Are electronic signatures valid?

Yes. Electronic signatures on business records are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retention to meet the four-part legal test.

Can a Time Report be notarized online?

Remote online notarization (RON) is permitted in many states with identity proofing and audio‑visual recording; requirements vary by state. Verify the state notary commission rules before relying on a RON for attestations.

What if a signer needs to correct entries?

Create an amendment or corrected report that clearly references the original report, include approver signatures and timestamps, and retain both versions for audit trails to document the change history.

Who may sign or certify the report?

Signatory authority typically rests with the worker (for their hours) and a supervisor or project manager for approval. Contract language may require client sign-off for billable deliverables.

How long must signed reports be kept?

Retention depends on purpose: IRS-related records: 3 years (IRC §6501(a)); HIPAA records: 6 years (45 CFR §164.530(j)); check industry or state rules for longer periods.

Is storing signed reports electronically secure?

Secure storage should include encryption in transit and at rest, access controls, and an audit trail. Platforms with AES‑256 storage and TLS 1.2/1.3 transport meet common technical requirements.

Electronic Signature
Templates
Project Management
Project Management Time Report

Project Management Time Report

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

PROJECT MANAGEMENT TIME REPORT

Project Identification

Project Title Project ID Client Name Project Manager

Scope of Work (Summary)

Provide a concise description of the authorized scope of services for the time entries contained in this report. This summary governs which activities are billable and which require prior change order approval.

Deliverables and Acceptance Criteria

List deliverables or milestones associated with the reported time. Acceptance criteria should specify measurable conditions for client acceptance of deliverables impacted by these time entries.

Out-of-Scope Items

Timeline

Reporting Period Start: End:

Budget and Billing

Total Contract Value (if applicable) Standard Billing Rate / Rates by Role Payment Schedule / Terms Change Order Process

Time Entries

Complete each row for every day worked during the reporting period. Time entries must be accurate, contemporaneous, and supported by task descriptions. All billable time requires an associated task code and a clear description of work performed.

Date

Task Code

Task Description

Start

End

Hours

Billable

Amount

Totals and Summary

Total Regular Hours: Total Overtime Hours:

Total Billable Hours: Total Non-Billable Hours:

Total Amount Due for Reporting Period: $

Certification and Recordkeeping

By signing below, the timekeeper certifies that the hours recorded in this report are true, correct and were actually worked. The service provider warrants that time entries conform to the authorized scope and billing rates. The client or its authorized representative may request supporting documentation and has the right to audit records related to billed time in accordance with the contract.

Timekeeper / Submitter Name Timekeeper Title / Role

Confidentiality and Governing Law

All information contained in this report is Confidential Information of the Client and the Service Provider as defined in the master agreement. Neither party will disclose or use this information except as required to administer invoicing, acceptance of deliverables, or as required by law. This report and any disputes arising under it are governed by the laws of the state whose name is provided below.

Governing Law State

Dispute Resolution and Adjustments

Any disputed time entries must be raised in writing within fifteen (15) days of receipt of the invoice. Adjustments to billed time require mutual written agreement or execution of a change order under the contract's change control process. Late submission of time reports may result in deferred payment until substantiation is provided.

Client Name:

By:

Date:

Service Provider Name:

By:

Date:

What the Project Management Time Report Is and when it's used

A Project Management Time Report documents hours worked, task-level effort, and allocation across project phases for a defined reporting period. It records staff names, role or cost code, task descriptions, start and end dates or hours, billable versus non-billable status, and any client or internal references. Organizations use the report for payroll, client invoicing, progress tracking, earned value analysis, and resource forecasting. Accurate time reporting supports budget control, schedule management, and compliance with payroll and contract terms when retained according to recordkeeping rules.

Why a clear Time Report matters for projects

A consistent Project Management Time Report reduces billing disputes, improves resource visibility, and creates an auditable record for payroll and client invoices. It also supports performance analysis and contract compliance while helping meet legal and tax recordkeeping obligations.

Who prepares and reviews the Time Report

Typical creators and consumers of the Project Management Time Report include the individuals who performed the work and those responsible for payroll, billing, and project oversight.

Project managers and team leads who allocate tasks and verify hours for accuracy and scope alignment
Finance, billing, or accounts receivable teams that use reported hours to generate client invoices and recognize revenue
Contractors and external consultants who submit time for approval and invoicing under contract terms

Clear roles for entry, approval, and reconciliation reduce errors and clarify who must sign or certify reported hours.

Essential parts of a professional Time Report

A well-structured Project Management Time Report groups project identifiers, participant details, task breakdowns, time allocation, billing markers, and approvals to support downstream invoicing and auditability.

Project header

Project name, project code, client name, contract number, and reporting period so every record links to the correct engagement and invoicing stream.

Resource details

Employee or contractor legal name, role or job title, internal ID number, and cost center to enable payroll matching and chargeback calculations.

Task breakdown

Task or WBS code, concise task description, and phase designation so time is associated with deliverables and schedule milestones.

Time entries

Start and end times or hours per day, total hours for the period, and billable versus non-billable flags for correct invoicing.

Approval block

Supervisor or PM signature/date field and any client sign-off field required by the contract for acceptance or milestone payment.

Notes and attachments

Space for exceptions, expense references, or links to supporting deliverables and change orders to explain variances from estimates.

Required report fields at a glance

Report period: MM/DD/YYYY–MM/DD/YYYY

Project identifier: Project code or contract ID

Worker name: Full legal name

Hours detail: Daily or task hours

Billable flag: Billable or non-billable

Approver: Approver name and date

Step-by-step: completing the Time Report

Follow these steps to capture accurate time, route for approval, and prepare the report for payroll or billing.

01

Collect entries: Record hours daily, noting task codes and any exceptions immediately.
02

Consolidate totals: Add day totals to the reporting period and calculate billable sums by task.
03

Attach support: Include notes or deliverable references for overtime, travel, or change orders.
04

Approve and sign: Ensure supervisor reviews and signs before submission to payroll or billing.

How to configure an online Time Report workflow

Set up fields, routing, and authentication so entries flow from team members to approvers, then into payroll or billing.

Field	Configuration
Project code field	Dropdown linked to approved project list
Hours input	Numeric field with decimal validation
Attachments	Allow PDFs and images up to configured size
Approval routing	Sequential route to supervisor then finance

Where to send the completed report

Determine the primary destinations for approved reports depending on use: payroll, client billing, or internal archive.

Payroll submission: Send approved reports to payroll before the payroll cutoff date.
Client invoicing: Forward billable hours and attachments to billing for invoice generation.
Project archive: Store a signed copy in the project document repository for audits.
Change-order review: Route disputed or exception entries to PM and contract admin.

Options for distributing and signing the report

Choose delivery channels and signer authentication that match contract and regulatory requirements.

Email delivery: Attach PDF with signature request
Secure link: Provide one-time signing link
API integration: Automate routing into ERP or billing

Integrations with payroll, ERP, or document management platforms reduce manual steps; ensure authentication strength and audit trails meet your compliance needs.

Timelines and submission cutoffs to know

Common deadlines align with payroll runs, client billing cycles, and internal review windows; set calendar reminders to avoid missed cycles.

Daily entries due:

Workers should log hours by end of each workday to reduce recall errors

Pay period cutoff:

Submit approved reports two business days before payroll processing begins

Client billing cycle:

Provide billable hours to billing at least five business days before invoice date

Monthly reconciliation:

Complete project-level reconciliation within five business days after month-end

Audit request window:

Produce signed reports within 10 business days when audits or disputes arise

Common mistakes to avoid when preparing the report

Entering rounded or estimated hours instead of actuals, which skews utilization metrics and client invoices and complicates audits
Using inconsistent task codes or free-text descriptions that make it difficult to aggregate time across projects or phases
Failing to attach supporting documentation for overtime, travel, or change orders leading to billing delays or client disputes
Missing supervisor sign-off or approval timestamps, which can void billable claims and delay payroll processing

Risks and consequences of incorrect reports

Payroll errors: Delayed or incorrect payments

Client disputes: Billing rejections or withheld payments

Contract breach: Penalty or remedy clauses triggered

Audit exposure: Increased scrutiny and remediation cost

Tax issues: Incorrect withholding or reporting

Reputational harm: Loss of client trust

Real-world examples of Time Report use

These examples show how organizations used time reports to streamline billing and maintain compliance with internal and external requirements.

Martin Properties

A small property management firm standardized its time reports across leasing and maintenance teams to reduce invoice disputes.

The consolidation reduced billing exceptions.
Tim Martin, Founder, said: "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

BIS

An engineering services provider adopted structured time reports to improve earned value tracking and client transparency.

Reports were routed to PMs and finance automatically.
Dan Rotelli, CEO, noted: "We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Typical eSignature pricing and capability comparison

Overview of starting prices and common capabilities for signing and distributing Project Management Time Reports; signNow is shown first per platform comparison conventions.

	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 Time Reports

Answers to common questions about legal validity, electronic signing, corrections, and storage of Project Management Time Reports.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures on business records are legally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retention to meet the four-part legal test.
Can a Time Report be notarized online?
Remote online notarization (RON) is permitted in many states with identity proofing and audio‑visual recording; requirements vary by state. Verify the state notary commission rules before relying on a RON for attestations.
What if a signer needs to correct entries?
Create an amendment or corrected report that clearly references the original report, include approver signatures and timestamps, and retain both versions for audit trails to document the change history.
Who may sign or certify the report?
Signatory authority typically rests with the worker (for their hours) and a supervisor or project manager for approval. Contract language may require client sign-off for billable deliverables.
How long must signed reports be kept?
Retention depends on purpose: IRS-related records: 3 years (IRC §6501(a)); HIPAA records: 6 years (45 CFR §164.530(j)); check industry or state rules for longer periods.
Is storing signed reports electronically secure?
Secure storage should include encryption in transit and at rest, access controls, and an audit trail. Platforms with AES‑256 storage and TLS 1.2/1.3 transport meet common technical requirements.

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