Skip to main content

SubmittalTracker 1.0

Submittal delays kill schedules. Track what’s due, who’s responsible, and what’s overdue—so you stop chasing approvals and start building. SubmittalTracker automates reminders, flags bottlenecks, and keeps submittals moving from submission to sign-off.

SubmittalTracker organizes project submittal requirements and monitors approval status across all trades and product categories. You upload the project submittal schedule—whether from the specification, contract documents, or your own tracking spreadsheet—and the system creates a centralized dashboard showing what’s required, who’s responsible, current status, and upcoming deadlines. It tracks submittals from initial submission through architect review, revisions, and final approval.

The tool generates automated reminders to subcontractors for overdue submittals and flags bottlenecks in the approval process. It identifies which submittals are on the critical path for procurement or installation, cross-references submittal requirements against the project schedule, and links approved submittals to material ordering and delivery tracking. The system maintains a complete audit trail of submittal history including submission dates, reviewer comments, and approval documentation for each item.

The Stakes

Submittal delays kill project schedules—and when schedules slip, everyone loses money. Contractors wait on approvals to order materials, subs sit idle waiting for product data sign-off, and the architect’s desk becomes a black hole where submittals disappear for weeks. By the time you realize a submittal was never reviewed or got rejected for a technicality, you’ve blown your procurement window and the project is behind before you even start installing.

Most project managers know submittals are overdue, but they’re juggling 50 other tasks and can’t track every sub’s paperwork manually. Without a centralized system, submittals get lost in email chains, approval status is unclear, and no one knows who’s holding up the critical path. SubmittalTracker exists because “I thought you sent that” is not a project management strategy.

SubmittalTracker 1.0

Stops submittals from disappearing into the approval abyss. Monitors review cycles across all trades, predicts schedule crashes before they happen, sends automated nudges to bottlenecks, and triggers next procurement steps the second approvals hit.

Try SubmittalTracker

How to try SubmittalTracker:

Critical Path Long-Lead Item

Calculates submittal deadlines based on fabrication lead times and review periods to prevent schedule delays on critical path items.
“I have 8 custom hollow metal door frames with sidelites that require shop drawings. Fabrication lead time is 10 weeks after submittal approval. Installation is scheduled for Week 18 of the project. Calculate: 1. Latest date I can submit shop drawings to stay on schedule 2. If architect takes full 21 days to review, what’s my delivery date? 3. What’s my contingency plan if submittal gets rejected and requires resubmittal? Flag this as critical path and generate tracking reminders.”

👆 Click to copy full prompt

Overdue Submittal Bottleneck

Identifies submittal bottlenecks and downstream trade impacts to support professional follow-up communication and schedule recovery planning.
“I submitted 6 door hardware schedules 3 weeks ago. Architect has approved 3, returned 2 for resubmittal (minor revisions), and hasn’t reviewed 1 yet. The unreviewed submittal is for electrified hardware that requires coordination with Division 28, and the security contractor is waiting on my approval before they can order their equipment. Generate: 1. Status summary showing what’s overdue 2. Impact analysis (what trades are being delayed?) 3. Professional follow-up email to architect requesting expedited review 4. Recommendation for project schedule adjustment if delays continue”

👆 Click to copy full prompt

Submittal Approval Before Fabrication

Identifies submittal bottlenecks and downstream trade impacts to support professional follow-up communication and schedule recovery planning.
“I have 12 fire-rated door assemblies that require: Shop drawings (frames with sidelites), Product data (doors, hardware, fire labels), Fire rating certifications (UL listings). Submittal package is complete and ready to submit. Installation is Week 20. Fabrication is 8 weeks. Create a submittal tracking plan that: 1. Sequences the submittal (what needs approval first?) 2. Calculates deadlines for each submittal type 3. Flags dependencies (can’t order doors until frames are approved) 4. Generates reminder schedule for follow-up”

👆 Click to copy full prompt

Multi-Trade Coordination Submittal

Identifies which trade is blocking coordinated work and quantifies cascading schedule impacts to support multi-trade deadline enforcement.
“I have a mechanical room with coordinated submittals across 4 trades: HVAC equipment (Division 23), Electrical panels and disconnects (Division 26), Fire suppression piping (Division 21), Access doors in walls (Division 08). All 4 submittals need architect approval before any trade can fabricate or order. HVAC has submitted, Electrical is 2 weeks overdue, Fire suppression submitted but got rejected for missing calculations, Division 08 hasn’t submitted yet. Installation starts Week 14. Analyze: 1. Which submittal is holding up the critical path? 2. What’s the cascading delay if Electrical doesn’t submit this week? 3. Generate coordination tracking plan showing dependencies 4. Draft professional email to all trades explaining submittal deadline urgency”

👆 Click to copy full prompt

Rejected Submittal Resubmission Timeline

Calculates resubmission deadlines and justifies expedited review requests when rejected submittals threaten project schedule commitments.
“Architect rejected my door hardware submittal due to incorrect finish callouts on 8 items. Original submittal took 18 days to review. I need to correct the finish specs, get manufacturer confirmation, and resubmit. Hardware lead time is 12 weeks after approval. Installation is Week 22. Calculate: 1. How many days do I have to resubmit and still hit my installation date? 2. If architect takes another 18 days to review resubmittal, what’s my new delivery date? 3. Should I request expedited review and what’s the justification? 4. What’s the schedule impact if this causes a 2-week slip? Generate resubmittal tracking plan with escalation triggers.”

👆 Click to copy full prompt

Submittal Log Audit and Compliance Check

Provides compliance verification and executive-level status reporting for owner meetings with risk identification and priority flagging.
“I’m 12 weeks into a 40-week project. Contract requires all submittals submitted within 60 days of contract execution. I have 47 total submittal requirements per the spec. Current status: 28 submitted and approved, 8 submitted awaiting review, 6 submitted and rejected (awaiting resubmittal), 5 not yet submitted. Analyze: 1. Am I in compliance with the 60-day submittal requirement? 2. Which outstanding submittals are at risk of delaying procurement or installation? 3. What’s my submittal approval rate (how long is architect taking on average)? 4. Generate executive summary for owner meeting showing submittal status and any schedule risks. Flag any submittals that need immediate attention.”

👆 Click to copy full prompt