Managing construction submittals shouldn't feel like a mess of emails, PDF attachments, and last-minute scrambling. If you've dealt with missing approvals, outdated versions, or unclear responsibilities, you're not the only one.
A good submittal tracking system helps you keep everything in one place. You can track approvals, manage your submittal log, and give your team the clarity they need to move forward—without chasing emails or digging through folders.
Keep reading or watch the full video walkthrough here to see how you can bring your construction workflows online and start running smoother jobs, with less stress.
What Are Construction Submittals and Why They Matter
The construction submittal process involves multiple stakeholders: general contractors, subcontractors, architects, engineers, and vendors. Each one is responsible for reviewing and approving essential project details.
These submittals can cover hundreds of products, across multiple buildings and teams. When this is all handled through scattered emails and spreadsheets, things quickly become chaotic.
To put it in simple terms, managing submittals is like buying a car with your spouse.
You act as the general contractor, your spouse is the project owner, and the car dealer is the vendor.
You go back and forth with messages, brochures, screenshots, and feedback until a decision is made. Now imagine doing that for every product on a major construction project across multiple jobs and teams, all at once.
How to Build a Construction Submittal Log in Airtable
Instead of forcing your business processes into off-the-shelf software, the key is to build a system around your business needs. Using customizable tools like Airtable, which allows you to create databases tailored exactly to your workflow, complete with custom fields and automations.
Here’s a breakdown of the core components that make up a smart submittal system:
Companies Table: Stores all the companies involved in the project: general contractors, subcontractors, vendors, architects, and more.
Contacts Table: Contains contact details for individuals working within those companies.
Projects Table: Houses high-level project information and links to relevant companies and contacts.
Specification Sections Table: Contains the specs that govern what submittals are required for the project.
Submittals Table: The heart of the system, tracking individual submittals linked to packages, specifications, subcontractors, and attachments.
This structure is more powerful than a simple spreadsheet because it functions as a custom-built software solution that fits your exact needs.
Interacting with Data Using Interfaces and Dashboards
It’s not just about where your submittal data lives, it’s how you interact with it that makes the difference. Airtable’s interface tools let you turn your construction submittal log into a user-friendly dashboard that your team can actually use.
Overview Dashboard
Track the status of all submittals at a glance. Use charts to visualise how many items are approved, pending, or overdue, with the ability to drill into the details quickly.
Package Tracking
Filter and organise submittals by package, phase, or trade. Keep submissions on a steady schedule and avoid last-minute scrambles.
Calendar Views
Visual timelines show when submittals are due. Colour-coded calendars help teams prioritise and stay on top of upcoming deadlines.
These interfaces make complex data more accessible. Instead of digging through rows in a spreadsheet, your team sees what matters, what’s due, what’s done, and what needs attention.
Using Dashboards to Track Construction Submittals in Real Time
A submittal log provides a historical record of every submittal, grouped by status. This allows project managers to focus only on active or pending items, keeping closed submittals out of sight and mind.
The most critical interface is the Submittal Package Review screen. Here, you can:
Create and submit new submittal packages.
Automatically trigger status changes and notifications upon submission.
Access linked records for subcontractors and projects, providing context without additional searching.
Review individual submittals tied to specifications, complete with attachments and relevant documentation.
This centralized approach eliminates the need to hunt through emails or multiple spreadsheets, saving time and reducing errors.
Using Forms to Collect and Assemble Submittal Documents
One common challenge clients face is compiling numerous individual PDFs into one cohesive submittal package.
This is where automation tools like Docs Automator come in handy. By triggering a backend process, Docs Automator collects all related PDFs, images, and specs, compiles them into a single document, and writes it back into Airtable for easy access.
Another frequent request is providing access to subcontractors and external companies without requiring costly user licenses.
Airtable’s form builder, along with third-party tools like Fillout, enables external parties to submit information directly into the system. Fillout offers advanced features like data validation and address autocomplete, ensuring accuracy and ease of use.
These options keep everyone connected and informed without inflating software costs.
Automating Construction Submittals to Avoid Delays
Automation is a game-changer for managing construction submittals efficiently. Here are a few examples of automations that can be set up:
Notification on Submission: When a submittal package status changes to “submitted,” automatically notify the assigned reviewer via email or internal chat.
SLA Enforcement: If a submittal remains in “submitted” or “in review” status for over a set number of days (e.g., 10 days), trigger escalation actions like reassignment or reminder emails to keep approvals on track.
Document Generation: Upon submission, run scripts that trigger Docs Automator to compile and update the package PDF automatically.
These automations reduce manual follow-ups, ensure timely reviews, and maintain momentum throughout the project lifecycle.
Simplify Construction Submittals with a System That Works
Managing construction submittals doesn’t have to be a chaotic, error-prone process. By building a tailored system using flexible tools like Airtable and Fillout, combined with smart automations and document workflows, you can centralize communication, improve visibility for all stakeholders, and reduce the risk of missed deadlines or misplaced information.
Whether you’re a general contractor, architect, or subcontractor, adopting a streamlined submittal tracking system empowers your team to focus on what they do best, delivering quality projects on time.
If you’re ready to move beyond spreadsheets and email chains and want to build a system that actually works for your business, consider reaching out for expert help. A well-designed submittal management process is within reach, and it starts with taking control of your data and workflows today.
Be sure to check out the video breakdown here.