Are electronic signatures legally binding?

Yes. Electronic signatures that demonstrate intent and retention are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided any statutory exceptions are observed.

How do I correct an entry after submission?

Allow an amendment workflow: record the correction with who changed it, why, and the timestamp. Maintain the original entry and the corrected record for auditability.

Who resolves approval disputes?

Establish a named approver or escalation path in policy. Project managers should document decisions in the time capture record and retain approval metadata for audits.

What if a time entry is missing a date or hours?

Incomplete records should be rejected and returned for completion. Missing dates or hours can invalidate payroll processing and invoice generation, increasing compliance risk.

Is notarization or RON required for time captures?

Not normally. Notarization is rarely needed for internal time records; use RON or notarization only when contract terms or client requirements expressly demand notarized evidence.

How long must signed time captures be kept?

Retain according to business and regulatory rules: at least three years for IRS-related records and up to six years for HIPAA-related records; longer retention may apply by state or contract.

Electronic Signature
Templates
Project Management
Project Management Time Capture

Project Management Time Capture

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

PROJECT MANAGEMENT TIME CAPTURE

Project Identification

Project Title

Project ID:

Client Name:

Project Manager:

Reporting Period (From):

Reporting Period (To):

Scope of Work (Reference)

Record time and activities performed that are within the authorized scope of work. Each time entry must reference the task or deliverable to permit verification against the contract scope. Time recorded for activities explicitly identified as out of scope shall be flagged and processed through the change order process before invoicing.

Scope Summary Out of Scope Items (if any)

Deliverables & Acceptance Criteria

List deliverables associated with the time entries and specify acceptance criteria. Time attributed to a deliverable is subject to verification and acceptance prior to payment.

Deliverables and Criteria

Time Entries (Itemized)

Enter each day’s work as a separate line. Provide sufficient detail to permit independent verification. Hours must be recorded in decimal hours (e.g., 7.5).

Date

Task / Code

Work Description

Start

End

Hours

Billable

Total Hours for Period:

Total Billable Hours:

Billing Rate (if applicable):

Timeline & Milestones

Project Start Date:

Project End Date:

Milestones (name — due date — acceptance)

Budget, Payment & Change Orders

Time recorded will be invoiced in accordance with the agreed payment schedule below. Any time or scope deviations constituting a material change will be processed through the change order procedure prior to invoicing. Client approval of change orders is required for authorization of out-of-scope hours.

Total Contract Value Payment Schedule / Terms Change Order Process

Certifications & Approvals

By submitting this Time Capture record, the preparer certifies that the hours recorded are true and accurate to the best of their knowledge, that work was performed in accordance with the contract scope or authorized change orders, and that improper or fraudulent reporting may give rise to remedies including withholding of payment, termination for cause, and recovery of amounts improperly paid.

Prepared By (Resource Name) Preparer Title / Role Preparer Acknowledgement Date Project Manager Review (Name) Project Manager Review Date

Confidentiality

All information contained in this Time Capture and any attached documentation constitutes Confidential Information of the disclosing party. Neither party shall disclose Confidential Information to third parties except as required by law or with prior written consent. Confidential Information shall be used solely for purposes of performance, verification, and invoicing under the governing contract.

Governing Law

This Time Capture and any disputes arising from it shall be governed by and construed in accordance with the laws of the State of , without regard to conflicts of law principles.

Acknowledgement of Review and Acceptance

Client shall have a period of thirty (30) calendar days from receipt to review submitted time. Time entries not disputed in writing within that period shall be deemed accepted for billing purposes. Disputed items will be addressed in accordance with the change order and dispute resolution provisions of the underlying contract.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Time Capture Is and when it’s used

The Project Management Time Capture is a standardized record used to log hours, tasks, and approvals for project work. It records project codes, start and end times, task descriptions, billable status, and approver acknowledgement so managers can verify labor allocation, calculate client billing or internal cost allocations, and support audit trails. Accurate time capture ties work to contract deliverables, supports payroll and invoicing, and preserves a retrievable record for compliance, retrospectives, and scope or change-order disputes.

Why a clear time capture improves project control

A precise Project Management Time Capture reduces billing disputes, improves resource forecasting, and creates an auditable record for payroll and client invoices. It supports internal controls and compliance obligations while enabling on-time invoicing and project-cost transparency.

Who typically completes and reviews this time capture

Typical users include project staff who enter time, project managers who verify entries, and finance or billing teams who use the data for invoicing.

Project team members responsible for daily task logging and accuracy.
Project managers who review entries, approve hours, and resolve exceptions.
Finance or billing teams that reconcile approved time for invoices and payroll.

Role clarity and an approval workflow reduce errors and ensure the record is acceptable for payroll, client billing, and audit purposes.

Step-by-step: complete a Project Management Time Capture

Follow a consistent sequence: enter task details, record start/end times, mark billable status, add notes, submit for approval, and archive the signed record.

01

Enter project: Record project name and code for accounting alignment.
02

Log time: Enter start/end or total hours and task descriptions.
03

Mark billing: Flag entries as billable or non-billable with rates.
04

Approve: Project manager reviews, signs, and timestamps approval.

Essential elements of a professional Project Management Time Capture

A robust time capture balances human-readable details with structured fields for automated processing, approval, and export to payroll or invoicing systems.

Header data

Project identifier, client name, and reporting period should appear in the header so every record is unequivocally tied to a contract and billing cycle.

Task details

Concise activity descriptions, task codes, and deliverable references enable project managers and billing teams to map hours to milestones and contracts.

Precise timestamps

Start and end times with consistent formatting reduce rounding errors and support overtime calculations, audit sampling, and payroll validation.

Approval block

Include fields for reviewer name, role, approval timestamp, and an eSignature or checkbox to confirm supervisory review and chain-of-approval.

Billable calculations

Automatic totals, billable/non-billable subtotals, and rate selection prevent manual arithmetic mistakes and speed invoice generation.

Export & audit data

Hidden fields for user ID, IP address, and submission timestamp support audit trails and allow reliable export to payroll, invoicing, or ERP systems.

Typical digital workflow settings for time capture

Configure the form and routing to match approval layers and the downstream systems that consume time records.

Field	Configuration
Auto-total Hours	Enable automatic sum of daily entries.
Billable Flag Options	Dropdown: billable, non-billable, internal.
Approval Workflow	Two-step: project manager then finance sign-off.
Export Format	CSV or XML for ERP/payroll import.

How online time capture and eSubmission typically flow

Digital capture shortens the loop: entry, validation, approval, export, and retained signed record with audit metadata.

User entry: Team member completes the fillable fields and saves.
Validation: System checks formats, rates, and required fields.
Manager approval: Reviewer receives a routing task and signs digitally.
Export & archive: Approved record exports to payroll and is archived.

Technical considerations for digital completion and sharing

Confirm the document format, integrations, and authentication level required before enabling eSubmission.

File formats: PDF and DOCX supported.
Integrations: Work with ERP, CRM, or payroll systems.
Authentication: Email, SMS code, or stronger options.

Choose a platform that supports secure storage (AES-256), transport encryption (TLS 1.2/1.3), and audit trails so exports and signed records meet internal and regulatory requirements.

Representative eSignature pricing and capabilities for time capture workflows

Compare per-user plans and core capabilities that affect high-volume Project Management Time Capture, including starting price, bulk send, audit trail, HIPAA support, and envelope limits.

	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 and common issues when using Project Management Time Capture

Answers address legality, corrections, approver disputes, incomplete entries, notarization needs, and retention so administrators and users can resolve common problems.

Need help? Contact support

Are electronic signatures legally binding?
Yes. Electronic signatures that demonstrate intent and retention are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided any statutory exceptions are observed.
How do I correct an entry after submission?
Allow an amendment workflow: record the correction with who changed it, why, and the timestamp. Maintain the original entry and the corrected record for auditability.
Who resolves approval disputes?
Establish a named approver or escalation path in policy. Project managers should document decisions in the time capture record and retain approval metadata for audits.
What if a time entry is missing a date or hours?
Incomplete records should be rejected and returned for completion. Missing dates or hours can invalidate payroll processing and invoice generation, increasing compliance risk.
Is notarization or RON required for time captures?
Not normally. Notarization is rarely needed for internal time records; use RON or notarization only when contract terms or client requirements expressly demand notarized evidence.
How long must signed time captures be kept?
Retain according to business and regulatory rules: at least three years for IRS-related records and up to six years for HIPAA-related records; longer retention may apply by state or contract.

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