Construction · Document automation
Project Document Automation
Move the right revision to the person authorized to act on it.
ALCA Software builds construction document workflows for contractors in Miami and South Florida: register RFIs, submittals, change requests and daily reports; route the current revision; record review decisions; and release accepted documents. Native project-platform workflows come first, with custom integration scoped around a verified remaining gap.
- Each review tied to a document revision
- Required evidence checked before routing
- Stalled reviews assigned to an owner
- Accepted documents and decisions traceable
An RFI response and a change authorization are different decisions
An RFI asks for clarification. A submittal records review of proposed work or materials. A change request may need separate scope, cost and schedule authorization. The workflow must identify the document type, current revision and decision required; a response in one process should not silently approve another.
Define the document path before automating it
Registration
Keep the source file, project, document type, identifier and revision together.
Evidence check
Check required attachments and references before a package reaches its reviewer.
Authorized routing
Assign the reviewer for this project and decision type, with a due date and escalation owner.
Review and revision
Record approve, reject or revise against the reviewed version; a new revision starts the appropriate review again.
Controlled release
Distribute the accepted revision to authorized recipients after required decisions are complete.
Project archive
Retain source references, review history and delivery records under the agreed retention policy.
An approved project document is not an accounting confirmation
Procore offers native document workflows and accounting connectors with specific supported records. Its QuickBooks Online connector documents exclusions for commitments and change orders. We confirm the exact record and connector before promising a financial handoff. Supplier Bills, owner invoices and payment release have separate owners and controls.
Plan the handoff
From a submitted package to an accepted revision
Keep the document, evidence and decision together so the version sent to the field is the version that was reviewed.
- 1
Register the package
Identify project, document type, source record and revision. Preserve the original file and its relationship to earlier submissions.
- 2
Check required evidence
Validate attachments, references and the next responsible party. Incomplete packages remain in a preparation queue.
- 3
Route the current revision
Send the package to the authorized reviewer or required review group. Record the due date and escalation owner.
- 4
Record the decision
Attach review comments and approve, reject or revise to the exact version. A changed package does not inherit its predecessor’s approval.
- 5
Release and confirm
After required acceptance, distribute the approved revision to permitted recipients and record the release. Any accounting handoff needs its own mapping and confirmation.
When the normal path stops
Agree on who owns each exception before connecting the workflow.
| Condition | Required response | Responsible role |
|---|---|---|
| The file changes while a review is open | Mark the pending package superseded and route the replacement under the applicable review rules. | Document controller |
| A required attachment is missing | Return the package for completion and keep release blocked. | Submitting party |
| The assigned reviewer is unavailable | Escalate to the workflow owner for an authorized reassignment; a reminder does not approve the package. | Project manager |
| The accounting connector cannot accept the change | Keep the project decision and failed handoff separate. Resolve the supported accounting path before attempting a write. | Accounting lead |
On smaller screens, swipe the table or focus it and use the arrow keys.
Use the tools you already have
Configure the existing construction platform’s document workflows, revision handling and permissions when they cover the review. Procore already preserves workflow decisions and supporting markups.
Where custom work may fit
Custom work can connect an accepted package to an internal job system or add a missing evidence check, provided both systems allow the required access and operation.
Scope boundary: This page owns construction document preparation, review and release. General approval systems own reusable authorization rules; supplier invoice processing owns the payable lifecycle. Document acceptance does not itself authorize payment.
What to bring to a scoping conversation
Describe one document type, who prepares and reviews it, what commonly sends it back and where the accepted version must go. Begin with one complete review path and its revision case.
Frequently asked questions
Can you handle electronic approvals and signatures?
We can scope recorded approvals and an e-signature integration where required. They are separate capabilities: the project must define who can decide, which revision they accept and whether a separate signature process is needed. An internal approval alone should not be presented as a signed contract.
Does this integrate with our existing project-management tool?
We verify the customer account, enabled tools, project permissions and supported operations first. A platform’s native workflow may already cover the review. Custom work then addresses the specific missing handoff rather than duplicating its source record.
What happens when a document changes during review?
The reviewed revision remains in the history. The new revision is checked against the review rules and routed again where required; an approval of the previous file does not automatically release the replacement.
Can overdue documents be approved automatically?
Elapsed time should trigger an owner alert or the agreed escalation, not create approval. The document stays blocked until the required authorized decision is recorded.
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Define the first workflow
Tell us about your operation.
Start with the handoff that takes the most manual work. We'll review your tools, access and exceptions, then define a practical first scope.