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VDRL Tracking Software That Shows Which Vendor Document Is Late, and Who Has to Act

Every long-lead purchase order comes with a Vendor Document Requirement List: the drawings, datasheets, calculations and certificates the vendor owes you, and the date for each. Fieldmaster turns each VDRL line into a tracked document. Vendors submit every revision on their own portal, your team approves or rejects each one with comments, and the dashboard shows what is due today, what is late and which delivery is at risk.

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The problem

Two Thousand Documents, Chased From One Spreadsheet

A single project can mean 60 long-lead purchase orders, 50 vendors and 40 documents from each of them. Every vendor sends their VDRL in their own layout, someone copies it into a master spreadsheet, and the revisions arrive by email with the file name as the only record.

So nobody can say, without an afternoon of checking, which documents are due this week, which vendor is furthest behind or whether a rejected drawing ever came back. The document that holds up fabrication is found when the delivery date has already moved.

Tall stacks of paper files and folders piled up in an office

How it works

From Purchase Order to Approved Document

Your buyers and your vendors work on the same record, each from their own side. The stages and the people who sign each one are set up to match your procedure.

  1. PO issued

    The buyer uploads the PO copy, the AI fills the PO number, vendor, item, scope and delivery date, and the buyer checks it and issues it.

  2. Vendor signs in

    The vendor gets an email with a link and signs in with a one-time code. No account to set up and no password.

  3. VDRL sent

    The vendor accepts the PO and uploads their VDRL as it is. The AI reads it into a table of documents, disciplines and committed dates.

  4. VDRL approved

    The buyer approves the VDRL, and each line becomes a document with its own number, owner and due date.

  5. Revision submitted

    The vendor uploads the file against the document. Rev 0, Rev 1 and onwards are numbered automatically.

  6. Reviewed

    The buyer approves it, or rejects it with comments and the marked-up copy from your client’s document system.

  7. Locked

    A decided revision is locked for good, with who decided and when. The next revision starts a new row.

What you get

Every Vendor Document, Its Date and Its Revisions in One Place

  • Vendor portal

    Each vendor sees only their own purchase orders and documents, never another vendor’s.

  • VDRL read from the vendor’s file

    Any layout of Excel VDRL is read into a table the vendor checks before sending.

  • Revision history that can’t be rewritten

    Every revision keeps its file, remarks, decision, comments and reviewer, and is locked once decided.

  • Daily reminders

    Vendors are emailed three days before a committed date and every day once it is late. Buyers get one summary.

  • Planned against actual

    The documents vendors committed to by today, against those submitted and approved, for the whole project.

  • POs at risk

    Each PO’s approved documents against those due by now under its own VDRL, nearest delivery first.

  • Resubmission check

    Before a vendor resubmits, the AI checks the new revision against the rejection comments and flags any left open.

  • Client comments read in

    The marked-up PDF from your client’s document system is read into the rejection comments for the vendor.

  • Large files

    Drawings and data books of up to 500 MB per file, with a preview in the browser.

What changes

From a Master Spreadsheet to a Live VDRL

Spreadsheet and emailFieldmaster VDRL tracking
Getting the VDRL inSpreadsheet and email

Copied by hand from each vendor’s own layout.

Fieldmaster VDRL tracking

Uploaded by the vendor and read into a table.

Knowing what is lateSpreadsheet and email

Worked out from the spreadsheet, if it is up to date.

Fieldmaster VDRL tracking

Due today, overdue and days late, counted from the vendor’s own dates.

Chasing vendorsSpreadsheet and email

One email at a time, by whoever remembers.

Fieldmaster VDRL tracking

Automatic reminders every morning, with a link to the document.

Revision historySpreadsheet and email

File names in an inbox.

Fieldmaster VDRL tracking

Every revision, decision and comment on one record, locked once decided.

Who has to actSpreadsheet and email

Unclear between the vendor and your team.

Fieldmaster VDRL tracking

Shown per document, with reviews past your target flagged.

Alongside your client’s system

Your Client Runs Aconex. Your Vendors Still Need Chasing.

On many projects the owner sets the document system, whether that is Aconex, Asite or their own EDMS, and your documents have to go into it. What it doesn’t do is chase your own vendors for their drawings before they reach you. Fieldmaster covers that side: the vendor’s VDRL, their dates and every revision, up to the point where the approved file goes to your client.

The buyer downloads the vendor’s file, routes it through the client’s system as today, and uploads the marked-up copy back to the vendor. Your disciplines, document types, review steps and reminder rules are set up to match yours, and a typical app is live in 10 to 18 working days.

See the platformEngineering projects
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FAQ

VDRL Tracking: Common Questions

What is a VDRL?

A VDRL, or Vendor Document Requirement List, is the list of documents a vendor has to submit under a purchase order: drawings, datasheets, calculations, procedures, test certificates and manuals, each with the date the vendor commits to. It is used on oil and gas, process and construction projects to control the documents behind long-lead equipment.

It is also called a VDR, SDR or VDDR.

What does VDRL tracking software do?

It turns each line of the VDRL into a document with a due date, collects every revision from the vendor, records the buyer’s approval or rejection with comments, and shows which documents are due, late or waiting for review. Fieldmaster also reminds vendors by email and shows which purchase orders are at risk of a late delivery.

Do vendors need an account?

No. When a purchase order is issued, the vendor’s email address is given access to the vendor portal. The vendor signs in with a one-time code sent to that address, with no password, and sees only their own purchase orders and documents.

Does it replace Aconex or our client’s document system?

No. It sits on your side of it. Vendors submit to you in Fieldmaster, and the approved file goes on to your client’s system as it does today. The marked-up copy that comes back is uploaded to the vendor’s revision, and its comments are read in for them.

Can we use our own review codes?

Yes. Review is set up to match your procedure: approve or reject with comments, or your own codes such as approved, approved with comments, revise and resubmit, and for information.

How large can the files be?

Up to 500 MB per file, so full drawing sets and data books can be submitted in one upload.

Do you work with companies across the GCC?

Yes. We work with companies in Oman, the UAE, Saudi Arabia, Qatar, Kuwait and Bahrain. Our team works from Muscat, Ajman and Cochin, and support comes directly from the people who built the platform.