RFI and submittal tracking software

Every RFI and submittal in one log per project: auto-numbered, assigned to a reviewer, tracked by ball-in-court and due date, pinned to the drawing it's about, and sent out as a clean PDF. Submittal lead times turn into order-by dates so long-lead items don't sneak up on you.

Stop losing questions in email

An RFI that sits in someone's inbox for two weeks turns into a delay, and a submittal that was never ordered on time turns into a schedule hit. Most teams track both in a spreadsheet that's out of date the moment it's saved.

Trakend keeps RFIs and submittals in the project, next to the drawings they reference and the schedule they affect, with notifications that make sure the right person knows it's their move.

RFI tracking

Automatic numbering per project. Numbers never repeat, even after a delete. Choose a company-wide format such as RFI-002, a project-name prefix, or your project number.
Subject, question, priority (low to urgent), due date, spec section and drawing reference.
Statuses for draft, open, answered, closed and void, with filter chips and a status timeline on each RFI.
A named reviewer and ball-in-court that defaults to the reviewer and returns to the person who asked once the RFI is answered.
An overdue badge when the due date passes without an answer.
Cost impact and schedule impact flags with a dollar amount and number of days, so potential changes are visible early.
Photos and attachments on every RFI.

Pin RFIs to the drawing

From the plan viewer, drop a pin on the exact spot in question and create a Quick RFI. The RFI shows a small preview of the sheet with the pin, and an Open sheet link takes anyone straight to the location. Numbered RFI markers stay on the sheet so the field can see open questions where the work is.

Notifications and PDFs

The reviewer and the ball-in-court person get in-app, push and email notifications. New open RFIs also notify admins and project managers, and status changes to answered or closed notify the team.

Every RFI exports to a branded PDF with photos. Send PDF emails it as an attachment, with recipients pre-filled from the GC contact, the project's distribution list and the ball-in-court person.

Submittal register

Types for shop drawings, product data, samples, mock-ups, design data, test reports, certificates and other.
Statuses: draft, submitted, under review, approved, approved as noted, revise and resubmit, rejected and closed.
Spec section, priority, due date, a reviewer and ball-in-court on every submittal, with a revision number you bump on each resubmittal.
Lead time tracking: enter the needed-on-site date and lead-time days and Trakend calculates the order-by date, flagging items that are late or due within 7 days.
A register table by number, title, spec section, needed-on-site date, status and ball-in-court, with CSV export.
Bulk setup: paste a list of spec sections or upload a CSV to create up to 200 draft submittals at once.
Upload the stamped copy that comes back from the reviewer.

Submittal packages and a reusable datasheet library

Build a submittal package with one click: Trakend renders a cover page and merges every attached PDF behind it into a single file you can download or email. A company-wide library of product datasheets means the cut sheets you submit on every job are attached in seconds instead of hunted down each time.

Notifications go out when a submittal is assigned, and by email when it comes back revise-and-resubmit or rejected.

Subcontractors submit, the GC reviews

Subcontractors on your project can create RFIs and submittals at no cost, and only edit their own drafts. The GC reviews and answers. Read more on how GCs use Trakend and how subs use it. RFIs and submittals are included on every plan; see pricing.

Frequently asked questions

How does Trakend number RFIs?

RFIs are numbered automatically per project, and numbers are never reused after a delete. An admin can pick a company-wide format: a simple RFI-002 style, a project-name prefix, or the project number.

What does ball in court mean on an RFI or submittal?

Ball in court shows who has to act next. In Trakend it defaults to the reviewer when an RFI is opened and goes back to the person who asked once it's answered, and that person gets the notification.

Can Trakend track submittal lead times?

Yes. Enter the date the material is needed on site and its lead time in days, and the submittal register shows an order-by date, flagging items that are late or due within 7 days.

Can I send a submittal package as one PDF?

Yes. Trakend creates a cover page and merges every attached PDF into a single package you can download or email from the submittal.

Can subcontractors submit RFIs?

Yes. Subs you add to a project can create RFIs and submittals for free. The GC reviews and answers them.

Start a 30-day free trial · Pricing · Security & data ownership · About · What's new