RFIs Overview
Requests for Information (RFIs) are a critical part of construction project communication. Site Service Pro's RFI system lets you create, track, distribute, and resolve RFIs with both your internal team and external parties like architects, engineers, and subcontractors.
What Is an RFI?
An RFI is a formal question or clarification request about project plans, specifications, or scope. In construction, RFIs are used to:
- Clarify ambiguous drawings or specifications
- Request missing information from designers or owners
- Document decisions that affect project scope or cost
- Create a paper trail of project communications
Key Features
| Feature | Description |
|---|---|
| Auto-Numbered | Each RFI gets a unique number tied to its project (e.g., RFI-WIL1002-001) |
| Priority Levels | Mark RFIs as Critical, High, Normal, or Low priority |
| Status Tracking | Follow each RFI through its lifecycle from Draft to Closed |
| Internal & External | Collaborate with your team and send RFIs to outside parties |
| Public Response Links | External recipients can respond without needing an account |
| File Attachments | Attach PDFs, drawings (DXF/DWG), images, and Office documents |
| Correspondence Thread | Full threaded conversation history on every RFI |
| Email Distribution | Send RFIs to recipients via email with one click |
| AI Integration | Query your RFI data through AI Chat for quick answers |
RFI Workflow
Every RFI follows this lifecycle:
Draft → Submit → Review → Respond → Closed
| Status | What It Means |
|---|---|
| Draft | RFI is being written. Only visible to the creator. |
| Submit | RFI has been submitted and is ready for review. Can still be edited. |
| Review | RFI is being evaluated by the assigned person or team. |
| Respond | RFI is awaiting a response. External and internal parties can reply. |
| Closed | RFI has been answered and resolved. No further responses accepted. |
Where to Find RFIs
- Left sidebar → Click on the DOCUMENTATION section → RFIs
- From a project → Open the project → RFIs tab
Quick Start
- Navigate to RFIs in the sidebar
- Click New RFI
- Select the project, enter a subject and question
- Add recipients (team members, project contacts, or external emails)
- Attach any relevant files
- Click Create Draft, then Send for Review when ready
Learn more: Creating and Managing RFIs
Sending RFIs to External Parties
One of the most powerful features is the ability to send RFIs to people outside your organization. External recipients receive a secure link where they can view the RFI and submit responses without needing a Site Service Pro account.
Learn more: External RFI Collaboration
Using AI with RFIs
You can query your RFI data through AI Chat. Ask questions like:
- "Show me all open RFIs for project WIL1002"
- "List high priority RFIs that haven't been answered"
- "How many RFIs are pending response?"
- "Give me details on RFI-2024-001"
The AI can search, filter, and summarize your RFI data instantly.