Building It Right the First Time: The Critical Role of Construction Submittals in Roofing Projects

In the roofing industry, where safety, durability, and quality must meet uncompromising standards, construction submittals are far more than paperwork—they are the backbone of successful project delivery. Too often seen as administrative hurdles, submittals protect roofing contractors, design teams, and building owners by ensuring that every element of the roofing system aligns with project specifications, safety regulations, and client expectations.

Understanding and managing the submittal process can distinguish between flawless installation and costly rework, whether managing a multi-million-dollar commercial build or a complex retrofit.

What Are Construction Submittals—and Why Do They Matter?

Construction submittals are detailed documents, shop drawings, product data, samples, and certifications submitted for approval before a product is installed or constructed. In roofing, this could include:

• Roof membrane and insulation data

• Manufacturer system approvals

• Fastener layout and uplift performance details

• Fire ratings, environmental certifications, or reflectivity values

These items are essential to verify that the materials match the design intent and comply with codes, warranties, and performance standards.

The Three Pillars of Roofing Submittals

1. Safety

Submittals help confirm that roofing systems meet uplift requirements, fire resistance, and load tolerances. This documentation protects the crew during installation and the building occupants long after the project is completed.

2. Quality Assurance

Submittals align field execution with the design. They ensure that the correct products are used and that materials are installed in accordance with manufacturer guidelines—preserving warranties and ensuring long-term performance.

3. Project Management

Properly tracked and approved submittals keep projects on schedule. Missed or delayed submittals can cause material delivery holdups, change orders, or regulatory compliance issues.

Who Benefits from a Strong Submittal Process?

• Architects & Engineers: 

• Shop drawings provide granular clarity, ensuring the contractor's interpretations align with the original design vision.

• Roofing Contractors: 

• Submittals confirm system compatibility, limit liability, and provide documentation for inspections, audits, and warranty validation.

• Owners & GC Teams:

•  Reviewed and approved submittals to help maintain schedule, mitigate cost overruns, and preserve long-term building integrity.

The Roofing Submittal Workflow

1. Planning Phase

Architects and engineers define the required submittals in the project specifications. Key items, such as product cut sheets or mockups, are flagged early.

2. Contractor Preparation & Internal Review

Roofing contractors gather all required submittals and verify that products meet design intent. Any substitutions or deviations must be clearly explained and justified.

3. Design Team Review & Approval

The design team evaluates whether submittals meet technical and aesthetic standards. Approval allows material ordering and installation to proceed.

What Happens When Products Change?

Substitution Requests:

If the specified product is unavailable or a better alternative emerges, contractors can propose a substitution—often to improve lead times, performance, or pricing. The substitute must meet or exceed performance and warranty standards.

Change Orders:

If the substitution impacts project cost, timeline, or scope, a formal change order is required. This keeps all stakeholders aligned and avoids project disruptions.

2025 and Beyond: Submittals in the Digital Age

Modern roofing projects increasingly rely on cloud-based platforms like Procore, Autodesk Construction Cloud, or Buildertrend to manage submittals. These tools improve transparency, speed up approvals, and allow easier collaboration.

Emerging Best Practices:

• Digital Tracking: Real-time status updates and automated notifications reduce the chance of missed deadlines.

• AI-Enhanced Reviews: Some platforms now integrate AI to flag missing components or deviations from specifications.

• Submittal Standardization: More roofing manufacturers are streamlining pre-approved system packages for faster turnaround.

Final Thoughts

Construction submittals aren't a formality—they are a safeguard. For roofing contractors, mastering the submittal process protects the job, enhances professionalism, improves communication, and boosts project outcomes.

As the industry shifts toward higher performance standards and faster timelines, roofing contractors who embrace robust submittal procedures—and the digital tools that support them—will set themselves apart as trusted, reliable partners on every project.