Can the record be signed electronically?

Yes. Electronic signatures are generally enforceable under federal ESIGN and state e-signature laws. Ensure the signer demonstrates intent and consent and that the system captures an audit trail showing attribution and timestamp.

What evidence makes a signature valid?

A valid e-signature record includes signer intent, consent to conduct business electronically, clear attribution (email or authentication), and durable retention so the record can be reproduced for later review.

Who must retain these records?

Employers, billing entities, and service providers maintaining records tied to payroll or invoicing should retain copies per corporate policy, tax requirements, and any industry rules applicable to the engagement.

How long must records be kept?

Retain records at least to meet IRS and sector-specific minima; at minimum keep financial records three years from tax filing and follow longer retention for healthcare or litigation exposures.

How do I correct an entry after approval?

Create an amendment or correction entry that preserves the original record and captures who changed it, why, and when. Avoid deleting prior entries to maintain an auditable history.

Is notarization ever required?

Most Financial Hours Records do not require notarization. If a related affidavit, certification, or legal attestation is needed, follow state notary rules and witness requirements for that document.

Electronic Signature
Templates
Finance
Financial Hours Record

Financial Hours Record

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCIAL HOURS RECORD

Organization Name: Department:

Organization Address

Contact Person

Phone

Email

Employee / Contractor Information

Name

Employee ID

Title / Position

Department

Record Period & Project Allocation

Period Start: Period End:

Client / Project Name Project Code

Time Entries

Record each day worked for the period above. Enter start/end times to the nearest five minutes. Breaks are unpaid unless otherwise authorized. Hours recorded will be used for payroll and/or client billing as indicated.

Date	Day	Start	End	Break (hrs)	Regular Hours	Overtime Hours	Non-Billable	Billable	Hourly Rate	Amount

Total Regular Hours

Total Overtime Hours

Total Non-Billable Hours

Total Billable Hours

Subtotal Amount

Tax / VAT

Adjustments / Credits

Total Amount Due

Payment & Billing Instructions

Accepted payment methods (select all that apply): Check Wire Transfer Credit Card Direct Deposit

Late payment policy: Unpaid billable amounts are subject to a late fee equal to 1.5% of the outstanding balance per month, commencing 30 days after invoice submission. Any billing dispute must be submitted in writing within 15 days of receipt.

Notes / Terms & Conditions

Certification & Authorization

By signing below, the employee attests that the hours recorded on this Financial Hours Record are true, accurate, and were worked by the named employee or contractor during the stated period. Intentional falsification of hours is grounds for disciplinary action, including deduction of pay, termination, and, where applicable, recovery of billed amounts from clients. The approver certifies that, to the best of their knowledge, the work was performed and that billing and payroll actions may proceed in accordance with organizational policy.

Retention: This record will be retained in accordance with organizational financial recordkeeping policies and applicable law. Confidentiality: Time detail may contain sensitive information and must be handled in accordance with applicable confidentiality requirements.

Employee Printed Name:

By:

Date:

Approver Printed Name:

By:

Date:

What the Financial Hours Record Is and when it applies

A Financial Hours Record is a structured log used to record billable or tracked hours related to financial work, projects, or client engagements. It documents date, start and end times, activity descriptions, client or project codes, and approval signatures, and it serves as the basis for invoicing, payroll, audit trails, and regulatory review.

Why a clear Financial Hours Record matters

Accurate Financial Hours Records support correct billing, regulatory compliance, internal controls, and audit readiness. They reduce disputes, enable reliable cost allocation, and provide documented evidence for payroll, client invoices, and time-based compliance checks.

Typical users and stakeholders who rely on this record

Stakeholders also include clients, project managers, and external auditors who rely on consistent records to verify scope, rate application, and compliance with contracts.

Accounting and finance teams tracking project-related accounting and time allocations (internal control and audit readiness).
Consultants, advisors, and billable professionals who record client hours for invoicing and engagement reconciliation.
Payroll and HR staff who reconcile hours for compensation, overtime, and leave reporting.

Core components of a professional Financial Hours Record

A complete record combines time data, context, rates, authorization, and an audit trail so entries are verifiable for billing, payroll, or compliance purposes.

Date & Time

Exact date plus start and end times for each entry, using a consistent time zone and format so duration calculations are unambiguous and auditable.

Activity Detail

Concise description of work performed with project or task codes so reviewers can map effort to deliverables and justify billed items to clients or auditors.

Client / Project

Clear client or project identifier and billing code to ensure hours are allocated to the correct account and reflected properly on invoices.

Rate / Billing Type

Hourly rate, fee type (billable/non-billable), and any multiplier (overtime) recorded alongside hours to calculate amounts without separate lookups.

Approvals

Sign-off field(s) for supervisor or client approval with date and signer identity to establish authorization for invoicing or reimbursement.

Audit Metadata

Timestamped audit trail capturing who created or changed an entry, IP or device metadata, and reason for edits to preserve record integrity.

Essential fields to collect

Employee ID: Unique identifier

Date: MM/DD/YYYY

Start/End Time: HH:MM format

Project Code: Alphanumeric code

Billing Rate: Hourly dollar amount

Approver: Name and role

Step-by-step: completing and approving the record

Follow a consistent order to capture hours accurately, obtain approvals, and file the final record for billing or payroll.

01

1. Record time: Enter date, start/end times, and activity immediately after work.
02

2. Assign project: Apply the correct project or client code.
03

3. Add rate: Confirm hourly rate or billing type.
04

4. Request approval: Send to approver with any supporting notes.

Configuring an online Financial Hours Record workflow

Set up fields, validation, and routing so entries are standardized and automatically forwarded for approval and invoicing.

Field	Configuration
Date Field	MM/DD/YYYY validation
Time Fields	HH:MM format, duration calc
Project Selector	Dropdown linked to GL codes
Approval Routing	Sequential approver emails

Delivery options and technical requirements

Ensure the chosen platform supports required compliance (HIPAA BAA if needed), audit logs, retention controls, and secure export to your accounting system.

Formats supported: PDF, DOCX, XLSX
Integrations: CRM and ERP connections
Authentication: Email, SMS, or 2FA

Typical routing for signed Financial Hours Records

A predictable routing flow reduces delay: capture time, validate entries, obtain approvals, and push final records to accounting or payroll.

Capture: User fills record in web or mobile form.
Validate: Automated checks for missing fields.
Approve: Supervisor signs electronically.
Store: Export to accounting and archive.

Timelines and processing expectations

Establish firm cutoffs for submission and approval so payroll and billing cycles remain predictable and compliant.

Submission cutoff:

Set a standard date relative to payroll or invoice cycle.

Approval deadline:

Require approver action within a specified number of business days.

Billing batch:

Finalize approved hours before invoice generation.

Payroll integration:

Send approved records to payroll on scheduled runs.

Late entries:

Define policy for late submission and correction windows.

Consequences of incorrect or incomplete records

Billing disputes: Delayed payments

Payroll errors: Over/underpayment

Compliance risk: Regulatory scrutiny

Audit findings: Adjustments and penalties

Client trust: Reputational damage

Tax impact: Incorrect deductions

Common mistakes to avoid when preparing the record

Entering times without a time zone or inconsistent formats, which causes duration calculation errors and billing discrepancies.
Using informal project codes or free-text descriptions that prevent automatic mapping to accounting ledgers and slow invoice processing.
Missing or unsigned approvals that leave hours unapproved for payroll or create disputed invoices with clients.
Failing to retain an immutable audit trail of edits and approvals, which complicates investigations during audits or client disputes.

Real-world examples of how teams use Financial Hours Records

Practical examples show common adaptations for billing and audit trails across organizations.

Martin Properties

A property manager logs site inspection hours per property code to allocate maintenance costs precisely.

Weekly rollups feed the invoicing system automatically.
The practice reduced month-end reconciliation time and improved clarity on tenant billbacks for maintenance charges.

Fertility Centers of Illinois

A clinical operations team tracks staff hours by patient encounter and procedure type for grant reporting.

Entries include encounter IDs for traceability.
Structured records helped during an external audit and supported consistent billing to insurers and grant administrators.

Comparing eSignature providers for Financial Hours Records

Basic pricing and feature differences that matter when you need eSignature, audit trails, and compliance controls for hour records.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Available	Available	Contact vendor	Contact vendor
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Financial Hours Records

Answers to common questions about signature validity, retention, and correcting entries to help ensure compliant, auditable records.

Need help? Contact support

Can the record be signed electronically?
Yes. Electronic signatures are generally enforceable under federal ESIGN and state e-signature laws. Ensure the signer demonstrates intent and consent and that the system captures an audit trail showing attribution and timestamp.
What evidence makes a signature valid?
A valid e-signature record includes signer intent, consent to conduct business electronically, clear attribution (email or authentication), and durable retention so the record can be reproduced for later review.
Who must retain these records?
Employers, billing entities, and service providers maintaining records tied to payroll or invoicing should retain copies per corporate policy, tax requirements, and any industry rules applicable to the engagement.
How long must records be kept?
Retain records at least to meet IRS and sector-specific minima; at minimum keep financial records three years from tax filing and follow longer retention for healthcare or litigation exposures.
How do I correct an entry after approval?
Create an amendment or correction entry that preserves the original record and captures who changed it, why, and when. Avoid deleting prior entries to maintain an auditable history.
Is notarization ever required?
Most Financial Hours Records do not require notarization. If a related affidavit, certification, or legal attestation is needed, follow state notary rules and witness requirements for that document.

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