What Is a Submittal Tracker and Why Every Contractor Needs One

Streamline your construction submittal tracking using TaskTag. This step-by-step guide shows you how to manage submittals—from fixtures to HVAC approvals—in one searchable project hub. Eliminate lost emails, confusing version control, and approval delays.

Who this is for: General contractors, project engineers, architects, MEP consultants, subcontractors, and vendors collaborating on commercial construction projects.

What this solves: Submittals are critical for quality control and compliance. But in reality, they’re often managed through email threads, scattered folders, and outdated file versions — all of which create risk. TaskTag offers a real-time, collaborative submittal tracker that ties discussions, files, and approvals to specific tasks — while keeping access tightly controlled.

The Common Pitfalls of Managing Construction Submittals Manually

Submittals are essential — but almost always disorganized.

• Files are sent via email, discussed in calls, and saved to different folders
• Consultants lose track of which version they reviewed
• Subcontractors don’t know if something’s approved or still pending
• Files get lost or overwritten when team members leave
• There’s no clear record of who approved what, and when

This leads to rework, RFIs, delays, and even liability if the wrong product installs.

The Ideal Submittal Tracking Workflow Using TaskTag

With this setup in TaskTag:

• A project is created for submittals for the job (e.g. 'West Tower Submittals')
• Each submittal is tracked as a task: HVAC, lighting, fixtures, etc.
• Stakeholders like architects and engineers are added to the project
• Specific vendors or subcontractors are added to only their relevant tasks
• Files, photos, and discussions are posted directly in the task
• Final approved submittals are uploaded, and the task is marked complete
• The project becomes a live archive of all approved submittals — searchable, centralized, and shareable

Step 1: Set Up a Dedicated Submittal Project in TaskTag

Use TaskTag to create a project to organize your submittals for the job.

Use a project name like:

• West Tower - Submittals
• Midtown Office - Submittal Tracker
• Project XYZ - Submittals & Approvals

This project will act as your central hub for tracking all submittals on the job.

Step 2: Log Each Submittal Package as a Separate Task

Examples:

• Submittal - HVAC Equipment
• Submittal - Light Fixtures
• Submittal - Fire Rated Doors
• Submittal - Plumbing Trim

Each task will hold all files, comments, and approvals related to that trade's submittals.

Step 3: Add Submittal Details, Status, and Dates in the Task Description

Include:

• Submittal scope (spec section, CSI code, etc.)
• Who submitted it and when
• Required turnaround time
• Notes on resubmittals if applicable

Example:

Spec: 23 81 00 – Split-System HVAC

Submitted by: ABC Mechanical on 6/28

Status: Initial review

Response due: 7/5

Step 4: Upload Submittal Documents, Photos, and Reviewer Comments

Upload:

• Submittal PDFs
• Cut sheets
• Product photos
• Markup images
• Review comments

Use chat or task comments to add clarifications, questions, or markup screenshots.

Step 5: Assign the Submittal Task

Assign to:

• The subcontractor/vendor who submitted the file
• The architect or engineer responsible for review
• The PM or PE managing the flow

This creates clarity and accountability.

Make sure to connect with your assignees beforehand! You'll need to do that to assign them to the tasks.

Step 6: Manage User Permissions Based on Roles and Responsibilities

• Add architects, engineers, and consultants to the full project — so they can see all submittals
• Add vendors/subs as editors/viewers on only their specific tasks
• Limit visibility so each party sees only what they need to act on

This keeps things secure, tidy, and focused.

Step 7: Mark Submittals as Approved and Move to Done Status

Once the final, approved submittal is uploaded:

• Add a comment noting approval
• Upload the stamped PDF or final version
• Mark the task as “complete”

This gives your team a clear, timestamped archive of what was approved.

Example: Tracking and Approving an HVAC Submittal in TaskTag

Project: West Tower - Submittals

Task: Submittal - HVAC Equipment

Submittal Tracker Best Practices for Contractors and PMs

One task per submittal

Keeps timelines, versions, and communication clean

Include photos or screenshots of markups

Helps clarify feedback quickly

Use tags like #approved, #resubmitted, #pending_review

Helps filter submittals by status

Use the project as your cloud archive

No more digging through folders or inboxes

Control access intentionally

Consultants get full access, vendors only see their tasks

Use comments to log approvals

Creates a timeline of decisions

Checklist: What to Review Before Marking a Submittal Task as Done

• [ ] Project created for submittals
• [ ] Tasks created for each trade/submittal
• [ ] Files and photos uploaded to each task
• [ ] Roles assigned clearly (submitter, reviewer, manager)
• [ ] Comments used for version tracking and approvals
• [ ] Tasks marked complete when approved
• [ ] Project acts as a full, searchable archive

Why a Digital Submittal Tracker Boosts Construction Efficiency

No more lost submittals — Everything is centralized and searchable

Eliminates email chains and folder chaos

Improves collaboration with consultants

Creates a permanent record of approvals — tied to your project timeline

Saves time — You don’t need to re-download, rename, or re-upload files

Reduces risk — You know exactly which version was approved, and when

“Submittals don’t have to be a black hole. With TaskTag, they become a transparent, collaborative, and fully documented workflow.”

Frequently Asked Questions (FAQs)

1. How do I keep track of multiple submittal versions in TaskTag?
Use the comments section of each TaskTag submittal task to log updates, attach revised files, and track version history. This keeps everything organized in one place and ensures a clear audit trail.

2. Can I control who sees or edits submittal tasks?
Yes. TaskTag allows you to assign roles and control visibility so only relevant team members, vendors, or clients can view or edit each submittal. This improves security and reduces.

Next Guide: Timesheet Tracker Workflow