Chase late submittals and tell purchasing
Waiting submittals are chased on time, and purchasing only hears 'approved' when the project record says so.
Operations · Construction · On a schedule · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Airtable
Slack
Gmail
Microsoft 365
Superhuman Mail
AirtableHow do you chase late submittals?
To chase late submittals, run a weekly Loop. Maito reads the register and the project inbox, summarizes the latest email on each open submittal, flags where an email and the register disagree, drafts chasers for overdue items, and tells purchasing only when the register status says approved.
How it's done today
Email says one thing and procurement's spreadsheet says another.
What Maito does
- Check each open submittal's status and due date
- Summarize the latest email on each
- Draft chasers for overdue reviews
- Tell purchasing only when status is approved
Example
Loop run: Tuesday 9:00 AM · Weekly submittal check
4 submittals open on Harbor Street. • Rebar shop drawings (03 21 00): sent Oct 6, due back Oct 20. Architect emailed 'approved' Oct 14. • Windows (08 51 13): sent Oct 1, due Oct 15, 5 days late. No reply. • Elevator cab finishes: sent Oct 12, due Oct 26. • Roofing membrane: not yet sent. Catch: the Oct 14 email on rebar says approved, but the register says Approved as noted, resubmit. The rebar order is on hold with purchasing until that's cleared, so I haven't released it. From the construction software and the shared inbox. Chasers for windows and rebar are drafted.
@Maito Send the windows chaser. Leave rebar, I'll call the architect.
Windows chaser sent to the architect, copy to you. Rebar stays on hold. I'll check the register again tomorrow.
Maito (9:00 AM):
4 submittals open on Harbor Street.
• Rebar shop drawings (03 21 00): sent Oct 6, due back Oct 20. Architect emailed 'approved' Oct 14.
• Windows (08 51 13): sent Oct 1, due Oct 15, 5 days late. No reply.
• Elevator cab finishes: sent Oct 12, due Oct 26.
• Roofing membrane: not yet sent.
Catch: the Oct 14 email on rebar says approved, but the register says Approved as noted, resubmit. The rebar order is on hold with purchasing until that's cleared, so I haven't released it.
From the construction software and the shared inbox. Chasers for windows and rebar are drafted.
Marta (9:06 AM):
Send the windows chaser. Leave rebar, I'll call the architect.
Maito (9:07 AM):
Windows chaser sent to the architect, copy to you. Rebar stays on hold. I'll check the register again tomorrow.
How to set it up
- Ask your agent
“Every Tuesday at 9, check open submittals in the construction software, summarize the latest email on each, and draft chasers for overdue ones. Only tell purchasing when the register says approved. Post in #harbor-street.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect spreadsheet
- Airtable
- Microsoft 365
- Use construction management software
- Procore
- Buildertrend
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It treats the register as the source of truth. If the register is out of date, so is its answer, and it will not tell purchasing anything early.
Questions
Your construction management software, such as Procore or Buildertrend, through a skill, the register in Airtable or Microsoft 365, and email in Gmail or Microsoft 365.
It trusts the register, holds the purchasing release and shows you the conflict.
It drafts them. They go out after you approve, or you can tell it to send in the thread.
