RFI and submittal aging alerts before they hold up the work
RFIs and submittals approaching or past their due dates flagged to whoever has the ball in court, with a weekly aging summary for the project team.
The problem
An overdue RFI or a submittal stuck with the architect turns into a schedule problem weeks later. Project teams find out in the weekly meeting, by which time the item is already late, and nobody has a quick view of what is aging across all projects.
What we build
We build alerts that watch RFIs and submittals in Procore, notify the person with the ball in court as an item approaches its due date, and escalate it when it passes. A weekly summary lists aging items by project, and the same data feeds reporting.
How it works
- 1
Watch the registers
New and updated RFIs and submittals are picked up from Procore, using event triggers where available and a scheduled comparison where not.
- 2
Apply your aging rules
You set the windows: how many days before due to warn, when an item counts as overdue, and which statuses (such as drafts) are excluded.
- 3
Notify the owner
The ball-in-court person gets a direct message with the item, its due date and a link, and the project manager is copied once an item is overdue.
- 4
Summarize weekly
Each week the team receives an aging summary by project, and every alert is logged so turnaround and overdue counts appear in Power BI.
- Procore
- n8n
- Power Automate
- Microsoft Teams
- Outlook
- Power BI
The value it creates
Early warning
Items are flagged before they are due, while the answer can still arrive in time to protect the schedule.
Time saved
Project engineers stop building aging lists by hand for the weekly meeting.
Visibility
Overdue RFIs and submittals across every project are visible in one place; we compare the overdue count on a fixed date before and after go-live.
Collective intelligence
The project team, design team contacts and leadership see the same aging list instead of separate spreadsheets.
Proof
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Frequently asked questions
Can alerts go to people outside our company, like the architect?
They can, but we usually start internally: the alert goes to your team member responsible for the item, who follows up with the design team. External notices are added with your approval of the wording and recipients.
Does this use Procore webhooks or polling?
Both, depending on the event. Our Procore n8n node includes triggers such as new RFIs. Due-date aging has no event of its own, so a scheduled check compares due dates with today and with the last run.
What is already built?
Our production reporting build reports open and overdue submittals, turnaround days and the month-end submittal backlog from Procore, and our Procore n8n node has an RFI trigger. The alerting workflow on top is a pattern we build to your aging rules.
Next step
Which report or workflow would you like to improve?
Tell us what your team does today, which systems are involved, and what you want to change. We'll discuss whether there is a practical fit.
Prefer email? charley@buildflows.ai