before it is due.
4. 04 / Report
   Send the project lead a short daily list of overdue and soon-due items.

Where people stay in control

## Approval points.

- Engineers and architects write every technical response.
- The project lead confirms log entries that were flagged as unclear.

How we would measure it

## Against a baseline.

Measured before and after, on the same work.

### Items logged within one working day of arrival.

### Overdue RFIs and submittals.

### Time spent maintaining the log each week.

Related

## Go deeper.

- [Automate the repeatable](https://lidvizion.ai/services/automation/): Give recurring work an owner, a trigger, and a stop rule.
- [Client vs. server: where code runs](https://lidvizion.ai/resources/basics/backend-client-vs-server/): What belongs in the browser or app, and what must stay on a server you control.
- [Keep RFIs and submittals from slipping](https://lidvizion.ai/guides/keep-rfis-and-submittals-from-slipping/): A four-step playbook to agree the fields your log needs, read RFIs and submittals as they arrive, track who owes each response and send the project lead a daily overdue list.
- [How to track RFIs and submittals with AI](https://lidvizion.ai/answers/how-to-track-rfis-and-submittals-with-ai/): How can a construction team use AI to keep RFIs and submittals from slipping?

More use cases

## Other places to start.

[All use cases](https://lidvizion.ai/use-cases/)

- [Supplier onboarding and document collection](https://lidvizion.ai/use-cases/supplier-onboarding/): Operations Collect the forms, certificates and bank details a new supplier must provide, check each item against your requirements, and chase what is missing, so purchasing can start sooner without skipping checks.
- [Shipment exception routing](https://lidvizion.ai/use-cases/shipment-exception-routing/): Operations Watch tracking and order data for shipments that are late, stuck or missing paperwork, and route each exception to the right coordinator with the order, carrier status and a suggested next step, before the customer has to ask.
- [Program outcome reports](https://lidvizion.ai/use-cases/program-outcome-reports/): Operations Pull activity and outcome data from program systems, attendance records and surveys into a draft report for funders and the board, with every figure linked to its source, so the program lead reviews instead of compiling.

An illustrative workflow pattern, not a result from a specific customer.

Bring the messy version

## One workflow. A better way to run it.

Show us the tools, the handoffs, and the part that keeps slowing your team down.

[Let’s map your workflow](https://lidvizion.ai/contact/) · [Read our approach](https://lidvizion.ai/approach/)