RFIs—Requests for Information—are among the leading causes of delay and dispute on UK residential construction projects. When a question about drawings, specs, or site conditions gets lost in a WhatsApp thread or buried in an email chain, the knock-on effects ripple through the programme. Rework follows. Costs creep up. Relationships strain. Dedicated construction RFI management software prevents this by giving every question a clear home, a deadline, and an owner.
Good RFI tools centralise questions, drawings, photos, and decisions in one place. Each RFI carries a full audit trail—who raised it, who answered, when, and what was agreed. This isn’t just admin tidiness; it’s the foundation of defensible documentation when disputes arise or warranty queries come in years later.
Tools like BRCKS offer a calm, UK-focused alternative that combines RFIs with chat, project feeds, checklists, documents, and meeting transcripts in one platform. Built specifically for builders, trades, project managers, and homeowners working on residential projects, BRCKS replaces the noise of scattered apps with a single, practical environment.
Compared with spreadsheets and email folders, rfi software speeds up response times, reduces rework, and protects profit margins through better documentation. In the sections that follow, we’ll cover what RFI software does, the core features to look for, how it fits into wider construction communication, and practical FAQs for on-site use.
An RFI in construction is a formal question raised when something in the drawings, specifications, or site conditions isn’t clear. It might be a query about structural details, a request for confirmation on product substitutions, or a clarification needed before work can proceed safely. The rfi process ensures these questions are documented, routed to the right person, answered formally, and logged for future reference.
Construction RFI management software is a digital tool that centralises the entire rfi process—from creation and assignment through to response and closure—in one shared platform accessible to the whole project team. Rather than hunting through email threads or scrolling back through WhatsApp, everyone sees the same data in real time. These platforms also support configurable rfi workflows, allowing teams to customize review stages, user roles, and permissions to fit their specific project or company requirements. Customizable RFI workflows enable teams to tailor the RFI process, ensuring it aligns with unique project needs and company standards.
A concrete example: On a residential extension in Manchester in 2026, the builder needs to confirm how a new steel beam will bear on an existing party wall. The engineer’s written response is required before steel can be ordered. Using rfi management software, the builder raises the question from site with photos attached, the engineer responds with a marked-up detail, and the answer is logged permanently in the project record—visible to the project manager, client, and site team.
What the software replaces:
Platforms like BRCKS go beyond standalone RFIs by linking questions directly to tasks, photos, meeting transcripts, and project feed updates. This means a query about, say, first-floor joisting isn’t just logged—it’s connected to the relevant checklist item and any decisions captured during the site meeting. Providing transparency in RFI processes creates accountability among team members and stakeholders.
On a typical 9–12 month domestic build or refurbishment in the UK, RFIs can easily reach dozens or even hundreds. Each one carries potential impact on cost, programme, and quality. A single delayed answer can idle a trade, push back a milestone, or trigger rework that eats into margin.
Why RFIs are critical:
A scenario worth considering: A loft conversion in London. The window head height shown on drawings doesn’t match the finished floor level once the steels are in. The builder asks the architect verbally on a site visit, receives what sounds like confirmation, and proceeds. Months later, during snagging, it becomes clear the windows are 50mm too low. The architect disputes ever agreeing to the change. There’s no written record. The result: rework, delay, and a dispute that could have been avoided with a simple, documented RFI.
Without structured RFI tracking, decisions rely on memory and old messages. This increases the risk of rework, variations disputes, and programme slippage. Proper rfi management creates a defensible audit trail for adjudications, NHBC or warranty queries, and client handovers. It’s not bureaucracy—it’s protection.
This section is a practical checklist for builders and project managers comparing tools in 2026. The focus is on features that genuinely help on live sites, not “nice to have” extras that sit unused.
RFI creation and templates
Pre-built rfi templates with fields for project, trade, drawing reference, location, potential cost or time impact, due date, and required responder. BRCKS uses simple, mobile-friendly forms designed so site teams can raise an RFI in under a minute.
Centralised RFI log
Every construction project has a single RFI register with filters—open, answered, overdue, by trade, by location. This replaces manual Excel trackers that drift out of sync and aren’t accessible from site.
Attachments and context
The ability to attach drawings (PDF, DWG exports), marked-up photos, site videos, and meeting snippets to each RFI. The recipient sees the exact issue, not a vague description.
Workflows and approvals
Configurable routing from subcontractor to main contractor to architect. Status changes and formal approval steps are timestamped, creating a clear rfi response process.
Notifications and reminders
Automatic notifications via email, in-app, or mobile when RFIs are assigned, nearing due dates, or overdue. Escalation options to senior staff keep outstanding rfis from slipping through the cracks.
Permissions and external access
Role-based access so subcontractors, consultants, and clients see only relevant rfis. Modern tools allow external stakeholders to respond via secure links without needing full accounts.
Reporting and analytics
Basic dashboards showing average rfi response time, RFIs by package (M&E, structural, finishes), and high-risk areas. UK builders can use rfi trends and rfi data to refine design stages on future jobs and generate detailed reports for review.
Centralized RFI management is a game-changer for residential construction projects, bringing all RFI activity into one central platform. With construction RFI software, project managers and construction teams can create, track, and manage RFIs in a single, organized environment. This means every project stakeholder—from site supervisors to architects and clients—has access to the same data, reducing confusion and ensuring everyone is working from the latest information.
By managing RFIs centrally, teams avoid duplicate data entry and minimise the risk of errors that can lead to project delays. Assigning tasks, tracking RFI status, and following up on outstanding queries becomes straightforward, with automated notifications keeping everyone on track. The result is improved project visibility, faster and more consistent responses, and a smoother workflow for all involved.
For UK residential projects, where multiple trades and external consultants are often involved, centralized RFI management ensures that nothing slips through the cracks. Construction teams can manage RFIs efficiently, keep projects moving forward, and deliver a better experience for clients—all from one central platform.
RFIs don’t exist in isolation. They sit alongside daywork notes, site instructions, meeting minutes, photos, and client decisions. All of this can either be chaotic—spread across email, WhatsApp, cloud drives, and separate task trackers—or structured within a central platform.
On a typical UK residential construction project in 2026, most confusion comes from using too many channels. WhatsApp handles quick questions. Email covers formal queries. Cloud drives store drawings. Separate apps track tasks. The result: fragmented project data and constant context-switching.
Integrated platforms like BRCKS bring rfis into the same space as project feed updates, chat, meeting transcripts, task lists, and checklists. A question about a bathroom layout, for example, is visible alongside the related tasks and drawings—not buried in a separate system.
Field-to-office workflows in practice:
Linking rfis directly to tasks, change orders, and programme milestones helps the team understand knock-on effects. If an RFI is likely to delay steelwork, that connection is visible—not buried in someone’s inbox.
BRCKS specifically aims to replace disjointed WhatsApp and email communication with a calm, chronological project feed where rfis, decisions, and files are clearly grouped. It streamlines communication without adding complexity.
BRCKS is a UK-based, subscription SaaS platform built specifically for residential builders, small-to-medium contractors, and trades who manage projects and need to control rfis, chat, tasks, and documents in one calm environment. It’s designed for the reality of UK site work—not for mega-projects with dedicated BIM teams.
How RFIs work inside BRCKS:
Pricing and accessibility:
BRCKS pricing starts around £35 per seat, with higher tiers for firms needing health and safety, RAMS, incident reports, and enterprise-level features. This makes it affordable compared to large enterprise construction software that often overwhelms smaller teams.
UK-focused workflows:
Terminology aligns with UK regulations and contracts. The platform suits domestic refurbishments, lofts, extensions, and small developments—not just commercial mega-builds. It’s practical management software for the way UK builders actually work.
Supporting features that make rfi management more effective:
BRCKS positions itself as the simple alternative to juggling WhatsApp, email threads, PDF markups, and paper notes. For builders who want a practical tool they can roll out quickly across supervisors and subcontractors—with minimal training—it offers a calmer way to manage projects.
Many UK builders still rely on spreadsheets, email folders, and paper site diaries for RFIs. On smaller jobs, this can feel manageable. But as project volumes and complexity increase, control slips away.
Spreadsheets
Excel or Google Sheets RFI logs quickly become outdated. They rely on manual updates, aren’t easily accessible from the job site, and often exist in multiple versions. Who has the latest copy? Usually nobody is sure.
Emails
RFIs by email are difficult to track. Subject lines are inconsistent. Replies are buried in long threads. Documents are attached in multiple versions. Pulling a full RFI history for a dispute means hours of searching.
WhatsApp and messaging apps
Fast for ad-hoc questions, but poor for structure. Messages are hard to search months later. Formal instructions blur into casual chat. Critical documents get lost in the scroll.
Paper forms
Site-written RFIs in notebooks or carbon-copy pads can be lost, never formally responded to, and are nearly impossible to integrate with digital project documents and photos.
Dedicated RFI software (or platforms like BRCKS)
A single source of truth. Timestamped audit trail. Easy sharing with consultants. Fast search. Integration with tasks, documents, and other tools. No data loss from misplaced paper or overwritten spreadsheets.
A practical comparison: Consider a 10-week delay dispute. The team using construction rfi software can instantly show the original RFI, response time, attachments, and impact. The team relying on old emails and chats spends days trying to reconstruct what happened—and still ends up with gaps. One approach protects margins. The other costs money.
This is a buyer’s checklist for UK residential builders in 2026 looking for something powerful but not overwhelming.
Feature - Why It Matters
Ease of use
Simple layouts, mobile-first design, minimal training. If crews can’t raise an RFI in under 60 seconds from their phone, they’ll revert to WhatsApp.
Mobile and offline capability
iOS/Android apps or responsive web apps that work on-site with poor connectivity, syncing automatically later. Essential for remote or basement sites.
Integrated communication
Chat and decisions attached directly to each RFI so clarifications stay in context rather than scattered across inboxes. Helps improve communication without adding steps.
Flexible access for external parties
Architects, engineers, and clients can respond via secure links or light accounts without complex onboarding. Enables rfis to include external stakeholders easily.
Linking to tasks, checklists, and documents
RFIs that trigger follow-up tasks, update checklists, or connect rfis to particular drawings. Keeps project details connected.
UK support and data hosting
UK or EU-hosted data, support during UK working hours, understanding of UK construction terminology and contracts. Important security features for GDPR compliance.
Pricing transparency and scalability
Clear per-seat pricing and sensible scaling for 5–50 user firms. BRCKS’ starting point of £35/seat is an example of accessible pricing without hidden costs.
When evaluating tools, ask: Can my site team use this on day one? Will it actually get used, or will it sit alongside the spreadsheet we never abandoned?
RFI management isn’t just about recording questions. It’s about understanding their impact on the construction programme, budget, and finished quality—keeping projects moving forward despite the inevitable uncertainties.
Programme integration
RFIs can be tagged with potential delay days and linked to schedule items (foundations, first fix, handover). Project schedules become realistic when planners can see which RFIs are critical path and re-sequence work if answers are slow. This helps avoid duplicate data entry between rfis and scheduling apps.
Many RFIs lead to variations or change orders. Good software lets teams mark RFIs as cost-affecting and connect rfis to estimates, budgets, or variation records. This protects margins and reduces disputes at final account.
Quality assurance
Link rfis to site checklists—structural, M&E, finishes—so once an answer is given, the correct detail is verified during inspection. Attach rfis to relevant quality checks for a complete record.
Example: A query about changing floor finish from engineered oak to LVT in a Surrey home. The RFI software connects the decision to:
In BRCKS, rfis sit alongside tasks and project notes, making it easier for project managers to see which decisions are critical to keep handover dates realistic—and to assign tasks that follow from each answer.
Managing critical documents is at the heart of effective RFI management. Construction RFI software provides a centralized platform where all essential project documents—plans, specifications, contracts, and more—are stored and easily accessible. This ensures that project stakeholders always have the latest versions at their fingertips, reducing the risk of working from outdated information.
By linking RFIs directly to relevant project documents, construction teams can quickly review the necessary details and provide accurate, informed responses. Markup tools allow users to highlight issues, annotate drawings, and clarify questions visually, making the RFI response process faster and more precise. Automated notifications alert the right people when action is needed, helping to keep the project on schedule and reducing the likelihood of costly delays.
With all critical documents and RFIs managed in a centralized platform, construction teams can collaborate more effectively, minimise miscommunication, and ensure that every decision is properly documented for future reference.
These practices apply regardless of which software you use, but tools like BRCKS make them easier to follow consistently.
Standardise RFI templates
Use consistent fields across all projects: location, drawing reference, clear question, proposed solution if relevant, required response date. Custom rfi types can help categorise queries by trade or urgency.
Set realistic response times
Typical targets: 3–5 working days for standard RFIs, 24 hours for critical site-stopping questions. Track adherence in the software and escalate when timely responses aren’t happening.
Keep questions focused
Limit each RFI to a single clear issue. This avoids confusion and partial answers. Use separate RFIs for unrelated topics—easier to track, easier to close rfis cleanly.
Attach clear visual evidence
Include marked-up drawings, photos with annotations, and short descriptions of site conditions. This minimises back-and-forth and gives relevant parties the context they need.
Log every decision
Record all RFI answers in the system, even if the decision was reached in a phone call or site meeting. Meeting transcription features in platforms like BRCKS capture decisions automatically, reducing rfi actions that fall through the cracks.
Review RFI trends regularly
Monthly reviews of rfi data help identify patterns—repeated clashes with certain consultants, frequent late design changes, recurring gaps in critical documents. Use this to refine pre-construction processes and reduce delays on future jobs.
Train site teams and subcontractors
A short, structured onboarding session ensures everyone understands how and when to use the RFI system. The learning curve for simple tools is minimal, but without any introduction, people revert to informal chats.
Getting started with RFI software is straightforward when you focus on your team’s specific needs and choose a solution designed for construction management. Begin by identifying the key challenges in your current RFI process—such as duplicate data entry, slow response times, or difficulty tracking project data. Select RFI software that offers flexible review workflows, custom RFI types, and seamless integration with your existing document management and scheduling apps.
Look for a platform that is intuitive and requires minimal training, so your construction teams can adopt it quickly and confidently. The best RFI software will allow you to avoid duplicate data entry by syncing with other tools you already use, ensuring all project data stays accurate and up-to-date.
Once implemented, set up your RFI templates, onboard your team, and establish clear processes for raising, reviewing, and closing RFIs. By integrating RFI management into your broader construction management system, you’ll streamline communication, improve accountability, and keep your projects running smoothly from start to finish.
Security and compliance are non-negotiable when it comes to RFI management. Construction RFI software should offer robust security features to protect sensitive project data, including encryption, role-based access controls, and comprehensive audit trails. These measures help prevent data loss and unauthorized access, giving project stakeholders peace of mind that their information is safe.
Compliance with industry standards and regulations—such as GDPR and SOC 2—is equally important, especially for UK construction teams handling confidential client and project data. The right RFI software will ensure that all communications and documents are stored and transmitted securely, meeting both legal and contractual requirements.
By prioritizing security and compliance in your RFI management process, you not only safeguard your project data but also build trust with clients, consultants, and the wider project team. This foundation of confidence enables more effective collaboration and ensures that your construction projects meet the highest standards of professionalism and accountability.
How is RFI software different from general project management tools?
Generic task apps or spreadsheets can record questions, but dedicated RFI-capable platforms add structured forms, routing, approvals, audit trails, and direct links to drawings and photos. The review process is formalised, not informal. BRCKS combines both worlds—full project management plus structured rfis in one environment, so you don’t need separate tools for managing construction rfis and everyday tasks.
Do I need separate RFI software if I mainly build small extensions and loft conversions?
Even on small domestic projects, RFIs accumulate quickly and are often at the root of disputes. Using a light, builder-focused tool like BRCKS helps capture decisions clearly without the complexity or cost of enterprise systems designed for large construction companies. The goal is project visibility and protection, regardless of project size.
Can architects, engineers, and clients use RFI software without full training?
Modern platforms are designed so external parties can respond through clean web interfaces or secure links, often without in-depth training. Intuitive layouts and email-based invitations make it straightforward to enable rfis for people outside your core team.
How long does it typically take to implement RFI software in a small–medium UK firm?
Realistically, a few days to a couple of weeks to set up projects, templates, and train core staff. Most users become comfortable after using it on one active project. The key is choosing a one central platform with an interface that doesn’t require extensive configuration.
Is RFI data secure and compliant with UK data protection regulations?
Reputable vendors encrypt data in transit and at rest, provide role-based permissions, regular backups, and UK/EU data hosting options. This helps contractors meet GDPR requirements and client confidentiality expectations. Look for clear security features and data handling policies before committing.
What happens if an RFI goes unanswered past its deadline?
Good rfi management software includes automatic notifications and escalation options. If a response is overdue, the system can alert senior staff or flag the RFI prominently in dashboards. This prevents rfis from stalling work indefinitely and helps maintain a timely manner of response across the project lifecycle.
Can I use RFI software alongside Autodesk Construction Cloud or other design tools?
Many platforms offer integrations or allow you to link rfis to exported drawings and models. While BRCKS focuses on practical site workflows rather than deep BIM integration, it supports attaching PDFs and DWG exports to RFIs—keeping project documents connected without requiring complex model imports.
How do I get subcontractors to actually use the RFI system instead of WhatsApp?
Start by making it easier than the alternative. Choose a platform with mobile access that requires minimal training. BRCKS, for example, uses simple forms accessible from any mobile device. When the tool is faster and clearer than group chats, adoption follows naturally.
What’s the best way to handle RFIs that affect multiple trades or areas?
Raise separate RFIs for distinct issues, even if they arise from the same site observation. This keeps each query focused, makes it easier to route to relevant parties, and ensures each answer is clear. The centralised platform still groups everything by project for easy reference.
Can clients see RFI progress without being overwhelmed by technical detail?
Platforms like BRCKS allow you to control what clients see. You can share project visibility at a level appropriate for homeowners—clear updates on decisions and progress without exposing every internal query. This reduces phone calls and keeps clients informed without overwhelming them.
