SolutionsConstruction
Submittals, RFIs and drawings,organized across every project.
The Drive AI files each document under the project and trade it belongs to, reading the project name off the document rather than waiting for someone to rename it.
Free to start
In short
How do construction teams keep submittals, RFIs and drawings organized across projects?
The Drive AI reads each document as it arrives, identifies the project, trade, document type and revision date from what is printed on it, and files it under that project — so a submittal emailed by a subcontractor reaches the right folder without a project engineer renaming it first.
What a shared drive cannot do
- File a submittal or RFI under the right project and trade on its own, from what the document says rather than what it was named.
- Tell you which drawing set is current when three revisions of the same sheet are sitting in one folder.
- Catch the submittals and RFIs that only ever existed as an email attachment in one person’s inbox.
It does this where the documents already live: a browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, and workflows can watch SharePoint, Gmail, Outlook, Slack or Teams for anything new. It sits alongside Procore, PlanGrid or Bluebeam rather than replacing them — those run the project, and this organizes the loose documents that never make it into them.
The problem
What costs you time
Documents across jobsites
Plans in the trailer, permits at the office, submittals in someone's email, change orders on a desktop.
RFIs lost in email
Submittals, RFIs, and vendor correspondence buried in email threads nobody can find.
Permit tracking gaps
Expired permits, missing inspection reports, and compliance documents scattered across systems.
As-built document chaos
Revised drawings, specifications, and as-builts with no clear version history or central location.
How it works
Set up once. It files from then on.
Connect where documents already land
The Google Drive, OneDrive, SharePoint or Dropbox the team already uses, plus the Gmail or Outlook account submittals arrive in. Nothing moves.
Describe the project structure once
Project, then trade, then document type — said in plain English rather than built as a folder template.
New documents file themselves
Each arrival is read for project, trade, type and revision date, then filed. Anything ambiguous can pause for a person to approve first.
Ask across every project
"Which projects are missing a current certificate of insurance for their electrical sub?" — answered across all of them at once.
What you can ask
Questions, in your own words
- Find the latest HVAC submittal for the Oak Street project
- Show all RFIs from the electrical subcontractor on Building C
- Which projects have expired building permits?
- Pull up the geotechnical report for the Riverside site
- Find all change orders over $10,000 from last quarter
- Show me the approved shop drawings for structural steel
- What inspection reports are missing for the downtown project?
- Find the insurance certificate for ABC Plumbing
What it does
Built for how construction works
Project-Based Organization
Documents automatically sort into project and jobsite folders by document type, trade, and revision date.
Email Attachment Capture
Submittals, RFIs, and vendor docs arriving by email are automatically captured and filed to the right project.
Rules for Every New File
Set the filing rules once, and every new document — from Gmail or Outlook, Slack or Teams, Google Drive, OneDrive, SharePoint or Dropbox — is organized by them without anyone touching it.
Works Where Your Files Already Are
A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so a team organizes, renames and searches in place without migrating off its current storage.
Search Across All Projects
"Show me all concrete specs for the downtown project" — find any document across any jobsite in seconds.
Review Before It Files
Any rule can pause for a person to approve it, showing exactly what it is about to do before it does it. Nothing irreversible happens without a preview.
Share With Inspectors & Subs
Create secure share links for inspectors, subcontractors, or owners. Control access and set expiration dates.
Revision & Version Tracking
AI identifies document revisions and maintains version history. Always know which drawing set is current.
E-Signatures for Contracts & Change Orders
Send subcontractor agreements, change orders, and lien waivers for signing. Signed copies auto-file into the project folder.
Collect Documents from Subs & Vendors
Send a link to subcontractors to upload insurance certificates, bids, or permits. A workflow on the destination folder files them by project.
For each role
What each person gets
Project Managers pull any document on any active project without opening email, the shared drive and the project system in turn.
Superintendents open the current drawing set, a submittal or an inspection report from the field, on a phone, without calling the office to ask which revision is live.
Estimators search specs, historical bids and vendor quotes across finished projects, so a number that was already priced once does not get priced from scratch.
Firm Owners see which projects are missing permits, certificates or signed change orders before the gap turns into a delay.
Engineers ask questions across project specifications, calculations and technical documents as a set rather than opening them one at a time.
Project Admins stop filing submittals, RFIs and daily reports by hand, because the rule that says where they go runs when each one arrives.
Use cases
The jobs this actually does
Organize Submittals and RFIs by Project and Trade
A submittal arrives as a reply to a forwarded email, from a subcontractor who called it "shop dwgs rev2.pdf", to a project engineer who is on site and will open it tonight.
shop dwgs rev2.pdfOak Street/Structural/2026-07-02-submittal-steel-rev2.pdf
Keep Subcontractor Documents Straight Across Every Job
ABC Plumbing is on four of your jobs. They have one insurance certificate, one licence, four contracts and a lien waiver for every draw — and the certificate is currently filed in whichever job needed it most recently.
ABC cert.pdfSubcontractors/ABC Plumbing/2027-04-30-certificate-of-insurance.pdf
File Jobsite Photos So They Are Worth Something Later
Nobody looks at a jobsite photo until eighteen months later, when an owner claims the block-outs were never formed and the only proof is somewhere in a superintendent’s camera roll from a Tuesday in March.
IMG_4471.jpgOak Street/2026-03/2026-03-17-001.jpg
Compared
Against filing it by hand
Automatic filing by project/jobsite
Email attachment capture
Natural language search
Cross-project document search
Revision tracking
Works in your existing storage
Secure sharing with subs
Encryption at rest
FAQ
Questions answered
- How should a construction team organize submittals and RFIs across projects?
- By project first, then trade, then document type — so the electrical submittals for one job sit together and can be found by somebody who has never worked on it. Name documents date-first in ISO form so each folder reads in the order things happened, and keep the structure identical across projects rather than letting each project manager invent one.
- Does The Drive AI replace Procore, PlanGrid or Bluebeam?
- No. Those run the project — the RFI log, the submittal register, the drawing markups. The Drive AI organizes the documents around them: the ones that arrive by email, the ones on the shared drive, the scans from the trailer. It runs alongside a project management system rather than standing in for one.
- Does a construction team have to move its files?
- No. A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so documents are organized, renamed and searched where they already sit. Workflows can also watch SharePoint, Gmail, Outlook, Slack and Teams for new files. Nothing is migrated and links keep working.
- How does it know which drawing revision is current?
- It reads the revision date and sheet number off the drawing itself, so three versions of the same sheet are ordered by what is printed on them rather than by when somebody happened to upload them. It surfaces the latest; it does not mark up drawings or compare them, which is what Bluebeam is for.
- Can documents be accessed from the field?
- Yes. The Drive AI runs in a browser on any device, so plans, submittals and inspection reports open on a phone or tablet on site. Scanned and photographed paper is read with OCR, so a photo of a marked-up sheet is searchable alongside everything else.
- What construction document types does it handle?
- Drawings and blueprints, specifications, submittals, RFIs, permits, inspection reports, contracts, change orders, lien waivers, daily logs and site photos, in PDF, image, Word and spreadsheet formats. Scanned documents are read with OCR rather than stored as flat images.
Need to merge, split, compress, or sign a PDF right now? The free browser tools need no sign-up.
Free PDF toolsEvery Project Document, One Search Away
Filed by the project printed on it, in the storage the team already uses.