Can I accept electronic signatures?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states) electronic signatures are legally enforceable for business records, provided intent, consent, attribution, and record retention requirements are met.

Do Marketing Time Records need notarization?

Generally no. Notarization is uncommon for internal time logs. Notarization or witness requirements apply only if the record is transformed into a sworn affidavit or contract requiring notarization under state law.

How long should I keep these records?

Retain for at least three years to meet IRS recordkeeping (IRC §6501(a)), longer if projects involve tax claims, contract disputes, or regulated data such as PHI.

What happens if names or codes are incorrect?

Incorrect project codes or names can misallocate costs and delay invoices. Correct errors promptly, document the correction, and ensure approver sign-off to maintain an audit trail.

Are there privacy concerns?

Yes. If entries include personal data or PHI, apply appropriate privacy safeguards, limit access, and use a platform with encryption and a Business Associate Agreement where required by HIPAA.

Which eSignature authentication level is sufficient?

For most marketing records simple email or SMS verification with a detailed audit trail is sufficient; higher-risk records may require stronger authentication or identity proofing depending on company policy.

Electronic Signature
Templates
Marketing
Marketing Time Record

Marketing Time Record

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

MARKETING TIME RECORD

This Marketing Time Record documents hours and tasks performed by the Agency/Creator on behalf of the Brand/Client for the referenced campaign. All entries must be true, accurate and attributable to personnel or subcontractors identified in the governing engagement. Time entered on this record is subject to approval, audit and adjustment in accordance with the governing marketing services agreement.

Parties

Brand / Client Name Agency / Creator Name

Campaign & Project Information

Campaign Name Campaign Objective

Target Audience

Primary Channels

Record Period

Record Date: Period Start: Period End:

Project / Job Code

Location / Platform

Time Entries (itemize each work session)

Date	Start	End	Break (min)	Total Hours	Task / Deliverable Ref.	Billable
						Billable
						Billable
						Billable
						Billable
						Billable
						Billable
						Billable
						Billable

Hourly Rate (USD)

Total Billable Hours

Subtotal (USD)

Expenses / Disbursements (describe and provide receipts during invoice)

Total Amount Due (USD)

Billing Code / Invoice Reference

Legal Certifications & Compliance

Accuracy Certification: The Agency/Creator certifies that the hours and activities recorded on this form were performed for the Campaign identified above and are true and accurate to the best of the preparer's knowledge. Intentional misrepresentation may result in denial of payment and may subject the preparer and Agency to indemnification obligations under the governing agreement.

Audit Rights: Brand/Client retains the right to request supporting documentation, including time logs, staff timesheets and receipts for expenses, and to audit records reasonably related to invoiced amounts. Agency/Creator shall retain records for a period consistent with the governing agreement and applicable law.

FTC Disclosure Compliance: Agency/Creator certifies that any promotional content produced in connection with the Campaign will include clear and conspicuous disclosures identifying the Brand/Client relationship in compliance with applicable marketing disclosure obligations. Confirm compliance: Yes

If applicable, describe the disclosure language used

Standard Contractual Clauses (summary)

Exclusivity: Agency/Creator confirms whether the services recorded were provided on an exclusive basis to Brand/Client during the recorded period. Select applicable option: Exclusive Non‑exclusive.

Intellectual Property: Delivery of time-recorded services does not itself transfer ownership of intellectual property unless expressly stated in the governing agreement. Rights in deliverables shall be governed by the terms of the applicable services agreement; this record is provided for billing and performance verification only.

Termination and Kill Fee: In the event of termination of the engagement, Agency/Creator shall be entitled to payment for all documented, approved work performed to the termination date plus any agreed termination fee (kill fee) specified in the governing agreement. Enter agreed notice period (days): Kill Fee (USD):

Confidentiality: Time entries and associated documentation may include confidential information. Parties acknowledge obligations of confidentiality under the governing agreement and agree to handle records accordingly.

Administrative Notes

Acknowledgment and Signatures

By signing below, authorized representatives of Brand/Client and Agency/Creator certify that they have reviewed this Marketing Time Record, that the entries are accurate, and that payment will be processed in accordance with the parties' agreement and applicable invoice terms.

Brand / Client Printed Name:

By:

Date:

Agency / Creator Printed Name:

By:

Date:

What a Marketing Time Record Is and when it’s used

A Marketing Time Record is a structured log that captures hours, activities, and outcomes for marketing work tied to campaigns, clients, or internal projects. It records task descriptions, start and end times, billable status, and related expenses so teams can track productivity, allocate costs, and reconcile labor against budgets. Organizations use it for client invoicing, internal time audits, campaign ROI calculations, and compliance with billing rules. Completed records support payroll, contractor invoicing, and post-project analysis when retained according to company and regulatory policies.

Why accurate Marketing Time Records matter

Consistent records provide transparent billing, help validate agency or contractor invoices, and support performance measurement across campaigns and channels.

Who completes and relies on Marketing Time Records

Clear roles reduce disputes and speed approvals when records are completed promptly and consistently.

Agency Account Managers tracking billable client hours and producing invoices for clients.
In-house Marketing Leads allocating internal labor to campaign budgets and reporting ROI.
Payroll or Accounting staff reconciling time entries with payroll runs and expense reports.

Core elements every professional Marketing Time Record should include

A professional Marketing Time Record is concise, standardized, and includes timestamps, task detail, and authorization fields to ensure accurate billing and reporting.

Date and Time

Start and end time for each entry, including time zone if work spans regions, to ensure accurate duration calculations and payroll alignment.

Task Description

Concise description of the activity performed (campaign, creative, meeting, research) so reviewers can verify purpose and chargeability.

Project Code

A unique project or client code linking the entry to the correct budget, PO, or invoice for accurate accounting and reporting.

Billable Status

Clear indicator whether the time is billable to a client, internal charge, or overhead to prevent billing errors.

Hours

Total hours worked, entered as decimal or HH:MM consistently across records to avoid miscalculation when aggregating or invoicing.

Approver

Name and signature or e-signature of a project manager or authorized reviewer to validate the entry before invoicing.

Quick step-by-step: complete a Marketing Time Record

Follow these steps each day or as work occurs to keep records accurate and approvals timely.

01

Prepare entry: Open the record and select the correct project code.
02

Log times: Enter start and end times and confirm duration.
03

Describe task: Write a concise task description and mark billable status.
04

Obtain approval: Submit to approver for signature or e-signature.

Typical routing: from entry to invoicing

A clear routing path ensures time entries are reviewed, approved, and included in client invoices or payroll.

Entry: Team member logs time in the form or system.
Review: Project manager verifies task and billable status.
Approve: Approver signs or e-signs to authorize billing.
Invoice / Payroll: Accounting imports approved entries for invoicing or payroll processing.

Configure an online workflow for consistent records

Standardize fields, approval steps, and export settings before rolling out the template to the team.

Field	Configuration
Project Code	Required dropdown to prevent free-text mismatches
Time Format	Set to HH:MM or decimal, with automatic duration calc
Approval Sequence	One-step approver or multi-step for complex accounts
Export	CSV or Excel with mapping to accounting fields

Digital signing and system requirements

Ensure the chosen platform complies with ESIGN/UETA and stores an audit trail to support dispute resolution and record retention.

Document formats: PDF, DOCX, and Excel supported for import and export
Integration: Connectors to accounting and CRM reduce manual rekeying
Authentication: Email, SMS, or stronger methods for signer verification

Typical eSignature vendor comparison for Marketing Time Records

Compare basic pricing and feature availability for common eSignature vendors to choose a platform that fits volume, compliance, and integration needs.

	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, no card required	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

Security and compliance checklist for stored records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped events, IP, and signer data retained

Access Controls: Role-based access and SSO where supported

BAA Availability: Business Associate Agreement required for HIPAA data

Compliance Standards: SOC 2 Type II, ISO 27001 supported

Long-term Integrity: Tamper-evident storage and exportable certificates

Common mistakes when preparing Marketing Time Records

Entering vague task descriptions that make approval and invoicing unclear, forcing follow-up and slowing billing cycles.
Mixing billable and non-billable time in the same entry without clear flags, which causes reconciliation errors.
Using inconsistent time formats across team members, producing incorrect aggregated hours and payroll mismatches.
Failing to include approver information or signature, creating disputes during client invoice review or audits.

Risks and potential consequences of incorrect records

Billing Dispute: Lost revenue or client chargebacks

Payroll Errors: Incorrect wages, penalties, or back pay

Contract Breach: Penalty provisions or withheld payments

Audit Findings: Regulatory scrutiny or required restatements

PHI Exposure: HIPAA violations if protected health information mishandled

Record Retention: Failure to retain for required periods

Practical tips for accurate and efficient completion

Apply consistent rules and automation to reduce time spent reconciling and improve auditability.

Standardize formats and codes

Define and enforce one date/time format, one project code list, and a single billable flag to prevent ambiguous entries and simplify exports to accounting systems.

Use templates and presets

Provide pre-filled project or campaign templates for recurring tasks so users select rather than free-type, reducing data-cleaning and mapping errors.

Require approver sign-off timely

Set a policy for approvals within a fixed window (for example, weekly) so invoices and payroll use approved data and disputes are minimized.

Automate exports and reconciliation

Integrate time records with accounting or invoicing systems to eliminate manual rekeying and to surface mismatches before invoicing clients.

Practical examples of Marketing Time Record use

These scenarios show how a completed record supports billing, analysis, and dispute resolution in typical situations.

Agency Billing Example

A campaign manager logs daily tasks with project codes and billable flags.

Entries are approved weekly by the account lead.
Approved, time-stamped records are exported to accounting and support the client invoice and any post-invoice audit questions with clear traceability.

In-house Project Tracking

A marketing director requires time entries for campaign phases and meetings.

Entries include campaign KPI tags.
Aggregated records feed performance dashboards, inform resource planning for the next quarter, and provide an auditable history for internal reviews.

FAQs and troubleshooting for Marketing Time Records

Common questions about formats, signatures, and retention are addressed here to reduce errors and support compliance.

Need help? Contact support

Can I accept electronic signatures?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states) electronic signatures are legally enforceable for business records, provided intent, consent, attribution, and record retention requirements are met.
Do Marketing Time Records need notarization?
Generally no. Notarization is uncommon for internal time logs. Notarization or witness requirements apply only if the record is transformed into a sworn affidavit or contract requiring notarization under state law.
How long should I keep these records?
Retain for at least three years to meet IRS recordkeeping (IRC §6501(a)), longer if projects involve tax claims, contract disputes, or regulated data such as PHI.
What happens if names or codes are incorrect?
Incorrect project codes or names can misallocate costs and delay invoices. Correct errors promptly, document the correction, and ensure approver sign-off to maintain an audit trail.
Are there privacy concerns?
Yes. If entries include personal data or PHI, apply appropriate privacy safeguards, limit access, and use a platform with encryption and a Business Associate Agreement where required by HIPAA.
Which eSignature authentication level is sufficient?
For most marketing records simple email or SMS verification with a detailed audit trail is sufficient; higher-risk records may require stronger authentication or identity proofing depending on company policy.

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