Establishing secure connection…Loading editor…Preparing document…

Project Management Work in Progress Tracker

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

PROJECT MANAGEMENT WORK IN PROGRESS TRACKER

Project Identification

Client Name:   Client Contact:

Service Provider:   Project Manager:

Scope of Work

The service provider shall perform the following work in accordance with the project plan, specifications, and accepted deliverables. Any modification to scope shall follow the change order process set forth herein.

Deliverables and Acceptance Criteria

Each deliverable listed below must meet the stated acceptance criteria and be accepted in writing by the Client prior to final payment for that deliverable.

Due Date:   Status:

Due Date:   Status:

Timeline

Project Start Date:   Project End Date:

Milestone 1 Date:

Milestone 2 Date:

Budget and Payment

Total Project Budget: $   Costs to Date: $

Change orders require written specification, cost estimate, and authorized signature. Emergency changes that affect schedule or cost must be documented and ratified within five business days.

Work in Progress Entry

Assigned To:   Percent Complete:

Estimated Remaining Hours:   Hours to Date:   Cost to Date: $

Low    Medium    High

Approvals and Acceptance

Acceptance of deliverables shall be evidenced by written approval from the Client's authorized representative. Approval constitutes confirmation that the deliverable meets the acceptance criteria and that payment for the deliverable may be processed in accordance with the Payment Schedule.

Approver Title:   Approval Date:

Confidentiality and Data Protection

Each party shall maintain the confidentiality of information exchanged in connection with this project. Confidential information shall not be disclosed to third parties except as required by law or with the prior written consent of the disclosing party. Reasonable technical and organizational measures must be employed to protect personal and proprietary data.

Liability; Governing Law

Liability for direct damages arising from performance of this work shall be limited to the greater of the total fees paid under this project or two times the fees paid for the affected deliverable, except where prohibited by law. Neither party shall be liable for incidental or consequential damages. This agreement shall be governed by the substantive laws of the jurisdiction specified below.

Recordkeeping and Audit

The service provider shall maintain contemporaneous records of hours worked, expenses, and work product for a period of not less than three years from project completion and shall make such records available for audit by the Client upon reasonable notice and during normal business hours.

Change Order Log (Recent)

Change Order Reference:   Status:

Certification

By signing below, the signatories certify that, to the best of their knowledge, the information recorded in this Work in Progress Tracker is true and accurate; that the described work has been performed in accordance with the agreed scope unless otherwise noted; and that any requested approvals or payments reflect the current project status.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Project Management Work in Progress Tracker Is

The Project Management Work in Progress Tracker is a structured record used to capture the status, progress, and outstanding items for active projects. It centralizes tasks, percent complete, assigned owners, planned versus actual dates, and cost-to-date information so stakeholders can monitor delivery and identify bottlenecks. Designed for routine reporting, the tracker supports recurring updates, version history, and an audit trail when used with electronic workflows and eSignatures, enabling consistent documentation of decisions and approvals throughout the project lifecycle.

Why a WIP Tracker Matters for Project Control

A Work in Progress tracker improves visibility into scope, schedule, and budget by consolidating live status data. It reduces miscommunication, supports timely approvals, and creates a single source of truth for stakeholders and auditors.

Why a WIP Tracker Matters for Project Control

Who Typically Completes the Tracker

The tracker is completed by project team members and reviewed by functional leads and sponsors to ensure accuracy.

  • Project managers updating status, risks, and percent complete for each workstream.
  • Finance or PMO staff reconciling cost-to-date and change requests against budgets.
  • Technical leads or subcontractors reporting task-level progress and dependencies.

Regular use by those roles improves forecasting and ensures approvals are recorded when scope or cost changes occur.

Representative Signatories and Approvers

Project Manager

The primary author who consolidates inputs from team members and certifies the accuracy of progress and risk entries. Responsible for updating schedules and routing the tracker for approval when milestones or costs change; typically accountable to the program sponsor.

Finance Lead

Reviews cost-to-date and forecasts, validates invoice status and budget impacts, and signs cost-related adjustments. Provides a finance perspective to approvals and ensures tracker entries tie to accounting records and procurement documentation.

Security, Compliance, and Technical Controls

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit trail: Detailed action log
Regulatory coverage: ESIGN / UETA
Healthcare use: HIPAA (BAA required)
Enterprise certs: SOC 2 Type II, ISO 27001

Step-by-Step: Fill and Route a WIP Tracker

Follow this sequence each reporting cycle to ensure the tracker is complete, validated, and archived with an approval record.

  • 01
    Collect inputs: Gather task updates, hours, and costs from owners.
  • 02
    Enter data: Populate fields using standardized formats.
  • 03
    Review and reconcile: Finance and PMO verify costs and variances.
  • 04
    Approve and archive: Approvers sign electronically and store the record.

Suggested Digital Workflow Settings

Configure the tracker workflow to automate approvals, notifications, and archival for consistent processing.

Field Configuration
Auto-sum percent complete Enable calculated fields to roll up subtask percentages.
Conditional approver routing Route higher-cost changes to senior approvers automatically.
Notification triggers Email/SMS alerts for overdue updates and approvals.
Retention target Auto-archive signed versions to secured storage.

Typical Processing Flow for a Tracker Update

A concise view of the operational flow from data entry to signed record and storage.

  • Entry: Owner submits updated task and cost data.
  • Validation: PMO and finance reconcile entries.
  • Approval: Designated approvers sign electronically.
  • Storage: Signed copy stored with audit trail.

Digital Platform Needs and File Formats

Select a platform that supports common document formats, audit trails, and integrations with your core systems.

  • File formats: PDF, DOCX, XLSX
  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Authentication: Email, SMS, or 2FA

Ensure the platform can export signed PDFs with embedded audit data and connect to your document repository for retention and retrieval.

Reporting Cadence and Typical Deadlines

Set a clear cadence to keep stakeholders aligned and to ensure timely approvals and billing.

Daily updates:

Use for high‑velocity or critical tasks; short summary entries.

Weekly reporting:

Summary of progress, blockers, and resource needs.

Monthly close:

Finalize costs and prepare billing packages.

Quarterly review:

Assess scope changes and approve reforecasts.

Project close:

Final sign-off and archival of signed tracker.

Key Milestones in a Tracker Lifecycle

Trackable milestones help convert periodic updates into documented decisions and auditable outcomes.

01

Data collection

Owners submit raw task, hour, and cost data for the period.

02

Consolidation

PM compiles inputs and resolves discrepancies with owners.

03

Approval cycle

Designated leaders review changes and sign approvals.

04

Archival

Signed record placed into secure long‑term storage.

Common Mistakes to Avoid

  • Incomplete owner entries that omit start/finish dates, which lead to misaligned schedules and inaccurate percent complete calculations.
  • Using inconsistent project IDs or naming conventions that break traceability between the tracker and financial systems.
  • Failing to capture approver electronic signatures or audit trails, which can compromise dispute resolution and compliance evidence.
  • Mismatching cost categories and invoice records that delay billing and create reconciliation work for finance teams.

Risks and Potential Consequences

Project delays: Missed milestones
Billing disputes: Invoice rejections
Budget overruns: Cost escalation
Contract exposure: Change order disputes
Regulatory risk: Noncompliance evidence gaps
Audit findings: Recordkeeping failures

eSignature Pricing and Feature Snapshot for Tracker Workflows

Compare common capability and cost dimensions across vendors; signNow is listed first per comparison convention.

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 credit 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
Envelope Cap No envelope cap 100 envelopes/user/year limit Varies by plan Varies by plan Varies by plan

Usage Examples from Real Organizations

Two brief examples show how organizations use digital trackers and eSignatures to speed approvals and preserve compliance.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • The team reduced turnaround time on approvals.
  • The tracker integrated with billing so change orders and signatures were captured and linked to invoices for accurate revenue recognition and audit trails.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Mobile and offline signing helped closures.
  • Using signed trackers allowed us to close deals remotely, maintain complete documentation, and reduce administrative follow-up during the lease execution and property onboarding process.

Practical Tips for Accurate and Efficient Tracking

Adopt consistent formats, minimize free-text fields, and automate approvals where possible to reduce manual errors.

Standardize identifiers and naming
Use a single project ID across systems, enforce consistent naming conventions, and maintain a project directory to avoid mismatches.
Lock approved snapshots
Create read-only, signed snapshots after each approval to preserve an auditable history and avoid retroactive edits.
Use conditional fields
Show cost‑approval fields only when thresholds are exceeded to reduce data entry burden and speed reviewer focus.
Schedule automated reminders
Trigger notifications for overdue updates and pending approvals to keep the cycle on schedule and reduce late billing.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing a Project Management Work in Progress Tracker.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.