An efficient submittal review process is crucial for maintaining construction projects on schedule, within budget, and aligned with the design intent. Submittals, including drawings, documents, product data, samples, and mock-ups, are provided early in the project for review and approval prior to fabrication or installation. They communicate technical details, ensure compliance with specifications, and serve as formal documentation of approvals. When managed effectively, submittals reduce risk, prevent change orders, and uphold quality control throughout the construction life cycle.
The submittal workflow typically follows four stages. The general contractor collects submittals from subcontractors and verifies them against contract requirements and quality standards. A submittal coordinator then packages the documents, checks completeness, and routes them to the appropriate reviewer. The architect or engineer evaluates them for design and specification compliance, consulting external subconsultants as needed, and issues a disposition to approve, reject, or return them for resubmittal. Approved items are transmitted to the owner for confirmation and formal approval prior to installation.
Although this process is well established, it is often slowed by high volumes of documents and unclear review schedules. Delays in submittal review can jeopardize project timelines and budgets. Implementing a clearly defined workflow supported by modern digital tools helps standardize submissions, streamline reviews, and minimize manual handoffs—keeping teams aligned and projects on track.
Six ways to improve the submittal review process
1. Establish a clear submittal workflow
Start by identifying which submittals are required and who needs to review them. Assign responsibilities early—some submittals may go to specialty consultants, while others are for record only. Mapping this out with a simple flowchart or submittal register helps clarify the process, surface bottlenecks, and keep everyone aligned. Bring in your key stakeholders—owners, contractors, and the design team—when shaping the workflow. Their input ensures a smoother process and helps avoid confusion down the line. Once finalized, provide training so everyone understands their role. Using a centralized construction management software solution can streamline this process even further. Digital tools make it easy to track approvals, manage revisions, and maintain an audit trail—all in one place—so teams stay in sync and work stays on schedule.
2. Clarify which submittals need to be reviewed
Before the review process begins, distinguish between submittals that need formal evaluation and those submitted for record only. Not every submittal will go to the same reviewer—some may require input from specialty consultants or external professionals. Identifying these distinctions early helps the submittal coordinator route documents efficiently and prevent delays.
To support this process, maintain a detailed submittal log (or register). This centralized record should track all drawings, samples, and documents submitted for review or documentation purposes. A well-structured log helps teams monitor approval status, priority levels, submittal types, relevant spec sections, and reviewer assignments. It also creates a reliable audit trail, enhancing transparency and giving owners clear visibility into the status of each submission.
3. Appoint the right submittal coordinator
The submittal coordinator plays a critical role in maintaining momentum and communication across all stakeholders, especially the architect/engineer (A/E) team. This role ensures that documents are routed promptly, feedback is addressed, and reviews progress on schedule. The A/E team evaluates each submittal for compliance with design intent, specifications, and quality standards, consulting external subconsultants when specialized input is required.
The coordinator should be an experienced professional with strong organizational and technical skills. As the project progresses, this responsibility may shift—from someone focused on design coordination in early stages to a coordinator experienced in field operations during construction. In larger programs, multiple coordinators may manage different scopes or phases.
Modern construction management software supports this flexibility by allowing responsibilities to be reassigned without disrupting workflow. A shared digital workspace preserves submission histories, review status, and role assignments, ensuring smooth handoffs and continuity throughout the process.
4. Keep submittal schedules in sync with project timelines
Your submittal review schedule should align closely with your construction timeline. Prioritize submittals tied to early-phase work or materials with long lead times—delays in reviewing these can ripple through the rest of the schedule. Keep in mind that project timelines often shift, so your submittal deadlines should be flexible enough to adapt as needed.
Don’t overlook the importance of transmittals, either. These formal cover sheets document who sent the submittal, who it’s for, what’s included, and any relevant tracking details or references. A clear transmittal helps avoid confusion, provides proof of submission, and ensures everyone is aligned on what was delivered and when.
A construction project management software solution can streamline this by linking submittals and transmittals to project specs and organizing everything in a centralized system. This helps keep everyone informed, reduces versioning issues, and ensures teams always have access to the latest information.
5. Shift submittals to a digital workflow
Moving the submittal process online saves time, reduces costs, and improves accuracy. Most documents—such as drawings, specifications, and product data—can be reviewed electronically, minimizing the need for printing and physical delivery. For materials or mock-ups that still require in-person evaluation, the associated documentation should be digitized for traceability and record-keeping purposes.
Construction project management software that supports version control, role-based access, and audit trails gives teams better visibility into review status and history. Reviewers can comment, approve, or request revisions within a defined workflow, helping the project advance efficiently and with fewer errors. Automated notifications and in-app reminders further support this process by alerting team members to pending or overdue tasks, ensuring timely action, and preventing schedule slippage
6. Ensuring clear communication and accountability
Miscommunication is one of the most common causes of delays in the submittal process. Set expectations early by asking team members to share their preferred method of urgent communication, whether that’s email, text, or a phone call, and circulate this to the broader team. Also, make submittal reviews a standing topic in your Owner–Architect–Contractor (OAC) meetings. Regular check-ins in a collaborative, blame-free environment help identify roadblocks early, clarify responsibilities, and keep everyone accountable.
Wrapping up
A successful submittal process starts with clear workflows, defined responsibilities, and open communication. By laying the groundwork early and staying organized throughout, owners can minimize delays, reduce risk, and keep projects moving forward. Modern construction program management software solutions, such as Aurigo Masterworks, bring structure and flexibility to this process. From managing submittals and transmittals to tracking approvals and deadlines, everything lives in one centralized system. With customizable workflows, support for multiple contracts or scopes of work, and the ability to reassign coordinators as projects evolve, Masterworks adapts to the way you work. By combining the right tools with the best practices outlined above, you’ll be well-positioned to deliver quality work on time and with confidence.
