How to Better Manage Construction Submittals: A Practical Guide

Managing construction submittals can often feel like navigating a chaotic maze of emails, PDFs, and multiple stakeholders. If you’ve ever found yourself overwhelmed by version control, missed deadlines, or unclear responsibilities, you’re not alone.

But what if there was a way to manage construction submittals that simplifies communication, centralizes documentation, and automates key processes?

In this article, Dan Leman from Crewmatic shares a clear, effective approach to streamline the entire submittal workflow, helping you keep your projects on track and your teams aligned.

It’s clear why a robust submittal tracking system is essential. Watch the full video walkthrough here to see how you can bring your construction workflows online and start running smoother jobs, with less stress.

Understanding the Complexity of Construction Submittals

The submittal process in construction involves multiple stakeholders—general contractors, subcontractors, architects, engineers, and vendors—all exchanging critical information on hundreds of products, across dozens of buildings, and involving multiple teams. This can quickly become overwhelming when relying on emails and scattered spreadsheets.

To put it simply, think of the submittal process like coordinating a car purchase with your spouse. Your spouse acts as the project owner, you as the general contractor, and the dealer as the subcontractor or vendor. You exchange texts, screenshots, brochures, and feedback back and forth multiple times. Now imagine doing this for hundreds of products and multiple projects simultaneously.

Building a Custom Submittal Tracking System with Airtable

Instead of forcing your business processes into off-the-shelf software, the key is to build a system around your business needs. Dan advocates for 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.

• Submitts 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

Beyond data storage, the way you interact with your submittal information matters. Airtable’s interface feature lets you create user-friendly dashboards and views:

• Overview Dashboard: Visualizes submittal data with charts showing status distribution, allowing quick drill-down into approved or pending submittals.

• Package Tracking: Enables filtering and scheduling of submittal packages to maintain a consistent submission cadence.

• Calendar Views: Color-coded calendars help visualize submission timelines and ensure deadlines are met.

These interfaces transform complex data sets into actionable insights, making it easier for teams to stay on top of their responsibilities.

Managing Submittal Logs and Package Reviews

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.

Automating Document Assembly and External Access with Forms

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.

Leveraging Automations to Keep Your Submittal Process Moving

Automation is a game-changer for managing construction submittals efficiently. Here are a few examples of automations that can be set up:

1. Notification on Submission: When a submittal package status changes to “submitted,” automatically notify the assigned reviewer via email or internal chat.

2. 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.

3. 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.

Conclusion: Take Control and Simplify Your Submittal Workflow

Managing construction submittals doesn’t have to be a chaotic, error-prone process. By building a tailored system using flexible tools like Airtable, 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.