Can this document be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention criteria are met. Exceptions like wills or certain court filings remain ineligible for e-signature.

What happens if hours are disputed?

Document time entries with timestamps, approver signoffs, and supporting attachments; follow the contract's dispute and adjustment window. Without auditable records, disputes commonly cause delayed invoices, withholding of payments, and may trigger contractual remedies such as credits, rework, or termination.

Is notarization required for this document?

Not usually. Standard service blocks generally do not require notarization. If the block is attached to a deed, power of attorney, or state-specific instrument, notarization or RON may be necessary. Verify with state notary rules and NCSL guidance before execution.

How should unused hours be handled?

Specify carryover, expiration, refund, or credit policies in the agreement. Common approaches include forfeiture at expiry, limited carryover months, or refunds pro rata; include notice periods, calculations for unused hours, and any tax treatment for credits or reimbursements.

Who can sign the block?

Authorized signers should be individuals with corporate authority: officers, directors, designated procurement or PMO leads, or authorized agents with written delegation. Ensure the signature block identifies the signer's name, title, and capacity to bind the organization to avoid later challenges.

Can electronic signatures be used for healthcare matters?

Yes, if workflows comply with HIPAA and a Business Associate Agreement is in place. eSignatures must meet ESIGN/UETA criteria and the platform must provide audit trails, access controls, and encryption. Retain records per 45 CFR §164.530(j).

Electronic Signature
Templates
Project Management
Project Management Block of Hours

Project Management Block of Hours

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

PROJECT MANAGEMENT BLOCK OF HOURS

Project Identification

Project Title:

Project ID Client Name Client Primary Contact Service Provider (Company) Assigned Project Manager (Provider)

Scope of Work

Description of project management services to be provided under this Block of Hours. Services include, but are not limited to, project planning, schedule management, resource coordination, status reporting, issue and risk management, stakeholder communications, and steering committee support. Specific activities will be allocated from the purchased hours in accordance with the process described below.

Detailed Scope Out-of-Scope Items (explicit exclusions)

Block Details

Total Block Hours Purchased: hours at an hourly rate of $ per hour.

Total Block Value

Commencement Date: . Expiration Date (hours must be used by): .

Rollover policy: Rollover permitted up to hours for one additional period; otherwise unused hours are forfeited.

Deliverables and Acceptance Criteria

Deliverables produced as part of project management services will be tracked and submitted for acceptance. Acceptance requires written confirmation by the client's designated approver within the acceptance period specified below.

Deliverable 1 Description Acceptance Criteria Deliverable 2 Description Acceptance Criteria

Timeline & Milestones

Milestone 1: Due: Estimated Hours:

Milestone 2: Due: Estimated Hours:

Budget, Invoicing & Payment

Deposit due on execution: $. Remaining balance invoiced per the schedule below.

Payment Schedule / Terms

Invoices issued: . Payment terms: Net days from invoice date. Interest on late payments: .

Change Order Process & Additional Hours

Additional hours beyond the purchased block will be billed at $ per hour following written authorization via approved change order.

Reporting & Time Tracking

Time Reporting Requirements

Timesheets and activity logs must be submitted by the provider at a minimum frequency of: . Client will have days to dispute recorded time with accompanying detail; disputed hours will be investigated and adjusted only upon written agreement.

Confidentiality

Each party agrees that Confidential Information received from the other party shall be used solely for performance under this agreement and shall not be disclosed to third parties except to those employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. Confidential Information does not include information that is publicly known without breach, independently developed, or rightfully obtained from a third party without restriction. The obligations of confidentiality shall survive termination of this agreement for a period of three years.

Limitation of Liability & Insurance

Provider's total liability for any claim arising out of or relating to this agreement, whether in contract, tort (including negligence) or otherwise, shall not exceed the total fees actually paid by the Client under this Block of Hours in the twelve months preceding the claim. Neither party shall be liable for consequential, incidental, special or punitive damages. Provider shall maintain professional liability insurance in commercially reasonable amounts and shall provide certificates upon reasonable request.

Termination

Either party may terminate this agreement for convenience upon providing written notice of days. Upon termination, Provider will invoice for all hours performed through the effective date of termination. Prepaid and unused block hours will be handled in accordance with the Rollover policy set forth above.

Governing Law & Dispute Resolution

This agreement will be governed by and construed in accordance with the laws of:

The parties agree to attempt in good faith to resolve disputes through negotiation. If negotiation fails, disputes shall be resolved by binding arbitration administered in the selected jurisdiction unless otherwise mutually agreed in writing.

Representations & Entire Agreement

Each party represents that it has authority to enter this agreement. This document, together with any executed change orders, constitutes the entire agreement between the parties with respect to the subject matter and supersedes prior proposals, negotiations and agreements, whether written or oral.

Client Name:

By:

Date:

Title:

Service Provider Name:

By:

Date:

Title:

What the Project Management Block of Hours Is

The Project Management Block of Hours is a structured agreement used to allocate and document prepaid or contracted project management time in blocks measured by hours. It defines scope, hourly rate, total hours purchased, expiration or rollover terms, deliverables, reporting intervals, and invoicing arrangements. Organizations use it to schedule consultant time, manage resource availability, and set expectations for milestone-based work or ongoing support. When combined with clear acceptance criteria and change-order procedures, the block of hours helps reduce billing disputes and clarifies billing triggers for project phases and ad hoc tasks.

Why organizations adopt a Block of Hours

A Project Management Block of Hours simplifies procurement of management time, standardizes billing, and creates predictable capacity for both client and vendor. It reduces administrative overhead, aligns expectations on deliverables and response times, and supports faster scheduling and invoicing.

Who typically uses or completes this block

Agencies, consultancies, and in-house PMOs use blocks of hours to prebook resources, manage sprints, and cover support or advisory services across projects.

Project managers who allocate time to tasks, track burn rates, and approve deliverable acceptance during project phases.
Procurement officers and PMO leads that centralize purchasing, budget forecasts, and vendor management across multiple teams.
Consultants and third-party firms selling blocks for ongoing advisory, escalation support, or milestone-based oversight.

Smaller businesses and legal teams also use blocks to control costs and document retained project governance resources.

Essential elements to include in a professional block

Core elements to include when preparing a professional Project Management Block of Hours that ensures accountability, clear billing, and measurable delivery expectations.

Scope of Work

Describe services covered by the block, task categories, exclusions, and how requests are submitted; include examples of typical activities to prevent scope disputes and response SLAs.

Hours and Rates

State total hours purchased, hourly billing rate, overtime or premium rates, and procedures for hourly tracking, rounding, and monthly reconciliation to support invoicing.

Term & Expiry

Define the effective date, expiration or rollover mechanics, unused-hours carryover limits, renewal options, and termination rights for both parties including notice periods and refund calculations.

Deliverables

List deliverables, acceptance criteria, reporting cadence, required formats, and escalation paths for unsatisfied deliverables or defects discovered during a block engagement and remediation windows with response SLAs.

Invoicing

Specify billing intervals, payment terms, accepted payment methods, dispute procedures, credits for unused hours, and documentation required to support each invoice including timestamped time entries and approver signoffs.

Change Orders

Describe how additional work is scoped and billed, approval workflow for change orders, impact on hours, and updated deliverables or timelines after authorization with revised estimates and signoff.

Required core fields and concise expectations

Contract Title: Clear project name and identifier

Parties: Full legal names and roles

Effective Date: Use MM/DD/YYYY format precisely

Total Hours: Numeric hours, no ranges

Hourly Rate: Currency and rate per hour

Signatures: Signer name, role, and date

Step-by-step: complete and activate the block

Follow these steps to complete and activate a Project Management Block of Hours accurately, whether delivered online or on paper.

01

Gather Details: Collect scope, total hours, rate, dates, and billing contact.
02

Draft Terms: Write scope, exclusions, acceptance criteria, and change process.
03

Review & Sign: Obtain signatures from authorized signers and date entries.
04

Distribute: Provide copies to stakeholders and set up reporting cadence.

Configuring an online workflow for blocks

How to configure an online workflow for issuing and tracking a block of hours with eSignature and reporting.

Workflow Field Configuration and Notes	Configuration
Signer Roles and Execution Order	Specify signer order, required fields, and who can edit.
Signer Authentication and Verification Methods	Email link, SMS code, or KBA for higher assurance.
Time Tracking and Billing Rules	Record start/stop times, rounding rules, and exportable logs.
Notifications, Reminders, and Alerts Configuration	Set automated reminders for expiring hours and pending approvals.

Lifecycle: create, sign, monitor, and reconcile

Typical lifecycle for creating, approving, and using a Project Management Block of Hours with e-signature and reporting steps.

Create: Draft the block and enter scope, hours, rates, and dates.
Sign: Send for signatures with chosen authentication and capture audit trail.
Monitor: Track hours used, report progress, and notify stakeholders.
Reconcile: Produce invoices, reconcile remaining hours, and process renewals.

Platform and security considerations

Select a platform that supports fillable templates, time tracking, audit trails, and exportable billing records for compliance and reporting.

Document Formats: PDF, DOCX, or template-based forms
Integrations: Connectors to CRM, accounting, and PM tools
Security: TLS 1.2/1.3; AES-256 at rest

Key dates, invoicing cadence, and expectations

Key dates and processing expectations for implementing and billing a block of hours in projects and retainer arrangements.

Agreement Effective Date and Start:

When obligations begin; affects billing and reporting.

Invoice Frequency and Payment Terms:

Net terms, due dates, and late fee policies.

Unused Hours Expiration and Rollover:

Specify carryover limits or forfeiture at expiry.

Monthly Reconciliation and Reporting Deadline:

Set calendar cutoffs for time entries and status reports.

Dispute and Adjustment Window for Invoices:

Timeframe to submit corrections and documentation for credits.

Common preparation mistakes to avoid

Vague scope descriptions that lead to disagreements about whether specific activities are billable under the block, increasing dispute resolution time.
Failing to track time with timestamps and approver signoffs creates inaccuracies in remaining-hour tallies and undermines auditability for invoicing.
Not specifying carryover rules or expiration leads to unexpected forfeiture of purchased hours and strained client-vendor relationships.
Using ambiguous pricing models without tax or expense clarity causes billing disputes, delayed payments, and accounting reconciliation burdens.

Consequences of incomplete or incorrect blocks

Billing Disputes: Delayed payments, relationship damage

Tax Reporting: Incorrect 1099s risk IRC §6721 penalties

I-9 Violation: Documentation fines under 8 CFR §274a.2

HIPAA Exposure: Fines and BAA obligations

Contract Termination: Early termination for cause

Reputational Risk: Loss of trust, future business impact

Frequently asked questions about blocks of hours

Answers to common questions about completing, signing, and enforcing a Project Management Block of Hours.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention criteria are met. Exceptions like wills or certain court filings remain ineligible for e-signature.
What happens if hours are disputed?
Document time entries with timestamps, approver signoffs, and supporting attachments; follow the contract's dispute and adjustment window. Without auditable records, disputes commonly cause delayed invoices, withholding of payments, and may trigger contractual remedies such as credits, rework, or termination.
Is notarization required for this document?
Not usually. Standard service blocks generally do not require notarization. If the block is attached to a deed, power of attorney, or state-specific instrument, notarization or RON may be necessary. Verify with state notary rules and NCSL guidance before execution.
How should unused hours be handled?
Specify carryover, expiration, refund, or credit policies in the agreement. Common approaches include forfeiture at expiry, limited carryover months, or refunds pro rata; include notice periods, calculations for unused hours, and any tax treatment for credits or reimbursements.
Who can sign the block?
Authorized signers should be individuals with corporate authority: officers, directors, designated procurement or PMO leads, or authorized agents with written delegation. Ensure the signature block identifies the signer's name, title, and capacity to bind the organization to avoid later challenges.
Can electronic signatures be used for healthcare matters?
Yes, if workflows comply with HIPAA and a Business Associate Agreement is in place. eSignatures must meet ESIGN/UETA criteria and the platform must provide audit trails, access controls, and encryption. Retain records per 45 CFR §164.530(j).

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