RFI Tracking Software for Construction Projects
Organize, submit, route, and track construction RFIs in one platform. Give the full project team a clear view of open questions, pending responses, and the complete RFI log from start to closeout.
Construction RFIs Managed Across One Connected Project Environment
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Owners
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General Contractors
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Subcontractors
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Public Sector
See every open RFI, pending response, and overdue item across your program
Owners and program managers on ProjectTeam.com have a real-time view of RFIs submitted, responses received, and items still waiting on an answer across all active projects.
A recorded history of actions, users, and dates is maintained on every RFI, giving your organization a defensible record that is independent of the contractor.
Capabilities available to owners include:
- Direct access to the complete RFI log across all active projects, searchable by status, date, or project
- Configurable review workflows that match your program's documentation requirements
- User and group permissions that control who sees and responds to RFIs at the project and program level
- RFI reports exportable to PDF or Excel for program reviews and stakeholder reporting
Keep RFIs moving with clear routing and response accountability
On a large construction project, a general contractor may be managing hundreds of open RFIs at any given time across subcontractors, architects, and engineers.
ProjectTeam.com gives general contractors the tools to route each RFI to the right party, track responses against due dates, and maintain a complete record from submission to resolution.
General contractors on ProjectTeam.com can:
- Access a searchable RFI log with a clear view of open items, responsible parties, and due dates
- Route each RFI to the right subcontractor, architect, or engineer using workflows built around your process
- See which party is responsible for the next action on each open RFI at any point in the process
- Maintain a complete record of every RFI response, revision, and decision tied to specific users and timestamps
Stay connected to the RFI review chain across your full project load
Subcontractors on ProjectTeam.com have their own dedicated space, with direct access to the status of each RFI they have submitted and a complete record of all actions taken.
When procurement depends on an RFI response, subcontractors can see exactly who has it, what action has been taken, and where it stands in the review process in real time.
ProjectTeam.com gives subcontractors:
- Automatic notifications when a response has been submitted or a due date is approaching
- Collaborative comments and file attachments without leaving the platform
- A searchable RFI log across all projects you are active on, organized by status and date
- Related documents including drawings, submittals, and change orders available in the same connected environment
Manage RFIs across large capital programs with a complete and auditable record
Large capital programs generate high volumes of RFIs across multiple contractors, subcontractors, and design teams.
ProjectTeam.com handles that volume with a searchable RFI log, complete audit trail, and FedRAMP authorization for programs that require it.
Public sector programs on ProjectTeam.com benefit from:
- Centralized RFI tracking across multiple contractors and design teams, organized and searchable by project and status
- Workflows that route RFIs through your agency's required review and approval chain automatically
- A full and timestamped record of every RFI action, accessible for audit and compliance reviews at any time
- Program-level RFI reports that give leadership a clear picture of open items, response times, and outstanding decisions
RFI Features Built for the Way Your Team Works
Organized logs
All RFIs created on your project are automatically organized into logs that can be sorted, filtered, and customized. Users can also bulk edit RFI entries to make quick updates.
Drag and drop attachments
Upload attachments on your RFIs to provide extra detail in your questions and/or responses. Drag and drop helpful PDFs, photos, office documents, and more.
Collaborative comments
Share RFIs with other users and engage them using @ comments. Public comments can be viewed by all users while private comments can only be seen by select users.
Reference links
Users can reference other form types such as drawings, submittals, potential change orders, and more creating links that help keep everything organized.
Detailed reports
All RFI data collected on your projects can be included in detailed reports and dashboards. Highlight critical items, responsible parties, and due dates.
Customizable fields
Build upon standard fields such as RFI Subject, Question, and Answer. Add your own custom fields to track business-critical data and assign field-level permissions.
Configurable workflows
Configure step-by-step workflows to route RFIs to the appropriate team members at the right time. Each workflow shows a visual chart and detailed notes.
Print templates
Create print templates so RFIs match your company styles and standards. Any custom fields added to your RFI form can be included in your print templates.
Better RFI Management With ProjectTeam.com
Construction RFIs touch every party on a project, from the first question raised in the field to the final answer that closes the record.
ProjectTeam.com is a construction management software platform that keeps the full RFI process organized, accountable, and on record across all active projects.
- RFI forms, fields, and workflows fully customizable by admins with no developer required
- Every organization on the project maintains their RFI records and shares on their terms
- Each RFI action timestamped and attributed to a specific user across the project record
- Full RFI form and workflow customization included with every account
Frequently Asked Questions About Construction RFIs
What is an RFI in construction?
A Request for Information, or RFI, is a formal document used on construction projects to clarify questions about the plans, specifications, or scope of work.
RFIs are typically submitted by contractors or subcontractors when something in the project documents is unclear, missing, or potentially conflicting. The response becomes part of the official project record and can have a direct impact on cost, schedule, and scope.
Understanding how RFIs fit into the broader construction management process is important for any team managing projects at scale.
What is an RFI log?
An RFI log is a record of all RFIs submitted on a project, including the question, the party responsible for responding, the due date, and the final answer.
It gives the project team a single place to see which RFIs are open, which are overdue, and which have been closed. On a large project, the RFI log is one of the most referenced documents during disputes and change order negotiations.
ProjectTeam.com organizes RFI logs automatically, with sorting, filtering, and bulk editing tools built in.
How do construction project management teams track and manage RFIs?
Most construction project management teams start by logging RFIs in spreadsheets or routing them through email, but both approaches create gaps in the record and make it difficult to see where things stand at any given moment.
Purpose-built RFI software gives teams a centralized log, automated routing, and a timestamped record of every action taken from submission to closeout.
ProjectTeam.com brings that together in one connected platform, giving each project stakeholder access to the RFIs relevant to them while keeping the full project record intact. Learn more about how RFIs work in ProjectTeam.com.
Who is responsible for managing RFIs on a construction project?
On most construction projects, the general contractor takes the lead on managing the RFI process, logging submissions, routing questions to the appropriate party, and maintaining the record from submission to final answer.
Subcontractors typically submit RFIs to the general contractor, while owners and architects are often called on to provide answers or approvals. When each party has direct access to the RFIs relevant to them, accountability is clearer and the record stays intact regardless of which organization submitted or responded.
That connected approach to RFI management is central to how ProjectTeam.com approaches construction collaboration.
What should be included in an RFI form for construction?
An RFI form for a construction project should include the RFI number, subject, date submitted, the submitting party, the question or clarification needed, any supporting attachments such as drawings or photos, the required response date, and a field for the official response.
Many organizations also include fields for cost and schedule impact, priority level, and reference links to related documents such as submittals or change orders.
ProjectTeam.com includes standard RFI fields out of the box and allows admins to add custom fields, reference links, and workflow steps without any developer involvement. For a full look at the fields and options available, visit the ProjectTeam.com RFI form overview.
How does ProjectTeam.com support RFI collaboration across project teams in construction?
ProjectTeam.com is built around a connected collaboration model where every organization on the project, from owners and general contractors to subcontractors and public agencies, works from their records and shares on their terms.
When an RFI is submitted, it moves through a configurable workflow that routes it to the right party at the right time, with a timestamped record of every action maintained throughout.
Each organization has direct access to the RFIs relevant to them without depending on another party to surface the information. For a closer look at how the process works, visit creating an RFI in ProjectTeam.com.
Can RFI software integrate with drawings and submittals?
Construction RFI software that integrates with drawings and submittals gives project teams a complete picture of how each question connects to the broader project record.
In ProjectTeam.com, RFIs can be linked directly to drawings, submittals, potential change orders, and other form types so that every reference is traceable and accessible in one place.
That connectivity is particularly valuable during disputes or change order negotiations, where the relationship between an unanswered RFI and a cost impact needs to be clearly documented.
ProjectTeam Resources Related to RFIs
Construction Management Software Buyer's Guide
Over 20 pages of real-world use cases, examples, lessons learned, and more. The purpose of this guide is to provide you with a structure to evaluate and compare different construction project management software applications.
JAM Corporation
"Contracts, submittals, potential change orders, RFIs, and transmittals are the forms we use most often. I love the fact that I can customize the log for each form. By doing so I can quickly find information without having to open a form entry. I also love that I can easily add custom fields and easily generate reports based on those custom fields."
Why Most Construction Software Fails Multi-Stakeholder Projects
When construction software is built for one party, the rest of the project team works around it. See what a connected platform does differently for RFIs and beyond.