Submittals are supposed to move your project forward. But if you’re a construction PM, you probably know this: they often do the opposite. One missed spec, one unapproved sample, or one outdated document, and your timeline gets wrecked. It’s not the complexity of the work—that’s expected. It’s the back-and-forth between stakeholders, scattered approvals, version control nightmares, and chasing the latest status update across emails, PDFs, spreadsheets, and shared drives.
The process isn’t just frustrating—it’s risky. Mismanaged submittals can lead to rework, missed deadlines, or even legal trouble. And when multiple projects are running in parallel, things spiral fast if you don’t have tight control.
Why Submittals Are a Common Point of Failure
In theory, submittals are straightforward. You collect shop drawings, data sheets, samples, or certifications and send them up the chain for approval. Once cleared, the field team uses them to guide construction. But the process breaks down under real-world conditions.
On a typical job, there may be dozens or hundreds of submittals required. Each one often needs approval from multiple stakeholders—designers, engineers, owners. If one person delays their review, the entire chain can be held up. When deadlines are tight and crews are waiting for a green light, even a day’s delay can cascade into major issues.
Version control is another trouble spot. One outdated spec in the field can lead to rework, failed inspections, or disputes. And if submittals are scattered across emails, shared folders, and spreadsheets, it becomes nearly impossible to know what’s current and what’s obsolete.
Some firms still rely on printed binders or separate systems for every job. Others try to make generic tools work in a construction environment that demands more control, more tracking, and more accountability. The result is a process that requires constant oversight—and still doesn’t guarantee accuracy.
How Most Teams Try to Handle It (And Why That Falls Short)
If you’re managing submittals with Excel trackers and email reminders, you’re not alone. That’s still the go-to method for many contractors. It’s flexible, and people are used to it. But it rarely works well at scale.
Spreadsheets can’t alert you when a deadline’s missed. They don’t log when someone views a document. And they can’t automatically route items to the next reviewer. Project engineers and admins end up chasing approvals manually, sending out updates, and hoping everyone is looking at the latest file.
Without a system that connects the field, the office, and external reviewers, it’s easy for things to fall through the cracks. The submittal log might be “up to date” when printed, but outdated five minutes later when someone replies with a revision. That disconnect can mean big problems—especially on jobs with tight timelines, compliance requirements, or complex design elements.
What Better Submittal Management Looks Like
The best-run construction companies don’t manage submittals with luck and email alone. They use purpose-built systems that tie submittals directly to the projects they support. That means tracking every submittal in real time, linking them to schedules and tasks, and making sure the right people have access—without creating more admin work.
Tools like Acumatica Construction Edition make this possible. You can generate submittals based on spec sections or procurement logs, assign due dates, track review progress, and get alerts when something needs attention. It doesn’t replace the human element—it just gives your team better tools to do the work.
The difference? You spend less time following up and more time managing your project.
Here are some ways technology improves the process:
Live Submittal Logs – Everyone—from PMs to architects to subcontractors—can see the same status in real time. No more emailing updated logs back and forth.
Automated Routing – Submittals can be assigned to multiple reviewers, in sequence or parallel, and the system automatically notifies the next person in line.
Audit Trail – Every action—submission, review, approval—is logged. If there’s a dispute later, you’ve got clear records of what was submitted, when, and by whom.
Version Management – The latest approved file is always accessible. Prior versions are archived but not confused with current ones.
Integration with Schedules – When submittal delays affect the timeline, you can see the impact immediately, rather than realizing it a week later when crews are waiting for materials.
What to Do If You’re Not Ready for Full ERP Yet
If you’re not using a full construction ERP yet, there are still steps you can take to clean up your submittal process and reduce risk.
Use a Standardized Tracker -Whether you’re in Excel or Google Sheets, use consistent fields—submittal number, spec section, responsible party, due date, status, and reviewer comments.
Establish Submission Windows – Set clear deadlines for when items need to be submitted for review, and hold teams to them. Make sure review time is built into the schedule and communicated up front.
Centralize File Storage – Keep all submittals in one location—preferably cloud-based—with clear naming conventions. Make sure everyone knows where to find the most recent version.
Label All Revisions Clearly – Avoid confusion by including revision numbers and dates in file names. Archive outdated versions in a separate folder to prevent them from being used in the field.
Set Up Basic Notifications – Use project management tools, calendar reminders, or email rules to send out automatic reminders when review deadlines are approaching or overdue.
Why Submittals Matter More Than You Think
Submittals are one of the few parts of a project that touch every stakeholder. Field teams rely on them for direction. Architects and engineers rely on them to ensure intent is being followed. Owners look to them as documentation of what’s being built. If they’re not managed carefully, the fallout affects everyone.
It’s also one of the first things an auditor or claims consultant will ask for if something goes wrong. A solid submittal trail can protect you—and your profit margins—if a dispute arises.
When submittals are tracked manually, errors are inevitable. When they’re automated and linked to your workflow, the risk drops and your team spends less time chasing paperwork.
The Rollout Crew Can Help You Get There
Getting construction software to work the way you need it to takes more than flipping a switch. That’s where The Rollout Crew comes in. We specialize in helping construction companies implement Acumatica the right way—with a focus on usability, adoption, and long-term support.
We don’t just set up templates and walk away. We work with your team to align the software with your real workflows, including submittals, RFIs, cost tracking, and more. Whether you’re rolling out your first system or looking to improve an existing setup, we help you do it without the headaches.
With The Rollout Crew, you don’t just get a software rollout—you get a team that understands construction, speaks your language, and is in it for the long haul.