RFI Log & Change Order Tracking Automation
A done-for-you architecture and engineering automation built for the Project Engineer, connecting Slack and Airtable so the work below happens on its own.
What this automation does, step by step
Every RFI submitted by the contractor is automatically logged with the date received, the question posed, the discipline responsible for the response, and a deadline calculated from the contract's RFI response requirement.
Overdue RFIs trigger an escalating sequence of alerts to the responsible engineer and then to the project manager.
Approved change orders are logged against the original contract value, and the project engineer receives a running contract value summary that updates automatically with each executed change, so the total project cost picture is always current without anyone manually updating a log.
- Project management software (e.g., Procore, PlanGrid, or e-Builder)
- Zapier or Make.com
- Airtable (RFI and change order log)
- Slack (overdue RFI and CO status alerts)
- Email (RFI response notifications to contractor)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done manually, a project engineer has to remember to follow up on every case individually, often relying on memory, phone calls, and whatever notes didn't get lost. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
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