How to Track Construction Submittals Without Spreadsheets

How to Track Construction Submittals Without Spreadsheets

Published by Bid-to-Build

Ask almost any project manager what keeps them awake at night, and you'll hear the same answer:

"Where are we at on submittals?"

Submittals are one of the first major milestones after a project is awarded, and they influence nearly every procurement decision that follows.

If submittals stall, purchasing stalls.

If purchasing stalls, manufacturing stalls.

If manufacturing stalls, the project schedule starts slipping.

Yet many contractors still rely on spreadsheets, handwritten notes, and inbox folders to manage hundreds—or even thousands—of submittal documents.

There is a better way.

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What Is a Construction Submittal?

A construction submittal is documentation submitted to the architect or engineer to verify that products, materials, and equipment meet the project's specifications before they are purchased or installed.

Typical submittals include:

* Product data sheets
* Shop drawings
* Equipment cutsheets
* Samples
* Manufacturer specifications
* Certifications
* Test data

Submittals protect everyone involved by confirming that the correct products will be installed before money is spent.

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Why Submittals Matter

No contractor wants to order a $150,000 piece of equipment only to discover it wasn't approved.

Submittals reduce that risk.

Most procurement cannot move forward until the required submittals have been reviewed.

That means submittals are directly tied to:

* Material purchasing
* Manufacturing schedules
* Delivery dates
* Installation sequencing
* Project completion

One delayed approval can affect dozens of downstream activities.

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The Typical Submittal Workflow

Most projects follow a similar process:

1. Contractor prepares the submittal.
2. Vendor provides supporting documentation.
3. Contractor reviews for completeness.
4. Submittal is sent to the engineer or architect.
5. Design team reviews the package.
6. Comments are returned.
7. Contractor responds if revisions are required.
8. Final approval is received.
9. Purchasing begins.

On paper, it's straightforward.

In reality, multiple versions, emails, and revisions can quickly become difficult to manage.

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The Spreadsheet Problem

Many contractors use Excel to track submittals.

A spreadsheet may include:

* Specification section
* Equipment name
* Vendor
* Date submitted
* Date returned
* Approval status
* Purchase order number
* Notes

The spreadsheet itself isn't the issue.

The issue is everything that happens outside the spreadsheet.

Vendor emails.

Engineer comments.

Revised shop drawings.

Additional attachments.

Approval notices.

Every update requires someone to manually open the spreadsheet and enter new information.

When people are busy, updates get missed.

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Common Submittal Mistakes

Waiting Too Long to Submit

Long-lead equipment should be prioritized immediately after award.

Every week lost during submittals reduces schedule flexibility later.

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Losing Track of Revisions

Multiple versions create confusion.

Teams sometimes purchase equipment from outdated submittals because revised approvals were overlooked.

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Missing Engineer Comments

An approval marked "Approved as Noted" still requires attention.

Ignoring review comments can lead to installation issues later.

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Poor Communication

Project managers, coordinators, purchasing staff, and field supervisors all need visibility into submittal status.

When information lives in one person's inbox, everyone else is working with incomplete information.

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What a Modern Submittal Tracking System Should Do

Instead of relying on manual updates, modern software should help teams:

* Track every submittal package
* Record approval status
* Store all revisions in one location
* Link vendor emails to the correct project
* Notify team members of changes
* Organize supporting documents
* Maintain a complete activity history

The goal isn't just organization.

It's visibility.

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How Email Fits Into the Process

Most submittal activity still happens through Outlook or Gmail.

A supplier sends revised shop drawings.

The engineer responds with comments.

A manufacturer provides updated product data.

These emails contain critical project information.

The challenge is making sure those updates don't remain trapped inside individual inboxes.

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How Bid-to-Build Simplifies Submittal Management

Bid-to-Build was built specifically for MEP contractors who manage procurement through email.

The platform connects to Outlook 365 or Gmail, reviews procurement-related emails, and creates AI Review suggestions before anything changes in your project records.

Your team remains in control by reviewing and approving every suggested update.

Submittal packages, procurement status, supporting documents, and project communication stay organized in one centralized workspace instead of scattered across inboxes and spreadsheets.

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Final Thoughts

Submittals aren't just paperwork.

They're the foundation of successful procurement.

The better your team manages approvals, revisions, and communication, the smoother purchasing, manufacturing, shipping, and installation become.

If your current process depends on someone remembering to update a spreadsheet after reading an email, there's a better way.

Modern procurement software gives every project team member visibility into where submittals stand—without relying on memory alone.

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Ready to Improve Your Submittal Process?

Bid-to-Build helps Mechanical, Electrical, and Plumbing contractors organize submittals, procurement, shipping, closeout, and project communication in one place.

Schedule a demo today and see how Bid-to-Build can help your team spend less time updating spreadsheets and more time managing projects.