How SubPro works, from before bid day to closeout.

It works the same way on every job. You send the project manual before bid day and every product in it gets its own row. After award those rows turn into the submittal log, the submittal packages and the record you close out with. Your team reviews the log before it goes out. SubPro does the reading, the assembling and the tracking. Your people keep the judgment.

Book a fit call See a sample submittal

The drafted submittal log for Maple Grove Elementary Addition: 88 submittals grouped by CSI division, every division collapsed with its row count, the left rail with the spec book, drawings and library beside it

Here's what it does, step by step.

Every step keeps the spec page attached to what it makes, so your team can check the work against the book.

Step 1

Reads every section and lists every product

You send the project manual as a PDF. SubPro reads it front to back and gives every product it calls for its own row, under the section that names it, with the manufacturers the book lists and the page number it came from. It only works from your document. Press Open source PDF on any row and the spec page opens with the requirement highlighted and quoted above it.

The whole project manual, any length
The page number stays with everything it finds
Your spec book is deleted by the time you get your deliverables

The Maple Grove project manual open at Section 07 27 26 Fluid Applied Membrane Air Barriers, page 18 of 45, the product data requirement highlighted on the page and quoted above it

Step 2

Turns the list into the submittal log

Each requirement turns into a row numbered by its spec section, with the type, a description, any flags and its status, grouped by division with the count beside each one. The manufacturers and products are already filled in, so nobody types them twice.

One row per requirement
Numbered by spec section
Grouped by division, with a status on every row

The drafted submittal log for Maple Grove Elementary Addition: Division 03 Concrete open to its five rows, each with its number, spec section, type, description and status, the other divisions collapsed

Step 3

Reads the schedules on the drawings

Send the drawing set as a PDF and SubPro reads the schedules on it: equipment, doors and hardware, finishes and fixtures, sorted by division with the sheet each row came from. Approve a row and it goes on the submittal log with its tag, make, model and quantity. When the drawings name a maker the spec book doesn't list, SubPro flags it as a possible RFI.

Every division's schedules, sorted for you
The sheet number on every row
A possible RFI flagged when the drawings and the spec book disagree

The Drawings tab for Maple Grove Elementary Addition with Division 23 HVAC picked: the rooftop unit schedule read from sheet M-601, RTU-1 and RTU-2 by Trane with model, quantity and capacity, each with Approve and Reject, the fan schedule below

Step 4

Builds one submittal package per row

Open a row and you see the manufacturers the spec book names, the page it came from and the transmittal it went out on. Press Create Submittal and SubPro matches product data, SDS sheets, manufacturer shop drawings, warranties and O&M manuals to the row, from your company's own library first and then the manufacturer database, puts them behind a transmittal filled in on your own form and makes it one PDF you can send from the app. The submittal goes out with the manufacturer's documents, not the cut sheet somebody saved from the last job.

Cover sheet filled from the log
Your company's own documents used first
Product data matched to the row
One PDF per submittal

Row 07 27 26-034.00 for the fluid applied membrane air barrier opened in SubPro: Tremco, Henry, Carlisle and Prosoco listed from the spec book, source page 18, sent under transmittal T-1 and approved, with the quoted requirement and Create Submittal beneath it

Step 5

Flags the rows that need your call

Things like an owner selection, a substitution request or a paragraph that can be read two ways get a flag, such as Low confidence or Detailed review required, and wait in Needs check for your PM. Open the row and the quoted paragraph and its page are right there, with Edit, Open source PDF, Create Submittal and Mark as submitted beside it. Everything else is ready for you to review, send and track.

A named flag on every row that needs a look
The source page is one click away
You make the call on every flagged row

The Needs check list on Maple Grove Elementary Addition with a substitution procedures row opened: flagged Low confidence, source page 4, the quoted paragraph, and Create Submittal, Mark as submitted, Edit and Open source PDF beneath it

Evidence Over Assumption: how you check the work.

Two things hold on every project, and they're both there for whoever reviews the log.

The rows show their page.

Open a row and press Open source PDF, and the spec page opens with the requirement highlighted. Your PE checks the row against the paragraph the same way they'd check a sub's work, so they're signing off on something they've actually seen.

We don't hold on to your files.

The spec book you upload is deleted by the time your deliverables are delivered. Nothing you send is used to train an AI model. You can read the full policy on the data handling page.

Ask the spec book a question.

The answer comes back with the page it's on.

Finding one requirement in a project manual can take a while, like the warranty term on the roofing, which sections call for field mockups, or what Division 01 says about resubmittals. Usually you're running keyword searches across a dozen PDFs until somebody calls the architect.

SubPro has already read the whole set, so you can just ask. The chat in the app answers from your spec book and your log, and every answer comes with the page it's on. If you ask where the extended warranty on door hardware is, you get the answer and the Section 08 71 00 page it's on. If you ask which rows are still flagged, it answers from the log.

It only answers from your documents, and the page is right next to the answer so anyone can check it. The questions that come up on every job are on the answers page.

One Record, from the spec book to closeout.

A submittal isn't done once it's sent. Reviews come back, revisions pile up and transmittals go out. SubPro keeps that history on each row while the job runs, so you can see what went out, what came back and which revision replaced which. The transmittal, every revision, the architect's response and the approval stay on that one row. Nobody digs through email to find out where a submittal stands.

Each row has the date it needs to be submitted by, in construction order. Items with long lead times get a last safe date, and SubPro warns you before a submittal gets late enough to hold up the job. When an addendum comes in, SubPro compares the new book to the old one section by section and only rereads what changed.

By turnover the record is already there: what was submitted, what the architect sent back and when each item moved. So closeout is mostly checking what's there. The whole lifecycle is on the submittal software page.

Questions about the method

Does SubPro keep my spec book after the job?

No. The spec book you upload is deleted by the time your deliverables are delivered. Keeping the project files is up to your own system.

How can a reviewer trust a drafted row?

Each row shows the spec page it came from, and a row without one gets flagged. The reviewer opens the page, reads the paragraph and confirms the requirement right there. Rows that need a decision are flagged with the reason why.

What files come out at the end?

Everything lives in the SubPro app: the log, the submittal packages, the schedule, the reviews and the closeout record. You can export the log to Excel at any time, and every submittal package is a PDF. The output page shows each file.

How do I see it on my own project?

Book a fit call and bring one spec book. SubPro runs it at no charge, and you see the submittal log and a submittal package built from your own book before you decide anything.

Is a person still reviewing?

Yes. SubPro drafts the log and organizes it. Your team confirms the requirements, decides on substitutions and owns what goes to the GC. SubPro won't catch everything, which is why the rows it could tie to a page show that page.

Try it on one of your projects.

Try it on your own project manual. You'll see the product list, the log and finished submittal packages before you commit to anything.

Book a fit call Open the sample project