What is Outsource Construction Submittal Package
- Michelle M
- 3 days ago
- 6 min read
As projects grow more complex and timelines get tighter, contractors, engineers, and project managers are constantly looking for ways to reduce overhead while maintaining high standards. One of the growing trends in the construction industry is to outsource construction submittal package.
If you're unfamiliar with the concept or if you're curious about whether it's the right move for your business, you're in the right place. This blog explores everything you need to know about outsourcing construction submittal packages: what they are, why they matter, and how outsourcing this part of your workflow can benefit your construction business.
What is a Construction Submittal Package?
Before diving into outsourcing, it’s important to understand what a submittal package is and why it’s essential to the construction process.
A construction submittal package is a set of documents that a contractor submits to an architect, engineer, or project owner for approval before any procurement, fabrication, or installation begins. It typically includes:
Product data
Shop drawings
Material samples
Certifications
Operation and maintenance manuals
Warranty information
These documents confirm that the contractor intends to use the correct materials, systems, and equipment as specified in the construction documents. Submittals also provide a final review opportunity before installation, helping ensure that everything aligns with the project design and requirements.
The Traditional Submittal Process
In a traditional workflow, the contractor or subcontractor prepares the submittal documentation. This involves gathering all manufacturer cut sheets, drafting shop drawings, annotating where needed, filling out submittal forms, and coordinating with vendors or suppliers.
Once compiled, the submittal package is sent through a chain of reviews, which may include:
Internal review by the general contractor
Review by the architect or design team
Review and approval by the owner or client
This process is not just administrative. It is technical, detailed, and vital to avoiding costly errors, rework, or delays. For many contractors, managing submittals is one of the most tedious yet important parts of the job.
Challenges of Managing Submittals In-House
Managing submittals in-house sounds ideal until you realize how resource-heavy and time-consuming the process can be. Common challenges include:
1. Lack of Specialized Staff
Not every construction firm has a dedicated document control specialist or project engineer with the skills to prepare accurate, code-compliant submittals. Relying on field staff or project managers to handle this can pull them away from core responsibilities.
2. Time Constraints
Submittals often come with tight deadlines. Managing multiple packages at once, each with its own list of specifications and standards, can overwhelm even the most organized teams.
3. Risk of Errors
Manual data entry, incorrect formatting, or using outdated documentation can lead to submittals being rejected. Each rejection adds days, sometimes weeks, to the project timeline.
4. Limited Software and Tools
Smaller firms may lack access to construction software like Procore, Bluebeam, or Submittal Exchange. Without these tools, document tracking, markups, and version control become more difficult.
5. Client Expectations
Today’s clients expect digital submittals that are clean, professional, and well-organized. A sloppy or delayed submittal package can damage client trust and affect your firm's reputation.
What Does it Mean to Outsource a Submittal Package?
Outsourcing a construction submittal package means hiring an external specialist or firm to handle the creation, formatting, coordination, and submission of your submittal documents. These professionals understand construction documentation, manufacturer specifications, industry codes, and submittal formatting.
They work closely with your team to:
Interpret project specifications
Coordinate with vendors and suppliers
Create or annotate shop drawings
Format documents per contract requirements
Prepare and deliver digital submittals for review
Outsourcing can be done on a per-project basis or as an ongoing service. Depending on your needs, you might outsource just part of the submittal process or the entire package preparation.
Benefits of Outsourcing Submittal Packages
Outsourcing is not just about saving time. It’s a strategic decision that can improve accuracy, compliance, and overall project performance. Here are some of the biggest benefits:
1. Expert-Level Accuracy
Submittal consultants and documentation specialists are well-versed in industry standards. They know what architects, engineers, and clients expect. This results in cleaner, more accurate submittals that are approved faster.
2. Increased Efficiency
An outsourced partner can process multiple packages simultaneously while your team focuses on the fieldwork. This increases your ability to keep up with tight schedules and overlapping deadlines.
3. Reduced Rework and Delays
Because outsourced professionals are experienced with different construction specs and codes, they’re less likely to make mistakes. Fewer rejections and revisions mean fewer delays in material procurement and installation.
4. Cost Savings
You may think outsourcing is expensive, but in many cases, it costs less than hiring a full-time documentation team. You avoid the overhead of training, software, salaries, and benefits while still getting high-quality work.
5. Scalability
As your projects grow or overlap, your documentation needs increase. Outsourcing gives you the flexibility to scale up or down based on workload without hiring or laying off staff.
6. Better Presentation
Professional submittal firms produce clean, polished documents. This boosts your professionalism and strengthens your brand image with owners and architects.
7. Integration with Project Management Tools
Many submittal services integrate directly with platforms like Procore, PlanGrid, or Buildertrend. This makes it easy to track document status, automate workflows, and share information with your team.
Who Should Consider Outsourcing Submittals?
Outsourcing is not just for large corporations. In fact, it can be especially helpful for:
Small to medium-sized contractors who lack internal documentation resources
Busy general contractors juggling multiple projects at once
Trade subcontractors such as HVAC, electrical, plumbing, or fire protection teams
Design-build firms who want to maintain control over design and compliance
Firms working on public sector projects with strict submittal formatting and review standards
If your team is spending too much time on paperwork or you’ve experienced project
delays due to submittal issues, outsourcing might be the best solution.
What to Look for in a Submittal Outsourcing Partner
Choosing the right partner is key to a smooth outsourcing experience. Look for the following qualities:
1. Industry Knowledge
They should understand construction terminology, codes, submittal types, and trade-specific nuances.
2. Experience with Construction Software
Ideally, they should know how to work within your preferred platforms, whether it’s Procore, Submittal Exchange, or Bluebeam.
3. Attention to Detail
Accuracy and consistency are critical. A good partner double-checks everything before submission.
4. Communication Skills
They should be responsive, proactive, and capable of coordinating with your team, vendors, and project stakeholders.
5. Turnaround Time
Submittals are time-sensitive. Ask about average turnaround times and rush order availability.
6. Pricing Transparency
You should receive clear pricing whether it’s per submittal, per hour, or per project. Avoid hidden fees or vague contracts.
How the Process Works: A Typical Workflow
Outsourcing submittals doesn’t mean losing control. In fact, the best partners will keep you in the loop every step of the way. Here’s how a typical workflow might look:
Initial ConsultationYou share project specs, contract requirements, and any templates or preferences.
Specification ReviewThe outsourcing team reviews division specs to determine required submittals.
Vendor CoordinationThey contact manufacturers or vendors to gather cut sheets, certifications, or samples.
Document PreparationShop drawings are annotated, forms are filled, and packages are formatted.
Review and ApprovalYou receive a draft for internal review before it’s sent out to architects or engineers.
Tracking and Follow-UpThe outsourcing team can help track reviewer comments, update documents, and prepare resubmittals if needed.
Common Misconceptions About Outsourcing Submittals
Let’s clear up a few myths:
It’s Only for Big Companies
False. Even one-person subcontractors benefit from outsourcing their documentation.
You Lose Control of the Process
On the contrary, you gain visibility and structure. Good partners work under your direction.
It’s Too Expensive
In many cases, it’s more cost-effective than hiring and training internal staff.
It Creates Delays
A professional partner often works faster than in-house teams juggling multiple roles.
Conclusion - Outsource Construction Submittal Package
The construction industry is evolving, and firms that adapt their workflows will stay ahead of the curve. Outsourcing submittal packages is not just a trend. It is a smart, strategic advantage. It frees up time, ensures compliance, and helps you deliver better results faster.
Whether you’re a growing contractor looking to reduce paperwork or a seasoned GC managing multiple jobs, outsourcing submittals can streamline your workflow and protect your bottom line.
Make it part of your strategy and you’ll see fewer rejections, smoother approvals, and more time to focus on what matters most: building.
Subscribe and share your thoughts and experiences in the comments!
Professional Project Manager Templates are available here
Comments