Can a timesheet be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are legally effective when intent and attribution are demonstrable and the record is retained.

What makes an e-signature legally binding?

An e-signature must show intent to sign, consent to an electronic transaction, attribution to the signer, and retention that reproduces the record, consistent with the ESIGN four‑part test.

Are HIPAA safeguards required?

If the timesheet contains protected health information, apply a Business Associate Agreement and retain audit trails; HIPAA requires safeguards and six‑year retention (45 CFR §164.530(j)).

How do I correct a submitted timesheet?

Create a corrected record with a reconciliation note and require re-approval from the client and internal approver to maintain an auditable change history.

When is notarization necessary?

Notarization is rarely required for routine timesheets but may be needed if the agreement grants powers or contains notarization clauses; verify state notary rules before adding the requirement.

How can an agreement be revoked or cancelled?

Revocation or cancellation should follow the contract's termination clause; when parties consent electronically, record the revocation in writing and preserve the signed revocation along with the original file.

Electronic Signature
Templates
HR
Timesheet and Client Agreement

Timesheet and Client Agreement

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

What the Timesheet and Client Agreement Is

A Timesheet and Client Agreement combines a record of hours worked with the contractual terms that govern deliverables, rates, invoicing, and approval. It documents time entries, billing rates, project or task codes, and client acceptance language so hours become billable obligations. The form is used by employers, contractors, agencies, and clients to align expectations, capture approvals, and create an auditable record for payroll, invoicing, and tax reporting. When completed accurately and retained, it supports compliance with wage laws, tax reporting, and contract enforcement.

Why this Combined Timesheet and Client Agreement Matters

Combining timesheet detail with client acceptance reduces disputes, speeds invoicing, and creates a single source of truth for hours, rates, and approvals. A clear agreement section clarifies billing terms, late fees, and change-order handling to limit downstream disagreements.

Who typically completes a Timesheet and Client Agreement

The document is used by anyone who needs to document hours and obtain client approval before invoicing or payment.

Freelancers and contractors submitting hours for client-approved billing.
Project managers consolidating team hours and seeking client sign-off.
Accounts payable teams using approved timesheets to trigger payment.

Primary signers and their roles

Project Manager

The Project Manager verifies task assignments, confirms hours align to approved budgets, and signs to certify accuracy. Their signature authorizes billing and serves as internal approval for accounts payable.

Client Representative

The Client Representative confirms that work was completed to specification, accepts billed hours or raises disputes, and signs to trigger invoice payment or remediation per contract terms.

Core sections to include in a professional Timesheet and Client Agreement

A complete document combines time entries with contractual terms and places for approval to make billable hours enforceable and auditable.

Header

Project name, client name, contract or purchase order number, and effective date for the reporting period, ensuring traceability to an engagement.

Time entries

Date, start/end or hours per task, task code or deliverable, brief description and subtotaled hours per day and week for payroll and audit clarity.

Rates and calculations

Hourly or fixed rates, overtime multipliers, expense reimbursement rules, and automatic or manual subtotal and total calculations for accurate invoicing.

Client acceptance

A dedicated approval block where the client confirms hours and deliverables, including date, printed name, and signature to convert time into payable obligations.

Terms

Billing frequency, payment terms, dispute window, late fees, confidentiality clauses, and governing law to reduce interpretation gaps.

Audit trail

Version, submission timestamps, approver history, and a notes field for exceptions to support audits and electronic evidence requests.

Required data elements at a glance

Employee/Contractor: Full legal name

Reporting period: Start and end dates

Hours logged: Daily and total hours

Billing rate: Rate per hour or flat fee

Project code: PO or task identifier

Signatures: Signer name, date, and method

Step-by-step: filling and approving the timesheet agreement

Follow these steps to create an auditable, billable record that the client can accept electronically.

01

Prepare header: Enter project, client, PO, and reporting period information.
02

Log time: Record daily tasks, hours, and task codes with descriptions.
03

Calculate totals: Apply rates and compute line-item and period totals.
04

Obtain approval: Send for client signature and store the signed record.

Configuring an online completion workflow

Key settings control how a digital Timesheet and Client Agreement routes, authenticates, and stores records when used online.

Field	Configuration
Signature authentication	Email link, SMS code, or ID verification
Routing order	Sequential approvers or parallel recipients
Conditional fields	Show rate/expense fields when applicable
Retention and export	Save PDF/A and audit trail to archive

Where to send and how approval flows

A clear routing plan reduces back-and-forth and ensures payment triggers are executed promptly.

Submitter sends: Upload completed timesheet to the workflow system.
Client reviews: Client inspects hours, asks questions or approves.
Approver signs: Client or delegated approver signs electronically.
Accounts payable: Signed document triggers invoice generation and payment.

Digital signing and file-format considerations

Choose a platform that supports common document formats and integrations to avoid conversion issues.

Supported formats: PDF, DOCX, XLSX
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, or KBA options

Ensure the provider offers tamper-evident signed PDFs, an audit trail, and export options for payroll and tax filing systems.

Typical deadlines and timing expectations

Set clear submission and approval windows so payroll, invoicing, and tax reporting deadlines are met without exception.

Timesheet submission window:

Weekly or biweekly; define cutoff day for payroll processing.

Client review period:

Standard 5–10 business days for approval or dispute.

Payroll processing:

Allow 3–7 business days between approval and payment run.

1099/1096 deadlines:

Report nonemployee compensation by Jan 31 (Form 1099-NEC).

W-2 distribution:

Provide Form W-2 to employees by Jan 31.

Key milestones from time entry to payment

Milestones map the document lifecycle from entry through client sign-off to final payment and archival.

01

Entry Complete

Employee submits detailed hours and task codes for the period.

02

Internal Review

Project manager validates entries and flags exceptions.

03

Client Approval

Client signs or disputes within the agreed review window.

04

Payment & Archive

Accounts payable issues payment and stores signed record.

Common preparation mistakes to avoid

Missing or inconsistent time formats that cause payroll rounding and reconciliation errors during invoice processing.
Unclear task descriptions that lead to client disputes and delayed approvals, increasing days sales outstanding.
Failure to include contract or PO numbers makes billed hours difficult to match to existing purchase orders.
Not capturing an auditable approval trail when accepting electronic signatures, which complicates chargebacks or compliance checks.

Potential penalties and legal risks

Incorrect hours: Overpayment or wage disputes

Late reporting: IRS penalties for late information returns

Missing signature: Non-enforceable invoice or disputed charge

HIPAA exposure: Privacy breach penalties if PHI mishandled

I-9 issues: Employment documentation fines if applicable

Contract breach: Damages and delayed payments

Real-world examples of online timesheet agreements in use

Organizations use digital timesheet agreements to speed approvals, reduce disputes, and create auditable records across mobile and desktop.

Martin Properties (Founder)

Martin Properties moved to online execution for field work

Mobile signing supported offline capture
I can process and execute these documents online with 100% compliance and built-in security, returning completed forms to necessary parties efficiently.

Optica Ventures (COO)

Optica adopted a unified timesheet-agreement to reduce confusion

Simpler interface for clients and staff
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

eSignature vendor comparison for Timesheet and Client Agreement workflows

Comparison of common vendor characteristics and starting price points to inform procurement choices. signNow is listed first per table convention.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Timesheet and Client Agreement execution

Answers to common questions about e-signing, enforceability, corrections, notarization, and revocation for timesheet agreements.

Need help? Contact support

Can a timesheet be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, electronic signatures are legally effective when intent and attribution are demonstrable and the record is retained.
What makes an e-signature legally binding?
An e-signature must show intent to sign, consent to an electronic transaction, attribution to the signer, and retention that reproduces the record, consistent with the ESIGN four‑part test.
Are HIPAA safeguards required?
If the timesheet contains protected health information, apply a Business Associate Agreement and retain audit trails; HIPAA requires safeguards and six‑year retention (45 CFR §164.530(j)).
How do I correct a submitted timesheet?
Create a corrected record with a reconciliation note and require re-approval from the client and internal approver to maintain an auditable change history.
When is notarization necessary?
Notarization is rarely required for routine timesheets but may be needed if the agreement grants powers or contains notarization clauses; verify state notary rules before adding the requirement.
How can an agreement be revoked or cancelled?
Revocation or cancellation should follow the contract's termination clause; when parties consent electronically, record the revocation in writing and preserve the signed revocation along with the original file.

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