AI-Powered RFI Management: Accelerating Response Times with Procore's Copilot
Executive Summary
Construction firms are seeing dramatic improvements in how they handle RFIs thanks to Procore’s AI-powered Copilot. By cutting response times from days down to hours, this tool is helping teams stay on track and focus on what really matters – building.
The Challenge
A mid-size commercial contractor specializing in retail build-outs faced efficiency bottlenecks with RFI management. Manual screening of project documents for RFI responses was taking 4-5 hours weekly per project manager, with frequent cases of overlooked information. Their active projects had response times averaging 6-8 days, creating schedule pressure.
The Solution
Implementation of an AI-powered Palcode.ai RFI Agent with Procore integration and Chrome extension access. See it in action
Implementation
- The RFI Agent is directly integrated with Procore, processing existing RFI data to understand communication patterns
- The system automatically indexed all project documents, including drawings, specifications, ASIs, and submittals
- When an RFI was submitted, the Agent analyzed the query, scanned relevant documents, and crafted suggested responses with document references
- The “Ask Anything” feature was implemented directly on the RFI Procore page, allowing team members to ask follow-up questions or seek clarification without leaving their workflow
- Project managers accessed the tool through a Chrome extension, enabling immediate RFI assistance from any device or location
Real Results That Matter
- Reduced average RFI response time from 7 days to 4 days
- Decreased document screening time by identifying relevant specification sections, submittal references, and drawing details that would otherwise require manual searching
- The “Ask Anything” feature on the RFI Procore page eliminated context switching, allowing teams to get immediate answers about related documents or clarifications
- Eliminated instances of overlooked information by systematically analyzing the entire document repository
- Improved response quality by incorporating relevant technical content from specifications and submittals
The bottom line? Projects run smoother when information flows faster.
No more information falling through the cracks or sitting in someone’s inbox for days.
Lessons Learned
The Agent’s ability to process conversational context from previous RFIs proved valuable in addressing interrelated issues. The “Ask Anything” feature on the Procore RFI page significantly streamlined workflows by providing immediate document-based insights without disrupting the native Procore experience. Technical accuracy improved as the system continually refined its understanding of project documentation and communication patterns.
Looking Ahead
For construction firms still managing RFIs the old-fashioned way, the message is clear: AI isn’t just a buzzword – it’s solving real problems in the industry right now. As these tools continue to evolve, they’ll likely prevent many RFIs from being needed in the first place by anticipating and addressing issues proactively.
Procore’s AI integration shows that sometimes the most powerful construction technology isn’t about the physical building process – it’s about removing the information bottlenecks that slow everything down. Let’s talk and see if this can help your team.
