Construction Request for Information (RFI) Management | Construction Projects, Contracting & Engineering

Construction Request for Information (RFI) | Construction Projects, Job Contracting, Engineering & Customer Portal

Construction Request for Information (RFI) Management | Construction, Contracting, Engineering, Customer Portal, PDF Reports & Workflow

Construction businesses often require a structured process to manage project-related questions, clarifications, and communication among customers, suppliers, contractors, architects, engineers, and project teams. This application provides a complete Request for Information (RFI) management system designed specifically for construction and contracting projects.

The app enables customers and suppliers to submit Requests for Information (RFIs) directly through your website, including multiple supporting documents and attachments. Project managers and internal teams can also create RFIs manually from the backend whenever clarification is required from customers, suppliers, subcontractors, or other stakeholders.

All project related communications, clarifications, and responses are securely stored within Odoo, ensuring complete traceability and centralized information management throughout the project lifecycle

Overall Purpose

The primary purpose of this module is to provide a structured and centralized Request for Information (RFI) management system for construction and contracting projects within Odoo. The module enables organizations to efficiently manage project-related questions, clarifications, communications, and document exchanges between customers, suppliers, contractors, architects, engineers, and internal project teams.

By digitizing the RFI process, the module improves collaboration, enhances communication, reduces delays, maintains complete traceability of project discussions, and ensures that all stakeholders have access to accurate and up-to-date project information throughout the construction lifecycle.

Scope of the Module

This module covers the complete lifecycle of Request for Information (RFI) management for construction and contracting projects. It allows customers and suppliers to submit RFIs through the website portal, while project managers and internal teams can create and manage RFIs directly from the backend. The module supports document attachments, communication tracking, timesheet recording, workflow management, customer feedback, and survey integration. It also provides configurable RFI types, subjects, teams, and workflow stages, ensuring flexibility to adapt the RFI process according to specific business requirements. The solution centralizes all RFI-related communications and documentation, providing complete visibility and transparency across the entire project lifecycle.

Key Note:

• Customers and suppliers can submit RFIs online through your website.
• Multiple supporting documents and attachments can be uploaded with each request.
• A unique RFI number is automatically generated and stored in the backend.
• Customers and suppliers can track the status of all submitted RFIs from the My Account portal.
• Backend users can print professional PDF reports for RFIs.
• Project teams can communicate with customers and suppliers using Odoo Open Chatter.
• Team members can record timesheets directly on the RFI form.
• Project Managers and RFI Teams can review, process, and close RFIs.
• Customers and suppliers can submit feedback and ratings after an RFI is closed.
• Integration with the Odoo Survey application allows surveys to be linked with individual RFIs.
• Flexible configuration options are available for RFI Types, Subjects, Teams, and Stages.

What is an RFI in Construction?

In construction, an RFI (Request for Information) is a formal communication process used to obtain clarification or additional details regarding construction drawings, specifications, contracts, designs, or project documentation. Contractors, subcontractors, suppliers, or project teams typically raise RFIs when they encounter unclear, incomplete, conflicting, or missing information that may affect project execution, quality, cost, or schedule. RFIs help improve collaboration, reduce errors, minimize rework, and ensure all project stakeholders clearly understand project requirements. A typical RFI workflow includes:

• Submission: A contractor, supplier, customer, or team member submits an RFI describing the issue, question, or clarification required.
• Review: The Project Manager, Architect, Engineer, or designated RFI Team reviews the request and provides an appropriate response.
• Resolution: TThe clarification or decision is communicated to all relevant parties and incorporated into the project documentation when necessary.

By maintaining a formal RFI process, organizations can improve communication, avoid misunderstandings, reduce delays, and maintain complete project transparency.

Main Features:

Website Based RFI Submission

Customers and suppliers can easily submit Requests for Information (RFIs) directly through the website portal without requiring backend access. This allows external stakeholders to communicate project related queries efficiently and securely.

Multiple Document Attachments

Users can upload and attach multiple supporting documents, drawings, specifications, images, contracts, or other files while creating an RFI, ensuring complete information is available for review.

Automatic RFI Number Generation

Upon submission, the system automatically generates a unique Request for Information reference number, helping organizations maintain proper tracking, identification, and audit history.

Centralized RFI Management

All submitted RFIs are automatically stored and managed in the Odoo backend, providing a centralized repository for all project-related clarifications and communications.

Customer and Supplier Portal Access

Customers and suppliers can access the "My Account" section of the website to view all submitted RFIs, monitor their current status, review responses, and track the progress of their requests in real time.

Professional PDF Reports

Backend users can generate and print professional PDF reports for individual RFIs, making it easier to share, archive, and maintain project documentation.

Internal and External Communication Using Open Chatter

Project teams, RFI teams, customers, and suppliers can communicate seamlessly using Odoo Open Chatter. All discussions, messages, notifications, and communication history are automatically recorded within the RFI.

Timesheet Management on RFIs

Project team members can directly record and manage timesheets from the RFI form, allowing organizations to track the time spent reviewing, investigating, and resolving requests.

RFI Review and Closure Process

The RFI Team or Project Manager can review submitted requests, provide responses, monitor progress, and formally close RFIs once all required clarifications and actions have been completed.

Customer Feedback and Rating Management

After an RFI is closed, customers and suppliers can submit feedback and provide ratings regarding the quality and effectiveness of the response process, helping organizations continuously improve their services.

Survey Integration

The application is integrated with the Odoo Survey module, enabling teams to create and manage surveys related to specific RFIs for collecting additional information, satisfaction feedback, or project evaluations.

Configurable RFI Types

Organizations can define and manage different Request for Information Types based on business requirements, such as Design Clarification, Material Inquiry, Technical Query, Site Issue, or Contract Clarification.

Configurable RFI Subjects

Users can create and manage RFI Subjects to categorize and organize requests effectively, improving searchability and reporting.

Configurable RFI Teams

Create dedicated Request for Information Teams and assign responsible users to ensure proper ownership, collaboration, and efficient handling of RFIs.

Configurable Workflow Stages

Define and customize RFI workflow stages such as Draft, Submitted, Under Review, Waiting for Response, Resolved, and Closed according to your organization's business processes.

For more details, please watch the demonstration video and review the screenshots below.

Industrial Use Cases:

This module is widely used by:

• Construction Companies
• General Contractors
• Civil Engineering Companies
• EPC (Engineering, Procurement, and Construction) Companies
• Architecture Firms
• Interior Design Companies
• Infrastructure Development Companies
• Real Estate Developers
• Building Construction Companies
• Mechanical, Electrical, and Plumbing (MEP) Contractors.
• Renovation and Remodeling Companies
• Project Management Consulting Firms
• Facility Management Companies
• Industrial Construction Organizations


• For a complete understanding of the workflow, please review the screenshots and watch the demonstration video provided with the application.

Review the Screenshots and Preview Video for Detailed Functionality:

• Video 1: https://probuseappdemo.com/probuse_apps/project_request_for_information/126
• Video 2: https://probuseappdemo.com/probuse_apps/project_request_for_information/1751

Request for Information (RFI) Management Menus:

• Jobs
  • Request for Information
    • Request for Informations
  • Reports
    • Request for Information
  • RFI Configuration
    • RFI Subject
    • RFI Types
    • RFI Teams
    • RFI Stages

Create RFI Menu on the Website

Customers and suppliers can initiate and submit RFIs directly from the website using the dedicated Create RFI menu

Request for Information (RFI) Submission Form

Customers and suppliers can easily submit new Requests for Information (RFIs) through the website by entering project details, questions, and uploading supporting documents or attachments.

Customer Login and Create Request for Information (RFI)

Customers can securely log in to the portal and submit detailed Requests for Information along with supporting attachments.

Thank You for Submitting Your Request for Information

Your Request for Information (RFI) has been successfully submitted. Our project team will review your request and respond as soon as possible.

Backend Form for Managing Requests for Information (RFIs)

Project managers and RFI teams can review, manage, update, communicate, and track Requests for Information directly from the backend using the comprehensive RFI management form.

Request for Information (RFI) Management Form with Timesheet Tracking

Project managers and RFI teams can review, manage, communicate, and track Requests for Information while recording timesheets directly from the comprehensive backend RFI management form.

Request for Information (RFI) Management Form with Survey Tab

Project teams can efficiently manage the complete RFI lifecycle and conduct surveys directly from the integrated Survey tab.

Backend Form for Managing Requests for Information (RFIs) with RFI Answers

The dedicated RFI Answer tab enables teams to provide clarifications, maintain response history, and communicate efficiently with customers and suppliers.

Backend Form for Managing Construction Requests for Information (RFIs) with Email Notification

A comprehensive backend form for creating, tracking, reviewing, and closing construction RFIs. Send official RFI responses with attached PDF reports via email while maintaining complete communication history.

Open Email Composer to Send RFI Response

Clicking the Send by Mail button opens the Odoo email composer, allowing users to review and customize the email before sending it to the customer. The email is preloaded with the RFI email template, includes the official response, and automatically attaches the RFI PDF report for easy sharing.

Sent RFI Email with Attached PDF Report

The official Request for Information (RFI) response has been successfully sent to the customer using the configured email template. The email includes the project details, official response, and the attached PDF report, ensuring clear communication and maintaining a complete record in the RFI communication history..

Close Construction Request for Information (RFI)

Close the RFI after reviewing and resolving all project-related queries. This action signifies that the request has been completed and the official response has been issued.

RFI Closure with PDF Report & Customer Feedback Email

The Set to Close action automatically updates the RFI status to Closed, generates the official RFI PDF report, sends it to the customer by email, and includes a customer feedback request to gather satisfaction ratings and comments. This automation ensures a complete, professional, and traceable RFI closure process.

Customer Feedback Form Access via Email

After the RFI is closed, the customer receives an email with a Give Feedback button. Selecting this button opens the online feedback form, where the customer can provide a rating and comments on the RFI response and overall service experience.

Your Feedback Has Been Successfully Submitted

Thank you for completing the RFI feedback form. Your response has been recorded successfully and will assist our project team in continuously improving the quality of our services and customer experience.

View Customer Rating and Comments on the RFI Form

When a customer submits the online feedback form, the system automatically updates the associated RFI record with the customer's rating and comments.

Reopen Closed Construction Request for Information (RFI)

The Reopen button can be used to change the status back to Open/In Progress. This enables project teams to continue reviewing the request, update the official response, communicate with stakeholders, and resolve any remaining issues before closing the RFI again.

Request for Information in My Account Portal

Customers and suppliers can review all submitted RFIs, monitor their progress, and access detailed request information directly from the My Account portal.

Customer/Supplier Portal: Request for Information List

The customer and supplier portal provides a centralized view of all submitted RFIs, allowing users to easily track progress and monitor request statuses.

Customer/Supplier Portal: Request for Information Details Form

Customers and suppliers can view complete Request for Information (RFI) details from the portal, including project information, request status, official responses, and communication history. They can also communicate directly with the project team and use the Download RFI Report button to download the official RFI PDF report for future reference, documentation, and project records.

Request for Information Analysis Report

The analysis report provides valuable insights into submitted RFIs, helping organizations monitor performance, identify trends, and improve project communication processes.

Kanban View for Construction Requests for Information (RFIs)

Organize and monitor RFIs in a visual Kanban layout grouped by workflow stages. Easily identify pending, in-progress, and closed requests, assign responsibilities, and improve collaboration among project teams.

List View for Construction Requests for Information (RFIs)

The List View enables project teams to efficiently monitor and manage construction RFIs by displaying essential request information in an organized table.

Calendar View for Construction Requests for Information (RFIs)

The Calendar View provides a date-based schedule of construction Requests for Information (RFIs), allowing project teams to track request dates, response deadlines, and closure dates in a calendar format.uction RFIs by displaying essential request information in an organized table.

Pivot View for Construction Requests for Information (RFIs)

Analyze construction RFIs using an interactive Pivot View that enables users to group, filter, and summarize request data by project, team, customer, priority, and workflow stage for better reporting and project management.

Bar Chart Analysis of Construction Requests for Information (RFIs)

The Bar Chart provides a visual comparison of construction Requests for Information (RFIs) across different categories such as projects, job orders, workflow stages, priorities, assigned users, customers, or RFI teams.

Line Chart Analysis of Construction Requests for Information (RFIs)

The Line Chart illustrates trends in construction Requests for Information (RFIs) over time.

Pie Chart Analysis of Construction Requests for Information (RFIs)

The Pie Chart presents the distribution of construction Requests for Information (RFIs) by categories such as workflow stage, priority, project, RFI type, or assigned team.

Request for Information (RFI) Configuration Settings

Request for Information (RFI) Subjects Menu

Manage and configure RFI Subjects to categorize and organize Requests for Information efficiently, improving tracking, searchability, and reporting across construction projects.

Request for Information (RFI) Subject List View

The RFI Subject List View provides a centralized tabular display of all Request for Information (RFI) subjects, allowing users to quickly review, search, filter, sort, and manage configured subjects.

Request for Information (RFI) Types Menu

Define custom RFI types according to organizational requirements to ensure standardized and efficient RFI management.

Request for Information (RFI) Types List View

The RFI Types List View provides a centralized overview of all configured Request for Information (RFI) types in a structured tabular format

Request for Information (RFI) Teams Menu

Configure dedicated RFI teams to streamline collaboration, ownership, and accountability during the RFI review and resolution process.

Request for Information (RFI) Team List View

The RFI Team List View provides a centralized overview of all Request for Information (RFI) teams in a structured table.

Request for Information (RFI) Stages Menu

Manage and configure RFI workflow stages to track the progress of Requests for Information from submission through review, resolution, and closure.

Request for Information (RFI) Stage Form

The RFI Stage Form allows administrators to configure and manage the workflow stages used throughout the Request for Information (RFI) lifecycle

Request for Information (RFI) Integration with Odoo Surveys

Integrate Requests for Information (RFIs) with Odoo Surveys to collect additional information, customer feedback, satisfaction ratings, and project evaluations related to individual RFIs

Create and Manage Surveys Using the Survey Button on RFI

Users can create new surveys or view existing surveys directly from the Request for Information (RFI) form using the dedicated Survey button, enabling efficient feedback collection and stakeholder engagement.

PDF Report for Request for Information

Generate and print professional PDF reports for Requests for Information (RFIs), enabling users to share, archive, and maintain complete project documentation efficiently.

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