Is an electronic signature valid?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted in most states), electronic signatures are legally valid for contracts like this, provided intent, consent, attribution, and record retention are documented. Exceptions such as wills and certain court filings still apply.

When is notarization or witness needed?

Notarization is generally not required for a supplemental rate agreement, but state law or specific contract clauses may mandate acknowledgements or witnesses for certain instruments. For real estate or records requiring recording, consult state notary and recording statutes before omitting notarization.

How should rates be described?

Describe rates with units, billing increments, effective dates, currency, and calculation examples. Avoid vague language like 'reasonable' or 'market rate.' Attach sample invoices or formulas to illustrate hourly multiplication, discounts, or tiered pricing for predictable invoicing.

Can rate changes apply retroactively?

Retroactive rate changes are enforceable only with clear mutual consent documented before or at the time of billing. Include explicit retroactivity language, effective date, and any cap on retroactive charges to reduce disputes and potential breach claims.

What records must be retained?

Retain signed agreements, amendment history, and supporting invoices per applicable retention rules. Follow IRS recordkeeping for tax-related documents (IRC §6501) and HIPAA six-year retention for protected health information where applicable; consult counsel for state-specific requirements.

How to correct mistakes after signing?

Execute a written amendment signed by all parties referencing the original agreement and specifying corrected rates and effective dates. Where signatures were electronic, ensure the amendment also meets ESIGN/UETA standards and retain an audit trail showing consent to the modification.

Electronic Signature
Templates
Project Management
Project Management Additional Rate Agreement

Project Management Additional Rate Agreement

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

PROJECT MANAGEMENT ADDITIONAL RATE AGREEMENT

Project Identification

Project Title Project ID Client Name Client Address Service Provider Name Service Provider Address Project Manager (Provider) Project Manager Contact

Background and Purpose

This Additional Rate Agreement amends the pricing applicable to the Project identified above under the Master Services Agreement dated and any subsequent amendments. The parties agree that the rates and billing rules set forth below shall apply to additional work, change orders, and any new assignments specifically described in this Agreement.

Scope of Additional Rates

Describe the specific categories of work, roles, or services for which these additional rates apply. Identify any tasks that remain governed by existing rate provisions.

Out-of-Scope Items (if any)

Rate Schedule

The following table lists the proposed additional billing rates, billing units, minimum increments, and the effective period for each role. Rates are exclusive of applicable taxes unless otherwise stated.

Role / Title	Rate (USD)	Billing Unit	Minimum Increment	Effective Start	Effective End

Deliverables and Acceptance Criteria

Identify any deliverables affected by the rate change and establish the acceptance criteria, testing, or review procedures that must be satisfied before associated invoices are deemed payable.

Timeline & Milestones

Rates Effective From Rates Effective To (if applicable)

Milestones that may trigger billing under these rates:

Milestone 1 Description Milestone 1 Target Date Milestone 2 Description Milestone 2 Target Date

Budget Impact and Payment

State the estimated budget impact of applying these additional rates and any approvals required prior to incurring billable hours at the listed rates.

Estimated Total Additional Cost Payment Schedule / Milestone Payments Change Order Process

Invoicing, Taxes, and Expenses

Invoices shall itemize hours by role, date, activity description, and reference the applicable rate line. Invoices are payable within days of receipt unless otherwise agreed in writing. Late payments shall accrue interest at per month or the maximum permitted by law, whichever is lower.

Reimbursable expenses (if applicable) shall be invoiced in accordance with the following terms and only when supported by original receipts: travel, lodging, and approved third-party costs.

Are travel and incidental expenses billable under these rates?

Yes

Expense Documentation Requirements

Confidentiality

Each party shall maintain in confidence all confidential information disclosed in connection with this Agreement and shall use such information solely for the purposes contemplated herein. Confidential information does not include information that is publicly known through no breach by the receiving party or that is required to be disclosed by law, provided the disclosing party is given prompt notice and an opportunity to seek protective relief.

Liability and Indemnification

Each party agrees to indemnify, defend, and hold harmless the other party from third-party claims to the extent arising from the indemnifying party’s negligent acts or willful misconduct in connection with the services. Liability for direct damages shall be limited to the greater of fees paid under this Agreement for the applicable work or the limits set forth in the underlying Master Services Agreement.

Governing Law and Dispute Resolution

This Agreement shall be governed by the laws of without regard to conflict of law principles. The parties agree to attempt in good faith to resolve disputes promptly by negotiation; if unresolved, disputes shall be resolved in the forums provided in the Master Services Agreement.

Amendments; Entire Agreement

This Additional Rate Agreement constitutes an amendment limited to the pricing and related terms set forth herein. Except as expressly modified by this Agreement, all other terms and conditions of the Master Services Agreement remain in full force and effect. This Agreement may only be amended by a written instrument signed by authorized representatives of both parties.

Representative Authorization

Each signatory below represents and warrants that they have the full authority to bind their respective party to the terms of this Additional Rate Agreement.

Client

Printed Name:

By:

Date:

Title:

Service Provider

Printed Name:

By:

Date:

Title:

What the Project Management Additional Rate Agreement Is

Project Management Additional Rate Agreement is a supplemental contract that documents negotiated changes to project billing rates, hourly fees, or pricing schedules after an original agreement is in place. It records the effective date, scope of work affected, parties' approvals, and any transitional billing rules. The agreement establishes how additional work will be invoiced, identifies authorization for rate changes, and reduces disputes by memorializing rate calculations, limits, and approval authorities. It is suitable for contractors, consultants, and clients who need formal written confirmation of rate adjustments during an active project.

Why a Formal Rate Amendment Matters

A Project Management Additional Rate Agreement clarifies pricing changes, preserves budget controls, and reduces billing disputes by creating a written record of mutual consent for rate adjustments and by supporting audit trails for invoicing and internal approvals.

Who Typically Signs and Uses This Agreement

Typical signatories include contracting parties, project managers, and authorized finance representatives who approve rate changes.

Project managers who oversee scope changes and need formal approval for additional hourly or unit rates.
Contractors or consultants documenting negotiated increases, overtime rates, or client-approved rate exceptions for tasks.
Finance or procurement teams authorizing billing terms, ensuring compliance with budgets and invoicing procedures.

Maintain signed copies with project records and update billing systems to reflect the agreed additional rates.

Step-by-Step: Complete and Execute the Agreement

Follow these steps to complete and execute the Project Management Additional Rate Agreement accurately and efficiently.

01

Prepare Draft: Identify affected scope and propose rate adjustments.
02

Review Terms: Legal and finance review for clarity and compliance.
03

Obtain Approvals: Collect authorized signatures and document authorization levels.
04

Record Changes: Update billing systems and issue amended invoices as needed.

How Electronic Execution Typically Works

A typical online signing workflow reduces turnaround time and preserves an audit trail for the rate amendment.

Upload Document: Upload the agreement draft in PDF or DOCX format.
Place Fields: Add signature, date, and rate fields where required.
Invite Signers: Send email or SMS invites with signing instructions.
Complete Signing: Signer authenticates, reviews, and applies an electronic signature.

Recommended Digital Workflow Settings

Configure authentication, field types, and routing to match your compliance and approval needs.

Field	Configuration
Authentication	Email link or SMS code; consider KBA for higher assurance.
Notarization Option	Enable RON session or require in-person notarization where state law demands it.
Conditional Fields	Use conditional logic for rate tiers and approval-dependent fields.
Routing Order	Sequential or parallel signing based on approval hierarchy.

Distribution and Integration Considerations

Choose a sharing method and platform integrations that match your document lifecycle and recordkeeping needs.

Email & Links: Send signed copies via secure email or protected signing links.
Integration: Sync signed agreements with CRM, ERP, or project management systems.
File Formats: Export to PDF/A for archival and ensure audit trail included.

Confirm recipients and integration settings so executed agreements populate accounting and project records reliably.

Timing and Deadlines to Watch

Track effective dates, invoice cycles, and any notice periods to ensure billing aligns with the agreed amendment.

Effective Date:

Set as MM/DD/YYYY; controls when new rates apply.

Notice Periods:

Observe any contractual notice required before rate changes.

Invoice Cutoffs:

Align rate change to billing cycle cutoffs to avoid partial-rate disputes.

Approval Deadlines:

Document final approval date to fix authorization history.

Record Updates:

Update accounting systems within the next billing cycle.

Key Milestones from Proposal to Billing Update

Sequence the milestone steps so approvals, execution, and billing updates proceed without gaps or ambiguity.

01

Proposal Submitted

Draft amendment and circulate for initial stakeholder review.

02

Legal Review

Confirm terms, scope language, and authorization levels.

03

Signatures Collected

Execute amendment with required signatories and authentication.

04

Billing Updated

Implement new rates and issue adjusted invoices.

eSignature Vendor Pricing and Core Capabilities

Comparison of common eSignature vendor pricing and core features relevant to executing Project Management Additional Rate Agreements; signNow is listed first.

	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 trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and Compliance Considerations

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

Certifications: SOC 2 Type II and ISO 27001 available.

HIPAA: HIPAA-compliant with BAA required.

FDA Compliance: 21 CFR Part 11 compliant options available.

eSignature Law: ESIGN and UETA compliance for enforceability.

Accessibility: WCAG 2.0 Level AA conformance supported.

Key Risks and Potential Consequences

Invalid Signature: Contract unenforceable

Ambiguous Terms: Billing disputes likely

Missing Authority: Approvals may be voided

Retroactive Error: Refunds or disputes

Data Breach: Privacy and compliance exposure

Late Execution: Missed billing cycles

Common Preparation Mistakes to Avoid

Failing to define the exact scope of work results in disputed charges, unclear billing responsibility, and extended reconciliation cycles between parties.
Using vague rate language such as reasonable or market rate leaves interpretation to disagreement and complicates audit or legal review processes.
Omitting signer authority or failing to record titles and authorization levels can invalidate approvals and trigger contract repudiation claims.
Neglecting to align the effective date with invoicing cutoffs often leads to partial-rate billing errors and client reimbursement disputes.

Practical Tips for Accurate and Efficient Completion

Adopt consistent templates, include calculation examples, and integrate execution with your accounting workflow to reduce errors and delays.

Use a Standard Template

Standardize language for rate types, billing increments, and approvals. Templates reduce legal review time and ensure consistent presentation across projects, which lowers the chance of ambiguity and dispute.

Include Calculation Examples

Provide sample invoice calculations showing how rates apply to hours, units, or milestones. Examples clarify expectations and make audits or client questions easier to resolve without negotiation.

Document Authorization Levels

Record titles and explicit approval authority for each signer. Clear authority limits avoid later challenges that a signer lacked permission to bind the organization.

Integrate with Billing Systems

After execution, update project and accounting systems immediately. Automated updates reduce manual entry errors and ensure invoices reflect the agreed rates for upcoming cycles.

Typical Signers and Their Roles

Project Manager

Project managers coordinate scope adjustments, propose rate changes for additional work, and verify that amended fees align with deliverables. They often initiate the amendment and confirm operational readiness to absorb the new pricing.

Finance Director

Finance directors or procurement leads review rate amendments for budget impact, tax reporting, and invoicing procedures. They ensure billing systems accept the new rates and that reporting reflects changes for audit readiness.

Real-World Use Cases for Rate Amendments

Practical examples show how this agreement resolves common project billing scenarios and reduces downstream disputes.

Construction Change Order

When a scope increase requires higher labor rates, parties document the change

Point: Hourly and overtime rates specified
The amendment ties new rates to defined work orders, adds calculation examples, and requires signatures from the contractor, project manager, and owner to authorize billing changes and avoid lien or payment disputes.

IT Consulting Retainer

A mid-project resource change triggers revised hourly fees

Point: Adjusted hourly rate and effective date
The agreement lists affected tasks, sets a clear effective date, includes sample invoices, and documents authorization from both the consulting firm and the client's procurement officer to ensure timely invoicing.

Frequently Asked Questions About Rate Amendments

Answers to common questions about drafting, signing, and enforcing Project Management Additional Rate Agreements effectively.

Need help? Contact support

Is an electronic signature valid?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted in most states), electronic signatures are legally valid for contracts like this, provided intent, consent, attribution, and record retention are documented. Exceptions such as wills and certain court filings still apply.
When is notarization or witness needed?
Notarization is generally not required for a supplemental rate agreement, but state law or specific contract clauses may mandate acknowledgements or witnesses for certain instruments. For real estate or records requiring recording, consult state notary and recording statutes before omitting notarization.
How should rates be described?
Describe rates with units, billing increments, effective dates, currency, and calculation examples. Avoid vague language like 'reasonable' or 'market rate.' Attach sample invoices or formulas to illustrate hourly multiplication, discounts, or tiered pricing for predictable invoicing.
Can rate changes apply retroactively?
Retroactive rate changes are enforceable only with clear mutual consent documented before or at the time of billing. Include explicit retroactivity language, effective date, and any cap on retroactive charges to reduce disputes and potential breach claims.
What records must be retained?
Retain signed agreements, amendment history, and supporting invoices per applicable retention rules. Follow IRS recordkeeping for tax-related documents (IRC §6501) and HIPAA six-year retention for protected health information where applicable; consult counsel for state-specific requirements.
How to correct mistakes after signing?
Execute a written amendment signed by all parties referencing the original agreement and specifying corrected rates and effective dates. Where signatures were electronic, ensure the amendment also meets ESIGN/UETA standards and retain an audit trail showing consent to the modification.

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