Every submittal checked.Every rejection defensible.
The specification already says what complies. This checks every submittal against the section that governs it, lists what is missing before review starts, and keeps the register honest about what is actually late.
- Checks each item against the spec section and paragraph that governs it
- Lists missing certifications and data sheets before a reviewer opens it
- Tracks turnaround and ball-in-court, so late is a fact not a feeling
Where the spec covers it, the review points at the paragraph it was measured against. Where the product differs, you get a flag before the stamp.
From specification to a defensible approval.
Three things have to hold for an approval to survive a challenge. Its specification section, submitted package contents, and who stamped it.
Three matched to a paragraph. The fourth is a question, not a guess.
Every submittal checked against the section that governs it
Open any review and it points back at the spec paragraph behind it, so a rejection has a reason instead of an opinion.
- Each submitted product checked against the spec section and paragraph that governs it
- Substitutions and equivalents flagged against the specified manufacturer, not waved through
- Missing data sheets, certifications and test reports listed before the review starts
- Revision aware. When an addendum changes a spec section, you get every affected submittal flagged
- Anything the spec does not clearly cover comes back to you as a question, not an assumption
Eighteen days on the item that holds a long-lead order is the row that matters. The three-day one is not late.
The register that tells you what is actually late
A submittal log with two hundred rows and no dates is a list, not a control. This one knows which items block a long-lead order and which block nothing.
- Status, reviewer and turnaround on every item, in one place
- Long-lead items come up first, because those are the ones that move the schedule
- Ball-in-court shown plainly, so nobody has to ask whose turn it is
- Resubmittals linked to the original, with the reason for rejection carried forward
- What each item blocks downstream, so the priority is obvious
The reviewer sees the spec, not a search box
Most review time is not judgement. It is finding the relevant paragraph, the prior approval and the related RFI before you can even start.
- The governing spec section attached to the item, already located
- Prior approvals on the same product pulled up, so the job stays consistent
- Related RFIs and change events linked, so a decision is not made in isolation
- Nothing gets approved automatically. Your reviewer stamps it
- Every approval carries the name of the person who gave it
Submittal in. Stamped review out. Every check traceable.
Four steps, and you can see the state of the estimate at each one. Nothing happens in a place you cannot look at.
Load the spec and the submittals
Whatever you actually have. The project manual, the incoming packages, the register you keep in a spreadsheet.
It reads and checks
Each item against the section that governs it, with missing documents and substitutions listed before anyone reviews.
The reviewer decides
With the spec paragraph, prior approvals and related RFIs already attached. The stamp is a human act, every time.
It keeps the register honest
Turnaround, ball-in-court and what each item blocks. When something goes quiet, you hear about it early.
One project manual. Every review it governs.
Repair and maintenance work rarely arrives as a single trade. Here is what actually gets measured for each scope.
Spec compliance check
What gets measured
Each submitted product read against the section and paragraph that governs it. Substitutions flagged against the specified manufacturer. Missing certifications and test reports listed before review begins.
The register
What gets measured
Status, reviewer, turnaround and ball-in-court on every item, with long-lead work first.
Transmittals
What gets measured
Drafted with the right distribution and the right attachments, from the register rather than from memory.
Resubmittals
What gets measured
Linked to the original with the rejection reason carried forward, so the second pass answers the first review instead of restarting it.
Closeout documents
What gets measured
Warranties, O and M manuals and as-builts tracked against the items that require them, from the start rather than at the end.
What the spec says, and what nobody wrote down.
The specification section, the submitted package and the submittal register rarely agree for long. A substitution lands, a lead time moves, a building gets rephased. Ruh treats those three documents as one set and tells you when they diverge.
What the specification already tells you
- Which products require a submittal, and what each package must contain
- The performance criteria a product has to meet to comply
- Whether the spec allows substitutions, and on what terms
- Which items need certifications, test reports or warranties
What nobody wrote down
- That the approved substitute never reached purchasing
- That a long-lead item has been sitting with the architect for three weeks
- That the same product was already rejected on another building
- That an amended spec section makes an earlier approval stale
No approval you cannot defend.
The fear on submittals is not that the review is slow. It is standing in front of an architect with a number you cannot explain.
The spec is the standard, not an opinion
Every check points at the section and paragraph behind it, so you can defend a rejection and the resubmittal knows what to fix.
Late is a fact, not a feeling
You see turnaround and ball-in-court on every item, and long-lead work comes up first because that is what moves the schedule.
We flag the disagreement. You settle it
A substitution that does not match the spec goes in front of the reviewer with the documents attached. The system does not approve it.
A person stamps every approval
It checks, locates, lists and tracks. It never approves, and every stamp carries a name.
Our estimators spent more time retyping quantities than thinking about scope. Ruh reads our drawings like a senior estimator and hands back a priced estimate we want to review, not rebuild.
ADF GroupWhy there is one quote here and not six
The other references on our site are from teams running the invoice, change order and pay application agents. They are real, and they are about different products. Putting them on this page would be borrowed credibility.
This build is newer. Ask for references on the walkthrough and we will tell you honestly where it stands, which is the same way we handle a document set that does not agree with itself.
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Questions reviewers ask.
Does it approve submittals on its own?+
No. It checks each item against the governing spec section, lists what is missing, attaches the paragraph and any prior approvals, and hands it to the reviewer. The stamp is a human act and every approval carries the name of the person who gave it.
How does it know which spec section governs an item?+
It reads your project manual and matches the submitted product to the section and paragraph that specify it. Where the match is not clear, it says so rather than guessing, and the reviewer decides. Because it runs in your tenant it is reading your actual specification, not a generic template.
Will it catch a substitution that does not comply?+
It flags where a submitted product differs from the specified manufacturer or fails a stated performance criterion, with the spec paragraph and the submitted data attached. It does not decide whether to accept the substitution. It makes sure the reviewer sees it before it is approved rather than after it is installed.
Do we have to replace our submittal log or project management system?+
No. Keep the log where it is and point this at the parts that leak time, usually the compliance check and the turnaround tracking. There is no migration, and you can run it on one section before expanding.
Where do our specifications and product data go?+
It runs inside your own tenant and reads only your own documents. Your specifications, submittals and approval history are not pooled into a shared dataset or used to answer another company's questions.
Bring your next submittal package.
A 30 minute walkthrough on a real project manual. Bring the spec section, the incoming packages and the review log, and we run the scope live on the call. Your reviewer decides whether the package complies.
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