After more than 20 years working in construction, I understood what submittals were. What I hadn't fully appreciated until I began exploring construction technology platforms such as Procore was just how important submittals are to project controls, accountability, and digital workflows.
Like many people new to construction software, I initially viewed a submittal as simply another project document.
In reality, a submittal is much more than that.
Submittals are a critical part of quality control. They help ensure that the products, materials, and equipment being installed on a project meet the requirements specified by the design team.
In this guide, we'll explain what submittals are, why they exist, who is responsible for them, and why they are such an important part of construction project delivery.
What Is a Submittal?
A submittal is information provided by a contractor for review and approval before materials, equipment, or systems are installed on a project.
In simple terms:
A submittal is how a contractor demonstrates that what they plan to install meets the project requirements.
Submittals create a formal review process between the contractor and the design team.
Why Do Submittals Exist?
Construction projects are designed using:
- Drawings
- Specifications
- Schedules
- Design requirements
However, these documents often specify performance requirements rather than individual products.
The contractor must demonstrate that the selected products comply with those requirements.
Submittals provide the mechanism for that review.
Without submittals, materials could be ordered and installed before anyone verifies they meet the project specifications.
A Simple Example
Imagine the specification requires:
Acoustic ceiling tiles with specific fire and acoustic ratings.
The contractor selects a product from a manufacturer.
Before ordering the material, the contractor submits:
- Product data sheets
- Technical specifications
- Manufacturer information
The design team reviews the information and determines whether the product meets the project requirements.
Only after review can the material proceed through the approval process.
Who Creates Submittals?
Submittals are usually prepared by:
- Subcontractors
- Suppliers
- Manufacturers
The information is then reviewed by the main contractor before being formally submitted to the design team.
This review process helps ensure:
- Information is complete
- Incorrect products are identified early
- Questions are resolved before review
What Types of Information Are Submitted?
Submittals can include many different types of documents.
Product Data
Manufacturer documentation that describes a product's features and performance.
Examples include:
- Doors
- Lighting fixtures
- HVAC equipment
- Roofing systems
Shop Drawings
Detailed drawings prepared by manufacturers or subcontractors showing how components will be fabricated or installed.
Examples include:
- Structural steel
- Joinery
- Curtain walling
- Mechanical systems
Unlike design drawings, shop drawings focus on construction and installation details.
Samples
Physical samples may be submitted for review.
Examples include:
- Paint colours
- Floor finishes
- Ceiling tiles
- Brick samples
Mock-Ups
Sometimes a section of the work is built for review before full installation begins.
Examples include:
- Facades
- Typical rooms
- Bathroom layouts
- Feature walls
Mock-ups help verify quality, workmanship, and appearance.
What Happens During the Review Process?
A typical submittal workflow looks like this:
- Contractor prepares the submittal.
- Information is submitted for review.
- The design team reviews the submission.
- A decision is issued.
- The contractor proceeds based on that decision.
The review may result in several outcomes.
Approved
The submitted information satisfies the project requirements.
Work can proceed.
Approved as Noted
The submission is acceptable, but comments must be incorporated.
Work may proceed while addressing the review comments.
Revise and Resubmit
Additional information or corrections are required.
The submittal must be updated and submitted again.
Rejected
The submitted information does not meet project requirements and cannot proceed.
Why Are Submittals Important?
Some people see submittals as administrative paperwork.
They're actually one of the most important quality control processes on a project.
Submittals help:
- Ensure products meet specifications
- Prevent incorrect materials from being installed
- Improve quality control
- Reduce project risk
- Create documented approvals
- Avoid expensive rework
Without a structured submittal process, many mistakes would only be discovered after installation.
What's the Difference Between an RFI and a Submittal?
This is one of the most common areas of confusion for people learning construction technology.
The simplest explanation is:
RFIs Ask Questions
When information is unclear, an RFI seeks clarification.
Example:
Which finish should be used in this room?
Submittals Request Approval
When a product has been selected, a submittal seeks approval.
Example:
Can this ceiling tile be used on the project?
Think of It Like This
Need clarification? → RFI
Need approval? → Submittal
Related Reading: 👉 What Is an RFI? Explained in Plain English
Common Beginner Mistakes
Mistake #1: Thinking Submittals Are Just Documents
Many people assume a submittal is simply a document that gets uploaded for review.
In reality, a submittal is part of an approval process designed to ensure that products, materials, and equipment comply with project requirements before they are purchased and installed.
The product data sheets, shop drawings, samples, and technical information are simply the information being reviewed.
The process begins when a contractor selects a product and prepares the required documentation. The submission is then reviewed by the design team, who may approve it, request revisions, or reject it.
Only after the review process is complete can the contractor proceed with ordering and installing the material.
Mistake #2: Ordering Materials Before Approval
A contractor may believe a product meets requirements.
The reviewer may disagree.
Ordering materials before approval can create delays and additional costs.
Mistake #3: Ignoring Review Comments
An "Approved as Noted" response still contains comments that need attention.
Failing to address those comments can create problems later.
Mistake #4: Confusing RFIs and Submittals
Many people assume they're interchangeable.
They're not.
RFIs seek answers.
Submittals seek approval.
What Confused Me Initially
One thing that surprised me while learning construction technology was how heavily construction projects rely on formal approval processes.
Despite having over 20 years of construction experience and 7 years in IT support, I initially viewed submittals as administrative paperwork rather than a critical project control process.
My thinking was simple:
"If the product meets the specification, why not just install it?"
What I eventually realised was that submittals create accountability.
They provide a documented review process that allows everyone involved to see:
- What was submitted
- Who reviewed it
- What comments were issued
- What was approved
That visibility helps protect contractors, consultants, owners, and project teams throughout the project lifecycle.
How Procore Handles Submittals
In Procore, the Submittals tool helps teams:
- Create submittals
- Build submittal packages
- Assign reviewers
- Monitor review status
- Track overdue reviews
- Maintain a complete approval history
The software doesn't create the process.
It simply provides a structured way to manage it.
Related Reading: 👉 What Is Procore? A Beginner's Guide for Construction Professionals
Final Thoughts
Submittals exist for one simple reason:
To ensure the right products are installed correctly.
While they may sometimes feel like paperwork, they play a vital role in maintaining project quality and reducing risk.
Without submittals, many issues would only be identified after installation, when corrections become far more expensive.
That's why understanding submittals is important whether you're a Project Manager, Site Manager, Engineer, Subcontractor, or someone learning construction technology for the first time.
