RFI and Drawing Register Agent
The RFI and Drawing Register Agent logs every RFI, technical query and transmittal, tracks drawing revisions, and keeps the register current. It drafts responses from the specifications, drawings and bills of quantities for the design team to check, and flags overdue answers that could delay work and lead to extension of time claims under JBCC, NEC or GCC contracts.
Ideal forDocument controllers
The difference
From 6-8 hours per week to 1-1.5 hours
Document controllers keep registers current every day, and design managers focus on the queries that need engineering judgement.
Done by hand
6-8 hours per week
With the Vanine agent
1-1.5 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Delay risk you can see
Late RFI responses are a common cause of delay claims. The agent tracks every response against its due date and flags overdue items before they hold up the site.
Nobody builds off a superseded drawing
Revision tracking across transmittals shows which drawing is current, reducing costly rework from outdated information on site.
Faster, better-grounded answers
Draft responses reference the relevant specification clause, drawing or BoQ item, so the design team checks and approves rather than researching from scratch.
Capabilities
Every RFI answered and every drawing current, before delays become claims.
Built for document controllers, design managers, site agents and principal agents at South African contractors, consulting engineers and architectural practices.
RFI and TQ logging
Captures RFIs and technical queries from email, Procore or Aconex, numbers them and records originator, discipline, location and required-by date.
Drawing revision control
Maintains the drawing register from transmittals, recording revision, status and issue purpose, and flags superseded drawings still in circulation.
Draft responses
Drafts responses from the specification, drawings and SANS 1200 based bills of quantities, citing the source for the design team to verify.
Overdue and delay alerts
Flags overdue responses and links them to affected programme activities, so potential delay events are raised early.
Contract notice prompts
Highlights RFIs that may amount to a variation, NEC compensation event or early warning, so notices are given within contractual time bars.
Register reporting
Produces weekly RFI and drawing status summaries for progress meetings and monthly reports.
How it works
From your systems to a result you sign off
The responsible engineer or architect reviews and approves every response before it is issued, and the principal agent decides on any instruction or variation.
Connect the places your drawings and RFIs already live.
RFIs, transmittals and drawings from Aconex, Procore or email, plus specifications and BoQs in SharePoint or Autodesk Construction Cloud. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Aconex and Procore
- Autodesk Construction Cloud (BIM 360) and Revit
- Bluebeam
- SharePoint document registers
Runs continuously as documents arrive, or on request in Teams or OpenAI Frontier.
Updated RFI and drawing registers in Excel or your CDE, draft responses in Word, and weekly status reports.
Step by step
- 01
An RFI, query or transmittal arrives by email or in the CDE.
- 02
The agent logs it, assigns a number and updates the register.
- 03
It drafts a response from the specifications, drawings and BoQ.
- 04
The responsible designer reviews, edits and approves the response.
- 05
The response is issued and the register closed out, with overdue items flagged for the next meeting.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Log the new RFIs and transmittals"
- project
- Mall extension
- open RFIs
- 27
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your drawings and RFIs never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your drawings and RFIs stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your drawings and RFIs. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR DRAWINGS AND RFIS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
