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SubmittalTracker

Stop chasing approvals. Start building.
Submittal delays kill schedules. SubmittalTracker monitors review cycles across all trades, predicts schedule crashes before they happen, and sends automated nudges when bottlenecks form.

Upload your project submittal schedule—from specs, contract documents, or your own tracking sheet—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 flags which submittals are on the critical path for procurement or installation, cross-references requirements against your project schedule, and triggers next procurement steps the second approvals hit.

How to try SubmittalTracker

1. Click one of the prompts to copy it to your clipboard

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.
“Architect issued ASI changing all door hardware finish from satin chrome (US26D) to oil-rubbed bronze (US10B) across 42 doors. Original bid: Satin chrome locksets, hinges, closers, pulls, and panic devices. New requirement: Oil-rubbed bronze finish on all hardware. Calculate change order for: 1. Cost delta between satin chrome and oil-rubbed bronze finishes 2. Any lead time impacts (ORB typically has longer lead times) 3. Restocking fees or cancellation costs for already-ordered chrome hardware 4. Schedule impact if this delays the hardware submittal approval. Generate change order showing this is a design change, not a substitution request from our side.”

👆 Click to copy full prompt

2. Click this button to open SubmittalTracker in a new tab

SubmittalTracker on ChatGPT

3. Paste your prompt, and run it

Submittal Status Dashboard

This sample dashboard shows how SubmittalTracker transforms project submittal requirements into a live, actionable report. It monitors every submittal across all divisions, flags critical path items that are overdue or stuck in review, calculates schedule impact, and generates specific recommended actions—like expediting architect reviews or coordinating immediate submittals from subs. This is what proactive submittal management looks like: no surprises, no delays, no excuses.

SUBMITTAL STATUS DASHBOARD

Project: Gateway Corporate Plaza – Office Tower Renovation
Project Manager: Sarah Martinez
Report Generated: November 10, 2025
Project Week: Week 14 of 40
Generated by: SubmittalSentinel 1.0

EXECUTIVE SUMMARY

Total Submittals Required:
47
Submitted:
32 (68%)
Approved:
24 (51%)
Pending Review:
8 (17%)
Rejected/Resubmit:
4 (9%)
Not Yet Submitted:
11 (23%)

Average Review Time: 16.5 days
Submittals on Critical Path: 6
Overdue Submittals: 3

CRITICAL PATH ITEMS 🚨

HIGH PRIORITY – IMMEDIATE ACTION REQUIRED

Submittal # Description Trade Status Days Overdue
S-008 Curtain Wall Shop Drawings Division 08 NOT SUBMITTED 12 days
Impact: Delays fabrication start – 8 week lead time. Installation scheduled Week 28.
S-021 HVAC Equipment Schedules Division 23 PENDING REVIEW 8 days
Impact: Equipment has 12-week lead time. Installation Week 26. Review urgently needed.
S-015 Elevator Cab Finishes Division 14 REJECTED 6 days
Impact: Resubmittal required. Elevator installation Week 30. Factory lead time 10 weeks.

Recommended Actions:

  1. S-008: Coordinate immediate submittal from glazing contractor (contact: Mike Chen, 512-555-0142)
  2. S-021: Request expedited architect review (submitted 18 days ago, standard review is 14 days)
  3. S-015: Schedule coordination meeting with architect to resolve finish conflicts before resubmittal

SUBMITTAL STATUS BY DIVISION

Division 08 – Openings

Submittal Description Submitted Status Days in Review
S-003 Door Hardware Schedule 10/22/2025 ✅ APPROVED –
S-004 Hollow Metal Doors & Frames 10/25/2025 ✅ APPROVED –
S-006 Automatic Door Operators 11/01/2025 🟡 PENDING REVIEW 9 days
S-007 Storefront System Shop Drawings 11/04/2025 🟡 PENDING REVIEW 6 days
S-008 Curtain Wall Shop Drawings – 🔴 NOT SUBMITTED 12 days overdue

Division Status: ⚠️ CRITICAL – S-008 overdue, delaying fabrication

Division 23 – HVAC

Submittal Description Submitted Status Days in Review
S-020 Ductwork Shop Drawings 10/28/2025 ✅ APPROVED –
S-021 HVAC Equipment Schedules 10/23/2025 🟡 PENDING REVIEW 18 days ⚠️
S-022 Variable Air Volume Boxes 11/03/2025 🟡 PENDING REVIEW 7 days
S-023 Controls & Building Automation System – ⏳ NOT SUBMITTED Due: 11/15/2025

Division Status: ⚠️ CRITICAL – S-021 review time exceeds standard (14 days), equipment on critical path

SUBMITTAL REVIEW PERFORMANCE

Average Review Times by Reviewer

Reviewer Submittals Reviewed Avg Review Time Longest Review
Architect 12 15 days 21 days
Structural Engineer 2 10 days 12 days
Mechanical Engineer 3 14 days 18 days (S-021) ⚠️
Electrical Engineer 1 12 days 12 days
Fire Protection Engineer 3 11 days 13 days

Project Contract Requirement: Architect/Engineer review within 14 calendar days of receipt

⚠️ Issues:
– S-021 (HVAC Equipment) has exceeded review standard by 4 days and is on critical path
– Architect reviews averaging 15 days (1 day over standard)

Recommended Action: Request review status update from Mechanical Engineer on S-021

SCHEDULE IMPACT ANALYSIS

Critical Path Submittal Risks

Submittal Install Week Lead Time Submit By Current Status Risk
S-008 (Curtain Wall) Week 28 8 weeks Week 15 12 days overdue HIGH
S-021 (HVAC Equipment) Week 26 12 weeks Week 14 Pending 18 days HIGH
S-015 (Elevator Finishes) Week 30 10 weeks Week 16 Rejected, resubmit MEDIUM

Overall Project Schedule Status: ⚠️ AT RISK

RECOMMENDED ACTIONS

Immediate (This Week):

  1. 🔴 CRITICAL: Contact ABC Glazing (Mike Chen) regarding S-008 curtain wall submittal (12 days overdue, critical path item)
  2. 🔴 CRITICAL: Follow up with Mechanical Engineer (John Park) on S-021 HVAC equipment review (18 days in review, exceeds standard)
  3. 🔴 CRITICAL: Coordinate with Apex Electrical (Tom Rodriguez) on S-027 emergency generator submittal (5 days overdue)
  4. 🟡 HIGH: Schedule coordination meeting with architect to resolve S-015 (elevator finishes) and S-024 (lighting fixtures) rejections
  5. 🟡 HIGH: Verify S-031 and S-032 (roofing submittals) are on track for this week’s deadlines

PROJECT SUBMITTAL LOG EXPORT

Full submittal log available for download:

  • 📊 [Download Complete Submittal Log (Excel)]
  • 📄 [Download Submittal Status Report (PDF)]
  • 📅 [Sync to Project Management Software]

END OF SUBMITTAL STATUS DASHBOARD