The email chain
Fourteen replies, two forwards and an attachment called “RFI 23 rev FINAL (2).pdf”. Which answer did the architect actually mean?
RFI software that always knows whose court it’s in.
Numbered RFIs with the question, the references, who it’s waiting on and when it’s due. Answers thread under the question, and one of them is the official one.
- Numbered
- When it’s published, never reused
- Title
- RFIs
- Sheet
- F-102
Where RFIs get lost
The log nobody updates
A spreadsheet with a column for “status” that was right the day it was typed. The number on the email doesn’t match the number in the log.
The question nobody answered
The RFI went out three weeks ago. The crew is waiting, and nobody can say whose desk it’s sitting on.
How it works
Ask, route, answer, close
- 01
Draft the question
Write it in plain language with the spec section, the drawing number, the location and the attachments the architect needs to answer it. A draft stays a draft, with no number, until you publish it.
- 02
Publish, and it gets its numberAutomatic
Publishing mints the next number, RFI-0001 and on, never reused. The assignees, the RFI manager and the distribution list are notified. Nobody has to forward an email.
- 03
Answers stack under the question
Responses thread under the RFI with their own attachments. Mark one as the official response, and there’s never a debate about which reply counts.
- 04
Ball in court, worked out for youAutomatic
Until someone answers, it’s with the assignees. Once they have, it’s back with the RFI manager to close. The due date turns it overdue on its own, on the RFI and in the log.
From the field
Ask it from the floor, while you’re looking at it
Start the RFI on your phone with the photo of the condition. Finish the wording at the desk and publish it when it’s ready.
- Photos and files from the project library
- Drafted for you from a site walk or by Airen
- Overdue RFIs at the top of the list
What every RFI carries
Cost and schedule impact
None, potential or confirmed, with the dollar amount and the days. The numbers you’ll want when the change order conversation starts.
Where it came from
Spec section, drawing number, location, trade, the stage of the job, who it was received from and the responsible contractor.
Who’s on it
Assignees, a distribution list and an RFI manager. Clients can answer if you give them access on the project.
Where it stands
Every RFI page opens with one sentence: who it’s waiting on, when it’s due and how late it is.
After the answer
Closed, but still easy to find
A closed RFI stays searchable. Tag it to an asset in the Owner’s Manual and it goes to the owner at handover, filed with the equipment it was about.
- Reopen it if the answer doesn’t hold up
- Search the whole log by number or subject
- Part of the record the owner gets
Questions we get asked
When does an RFI get its number?
When you publish it. Drafts show as RFI-DRAFT, so a question you’re still writing never burns a number. Numbers count up per project and are never reused.
Can the architect answer in ProjectAire?
Yes. Add the architect or engineer to the project as a client and they can respond on the RFI. They sign in to answer, so every response has a name and a date on it.
What’s the official response?
One answer marked as the one that counts. Marking it moves the RFI to Answered. Only an admin or PM can mark it, and only they can close the RFI.
Can I track cost and schedule impact?
Yes. Each RFI carries a cost impact and a schedule impact (none, potential or confirmed) with the amount and the number of days.
Can I import my existing RFI log?
Yes. Import a CSV and check the preview first. Imported RFIs land as drafts unless you choose to publish them. Export the log to CSV any time.
Can I see RFIs across every job?
Yes. The all-projects RFI list groups them by job with counts for each status and overdue, so the late ones are the first thing you see.