Managing RFIs with Ease: A Digital Solution for Better Construction Workflows

Ever had to chase down an answer on a job site? You fire off an email, wait, follow up, wait some more—meanwhile, your crew is stuck, the clock’s ticking, and costs are climbing. That’s the reality of Requests for Information (RFIs). 

When handled right, RFIs help keep your project running smoothly by clearing up confusion about blueprints, materials, or timelines. But the old-school way of handling them? A constant bottleneck. Lost emails, slow responses, and piles of paperwork can throw entire schedules off track. And in construction, time is money—every delay eats into your budget. 

So, what’s the fix? A faster, smarter, digital approach. Let’s break it down. 

Pain Points of Traditional RFI Management 

RFIs should be simple—ask a question, get an answer, and keep the project moving. But in reality? It’s a slow, disorganized mess. Information gets buried in endless email threads, response times drag out, and teams are left in limbo. This results in costly delays, miscommunication, and frustration across the board. 

So, what’s standing in the way? These common RFI challenges turn a simple process into a major time sink. 

• Delays in Responses: RFIs often get buried in email chains or lost in paperwork, leading to missed deadlines and costly work stoppages. Research shows that RFI reply times range from 6.4 to 10 days, depending on project size and region, with an average of 9.7 days. 
• Lack of Standardization: RFI processes vary from project to project, with different teams using different methods, creating inconsistencies and confusion. 
• Volume Overload: On large-scale projects, RFIs pile up quickly, making it hard to track progress and ensure timely responses. A study found that a one-year project averages 270 RFIs, while projects lasting five years or more can generate over 1,400 RFIs. 
• Communication Gaps: Stakeholders work in silos, leading to misunderstandings and project slowdowns. The most troubling issue? Nearly 22% of RFIs never receive a reply, leaving subcontractors waiting for critical information and increasing the risk of costly rework. 
• Risk of Errors: Manual tracking methods increase the chances of RFIs getting misplaced, leading to rework and budget overruns. 

How Subcontractors Can Manage RFIs More Effectively 

Managing RFIs doesn’t have to be a constant struggle. With the right strategies, subcontractors can speed up responses, reduce confusion, and keep projects on track. 

1. Standardize the RFI Process 

Imagine if every RFI followed the same structured format. No second-guessing, no slowdowns. Just clear, standardized submissions. By using templates, subcontractors ensure that all RFIs contain the necessary details, reducing back-and-forth clarification and speeding up approvals. 

2. Set Response Time Expectations 

One of the biggest RFI bottlenecks? Waiting for responses. Establish clear deadlines for RFI reviews and approvals to keep things moving. A project manager should always know: Who’s responsible? What’s the timeline? What happens if a response is delayed? Setting these expectations early on ensures RFIs don’t get ignored. 

3. Improve Communication and Transparency 

RFIs shouldn’t disappear into a black hole. Keeping all stakeholders in the loop with a centralized system prevents miscommunication. A shared, real-time platform ensures that everyone, from project managers to subcontractors, can track, review, and respond to RFIs efficiently. 

4. Track and Prioritize RFIs 

Not all RFIs are urgent. Categorizing them by priority ensures critical issues get resolved first. Whether it’s a structural concern that needs immediate attention or a minor materials clarification, tracking RFIs effectively prevents unnecessary hold-ups. 

5. Use Digital Tools to Streamline the Process 

Let’s face it—manual RFI management is outdated. Digital solutions eliminate the hassle by automating follow-ups, organizing RFI data, and keeping everything in one accessible location. This means subcontractors spend less time chasing emails and more time making real progress on-site. 

Why Digital Tools Make RFI Management Easier 

RFI management shouldn’t feel like detective work. Digital tools keep everything in one spot, send automatic reminders, and help you track responses—so you can focus on the actual job. Not sure where to start? Our RFI Tracker is built to make this process seamless for subcontractors. 

Everything in One Place 

A cloud-based RFI system means no more digging through emails or sifting through paperwork. Every RFI, response, and update is stored in a single, searchable location. Need to check the status of an RFI? It’s right there. No wasted time. 

Automated Follow-Ups 

Ever sent an RFI and never heard back? With digital solutions, automated reminders keep things on track. No need for constant follow-ups—alerts ensure stakeholders respond on time, reducing delays and improving accountability. 

Custom Workflows to Fit Your Needs 

No two projects are the same. A digital RFI system allows subcontractors to customize workflows based on project needs. Whether you need a simple tracking system or a more detailed approval process, a flexible platform adapts to your workflow. 

Real-Time Reporting and Insights 

Want to know how long RFIs are taking to get answered? Or who submits the most RFIs? Digital dashboards provide real-time insights, helping teams identify bottlenecks and optimize their RFI process. And with each RFI costing an average of $1,080 and projects losing up to $859K, having clear visibility into RFI trends isn’t just helpful—it’s critical for keeping costs under control. The result? Faster resolutions and better project efficiency. 

Quickbase Takes the Pain Out of RFI Management 

Designed with subcontractors in mind, Quickbase’s RFI Tracker app makes submitting, tracking, and resolving RFIs simple and efficient. Here’s why it stands out: 

• Easy Tracking & Submission: No more hunting through email chains or spreadsheets. Everything is stored in one organized system. 
• Real-Time Collaboration: Keep all stakeholders on the same page with instant access to RFIs and responses. 
• Automation & Custom Workflows: Say goodbye to manual tracking and lost paperwork. Quickbase streamlines the entire process. 
• Data-Driven Insights: Get full visibility into your RFI trends, response times, and potential bottlenecks. 

Plus, Quickbase integrates seamlessly with other project management software, making it a flexible and scalable solution for any construction project—big or small. 

Want to see how it works? Explore the RFI Tracker for Subcontractors app to see how Quickbase simplifies RFI management. 

No More Waiting—It’s Time to Take Control of RFIs 

RFIs don’t have to be a source of frustration. Traditional, paper-based processes slow projects down, create miscommunication, and waste valuable time. A digital-first approach—especially with a platform like Quickbase—puts subcontractors back in control, eliminating bottlenecks and improving efficiency. 

It’s time to ditch outdated methods. Assess your current RFI workflow and see how a modern digital solution can transform your process. Ready to make RFIs work for you? Let’s get started today!