The RFI Software Built for the Front Line
Sitemate’s RFI Software is powered by Dashpivot, and allows site teams to easily log requests for information at the job site. Storm, Sitemate’s AI agent, can fill out RFIs with query details, drawing references, and even photos, then site supervisors can review, edit, and sign off directly on the form via e-signature.
Trusted by companies, projects and teams of all sizes
Why RFI management Is Harder than It Should Be
Time-consuming manual RFI creation
Engineers using paper-based forms or emails take a long time to draft and send requests for information.
Delays in getting responses to RFIs
Paper-based or email-based RFIs are easy to lose in inboxes, which can hold up responses and delay work on site.
Missing and disconnected RFI records
RFIs sent through emails or paper forms can be hard to track, leaving teams without a clear record of what was asked and answered.
Disputes due to poor RFI tracking
Without a clear record of RFIs and responses, disputes over delays or design clarifications become difficult to resolve.
A Smarter RFI App
AI-assisted RFI creation
Storm can help turn user prompts into a complete RFI, pre-filled with details specific to user input.
Quick responses tracked in one place
Engineers and stakeholders can respond to RFIs directly from their mobile device, so requests don’t get lost across email chains.
Supervisor review before RFIs are closed out
All RFIs and their responses are routed to supervisors for review and sign-off before being closed out.
Disputes due to poor RFI tracking
RFI Software uses Dashpivot’s cloud storage system where all RFIs and responses are stored. Looking into previous records can be done with a few taps and clicks.
Understanding RFI Software
What is an RFI Software?
An RFI Software is a tool that project teams use to create and manage requests for information, documents used to raise questions or clarify details about the design, specification, or scope of work. These requests are usually raised when there is a gap or conflict in the project documents, and cover details on the question raised, the party responsible for answering, and the response provided. With an RFI Software, teams can keep a digital record of these requests, as well as the time taken to close them out.
What does an RFI Software help record?
- General information like project name, site location, and date raised
- Question or issue raised, and the drawing or specification it relates to
- Party raising the RFI and party responsible for the response
- Priority or urgency of the request
- Response provided and any supporting documentation
- Status tracking, from open to answered and closed
- Supporting photos and attachments
Why are RFIs important?
RFIs are important because they are a means by which project teams can raise questions or conflicts in the project documents, and get a formal response before work proceeds. These questions can arise from factors like incomplete drawings, conflicting specifications, or unforeseen site conditions. This is especially relevant to industries like construction, where proceeding with the wrong assumption can lead to costly rework or delays. Additionally, RFI records serve as a basis for project teams when resolving disputes over instructions given, or delays caused by a slow response.
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Feed Storm the RFI details
Personnel raising the RFI can use the voice recording feature while they describe the query and take photos of the drawing, spec, or site condition in question, eliminating the need to manually input information.
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Data mapping
Storm extracts insights from user input, voice notes, and photos, sorts the raw data, and uses those insights to populate the right data fields of the RFI.
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Review of RFI draft
Personnel raising the RFI should review the auto-populated fields to ensure everything is correct, and add any missing context.
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Project manager review and approval
Project managers will then review the RFI for accuracy before approving it for submission to the relevant party. Any missing information will first be flagged for follow-up before the RFI is sent out.
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See How Sitemate Has Already Helped Companies Like Yours
"Everything is in real-time. No longer do we need to print out forms or take out hard copies."
- Brian Mahon, COO
80%
Time saved on document handling
90%
Faster approvals
Extract insights from the RFI Software with Flowsite
Flowsite automatically transfers completed RFI data from Dashpivot into tracking dashboards and client reporting systems, removing the need for manual re-entry. Project and client teams get real-time visibility of open and closed RFIs, so queries can be reviewed and resolved with minimal admin work.
Comparison: Paper RFI vs Digital RFI
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
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Paper |
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|---|---|---|
| Form access | Instant access to RFI forms by scanning a QR code | Requires asset identification and printing of forms |
| Data gathering | Storm auto-populates fields using photos and voice recordings | Manual data entry, which is time-consuming |
| Question and response tracking | Questions and responses linked together and tracked in one place | Requires manual matching of replies to the original request |
| Escalation | Automated notifications escalate overdue or critical RFIs immediately to supervisors | Requires manual hand-offs |
| Storage | RFIs stored in the cloud, accessed by searching or filters | Requires bulky binders, cabinets, and manual searching |
| Supervisors' approval | Supervisors notified for approval immediately via app notifications | Requires physical sign-offs, which can delay approvals |
| Audit readiness | All RFIs immediately available for auditing | Requires manual compiling |
Frequently asked questions about the RFI Software
Does Dashpivot work even if offline?
Yes, Dashpivot can work even without internet connectivity. It stores all collected data, like photos and comments, in the phone and automatically syncs when connectivity returns.
How does AI help when raising an RFI?
Sitemate’s AI assistant Storm can extract data from photos and voice recordings and auto-fill the relevant fields on the request. This process eliminates manual data entry, which significantly streamlines how teams use RFI software on site.
Can I generate dashboards from logged RFIs?
Yes, the app can generate dashboards based on collected data from submitted RFIs. Supervisors and managers can easily track open, overdue, and answered requests without the need to manually compile records from email threads.
Can multiple people contribute to the same RFI?
Yes, site staff, engineers, and project managers can all add information to the same RFI. All edits are saved and timestamped, as long as contributors have the right permissions.
What happens to the workflow when an RFI response is overdue?
Dashpivot’s notification system alerts the assigned reviewer once an RFI passes its due date. From there, the manager can escalate to another reviewer or flag the task as delayed until a response is logged.
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