How To Manage Equipment Submittals

A practical workflow for tracking submittals from request through approval.

By BuildVision Team · Last updated March 2026

Short answer: Create a centralized submittal log, request documentation from suppliers with clear spec references, review against project requirements before forwarding to the engineer, and track status through approval with lead time visibility.

Step 1: Create a submittal log

Establish a single source of truth for all required equipment submittals. Include equipment tag, description, supplier, due date, current status, and linked specification sections.

Step 2: Request submittals from suppliers

Send formal requests with clear references to the project specifications. Include relevant schedule pages and highlight required data points so suppliers provide complete packages the first time.

Step 3: Review against specifications

Before forwarding to the engineer, verify that submittal data matches specification requirements. Catch discrepancies early to avoid rejection delays.

Step 4: Track approval status

Monitor submittals through the review cycle. Common statuses include submitted, under review, approved, approved as noted, revise and resubmit, and rejected. Handle resubmissions promptly.

Step 5: Release for procurement

Once approved, release equipment for ordering. Track lead times against the construction schedule to identify potential conflicts early.