RFI Management
Get answers faster. Keep projects moving.
Waiting on information stalls crews and pushes timelines. Aimsio routes Requests for Information to the right people, tracks responses, and links them to change orders so scope changes never go unbilled.
Before & After
What changes when you manage RFIs in Aimsio
Without Structured RFI Management
- RFIs sent via email with no tracking - Requests go out and you have no idea if they were received, read, or acted on.
- Requests lost in inbox threads - Follow-ups get buried, responses go missing, and decisions are made without a paper trail.
- No link between responses and change orders - Approved changes aren't formalized, and scope creep goes unbilled.
- Disputes over what was communicated - Without documented exchanges, resolving scope disputes becomes difficult and costly.
With Aimsio RFI Management
- Every request documented with full context - RFIs tracked from submission to resolution, linked directly to the job they belong to.
- Responses captured where they'll actually be found - Answers stay attached to the RFI, not buried in someone's inbox.
- Changes that come from RFIs flow directly to billing - Linked to change orders so additional work gets invoiced.
- A complete communication record for every project - Full audit trail that protects you if questions come up months later.
Core Capabilities
Everything your team needs to manage RFIs
One place to send, track, and close every request for information - from submission to linked change order.
RFI Creation & Tracking
Create RFIs and link them directly to a job. Document the request with a title, description, recommended resolution, and client response field.
Document Attachments
Attach PDFs and images directly to each RFI. Supporting drawings, photos, and specs travel with the request so context is never separated from the question.
Digital Signatures
Send RFIs to clients through Aimsio's Client Portal. Clients can review and sign as a guest; no Aimsio account required.
Office and Client Status Tracking
Update statuses from the RFI record or directly from the RFI listing page so your team always knows where each request stands.
Change Order Linking
Once an RFI is approved, use it to create a new change order directly from the RFI listing page. Aimsio pulls in the relevant information so you are not re-entering what was already documented. The paper trail builds itself.
PDF Download and Export
Every submitted RFI generates a PDF copy. Download it from the RFI listing page for client delivery, compliance documentation, or project records.
How It Works
From question to documented answer
Three steps to close an RFI and protect your project.
Create the RFI from the job
Navigate to RFIs in Aimsio and create a new request. Link it to a job, add context, attach files, and send.
- Link RFIs directly to an active job
- Document the recommended resolution
- PDF and image attachments supported
- Submitted with your signature and date
New RFI FormClick to Zoom Client responds digitally
Send the completed RFI to your client through Aimsio's Client Portal. Responses are captured automatically and stored against the RFI record.
- Sent through Aimsio's Client Portal
- Clients review and sign
- No Aimsio account required for clients
- Response captured and stored with the RFI
Client ResponseClick to Zoom Link to a change order and proceed
Once a scope change gets approved you can create a change order directly from the RFI. Information flows through so additional work is documented and billed without re-entry.
- One-click to create a change order from the RFI
- RFI details carry through automatically
- Complete audit trail from question to invoice
Change OrdersClick to Zoom The platform has removed uncertainty around costs and profitability, allowing us to take on opportunities we previously would have hesitated to pursue.
Integrations
Works with the tools you already use
Aimsio connects to your accounting, payroll, and ERP systems - so data flows without double-entry.
QuickBooks Online
Sage Intacct
ADP
Explorer Eclipse
Sage 300
NetSuite
MS Nav
MS Business Central
Viewpoint Vista
AcumaticaFrequently asked questions
An RFI (Request for Information) is a formal written request sent from a contractor to a client or engineer asking for clarification on project details. In field operations, RFIs are used to resolve ambiguities in scope, specifications, or drawings before work proceeds - preventing costly mistakes and scope disputes.
Once an RFI has been approved, select it from the RFI listing page, right-click, and choose Create Change Order. Aimsio pulls the relevant RFI information into the change order so you can add billing details without re-entering what was already documented.
Yes. Clients receive an email notification with a link to view and respond to the RFI. They don't need an Aimsio account to reply. Their response is captured automatically in the system and stored against the RFI record.
Every RFI is linked to a job, documented with a description and recommended resolution, signed and submitted with a date, and stored as a PDF. Client responses and signatures are captured through the Client Portal and stored with the record. The full history is available for reference if a scope dispute arises.
Aimsio RFIs include checkboxes to indicate whether the pending change relates to project scope, schedule, cost, quality, or engineering. This ensures every request is categorized consistently across your operation.
RFI management is most common in construction, oil and gas, pipeline, industrial maintenance, and any project-based field service industry. Any operation that works to client specifications - where scope changes, clarifications, and formal communication matter - benefits from structured RFI tracking.
RFI is available on Aimsio Ultimate. If you are on a different plan and want to add RFI capability, contact your client success manager or compare product plans to learn more.
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