Can the log be e-signed?

Yes. Electronic signatures are legally enforceable under the ESIGN Act and UETA when intent, consent, attribution, and retention are demonstrable; ensure consumer-facing disclosures where required.

When is notarization needed?

Notarization is not typically required for routine logs but may be necessary when the log supports sworn statements, affidavits, lien filings, or contract clauses requiring notarized evidence.

What if line items are disputed?

Maintain source documents—timecards, delivery tickets, and approved change orders. Timely supervisor approvals and attached receipts materially reduce successful disputes.

How long must I keep logs?

Retain logs per federal and contract standards: generally at least 3 years for tax purposes, and longer where contracts or HIPAA apply; consult retention policy guidance.

How to ensure signer identity?

Use multi-factor authentication (email + SMS or KBA) or advanced signer verification for higher-value invoices; capture IP, timestamp, and signer name in the audit trail.

What are common causes of payment delays?

Missing PO numbers, absent receipts, incorrect rates, or unsigned approvals commonly trigger holdbacks; use required-field validation and supervisor checks to prevent delays.

Electronic Signature
Templates
Miscellaneous
Time and Materials Log

Time and Materials Log

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

TIME AND MATERIALS LOG AND AGREEMENT

Parties and Project

Client Name Contractor Name Project / Job Title

WHEREAS, Client Name: (the "Client") desires certain labor and materials for the Project identified above; and

WHEREAS, Contractor Name: (the "Contractor") represents it has the skill and ability to furnish labor, supervision, and materials on a time-and-materials basis; and

NOW, THEREFORE, the parties agree that the Contractor shall maintain a contemporaneous Time and Materials Log in accordance with the terms set forth below and submit invoices based on such log entries.

Scope of Work

The Contractor shall perform labor and supply materials as necessary to complete work described below. The Contractor will document each instance of labor and materials in the Time and Materials Log and shall perform work in a professional manner consistent with industry standards.

Detailed Scope and Deliverables

Time and Materials Log

The Contractor shall record each entry with date, hours, labor classification, description of work performed, materials used, unit costs, and line totals. Entries should be complete and accurate to the best of the Contractor's knowledge.

Date	Start	End	Hours	Labor Rate	Labor Cost	Materials	Materials Cost	Line Total

Total Labor Total Materials Subtotal Tax / Other Total Due

Payment Terms

Invoices will be prepared from the Time and Materials Log and submitted to Client on the billing schedule stated below. Payment is due pursuant to the agreed billing terms. The Client shall pay the Contractor for labor at the labor rates recorded and for materials at Contractor's documented cost plus any agreed markup. Contractor shall retain invoices and receipts supporting material costs and make them available upon reasonable request.

Billing Schedule / Payment Terms Estimated Not-to-Exceed Amount (optional)

Late payments shall accrue interest at the rate of % per month (or the maximum lawful rate, if less). The Contractor reserves the right to suspend work if invoices are not paid within the agreed terms after written notice.

Term and Termination

This Time and Materials Log and Agreement shall commence on Start Date: and continue until End Date: unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience upon Written Notice: days prior to the intended termination date. Termination shall not relieve the Client of its obligation to pay for work performed and materials purchased up to the effective date of termination.

Confidentiality

Each party agrees that information disclosed in connection with the Project that is designated confidential or that reasonably should be understood to be confidential shall be held in confidence and used only to perform obligations under this Agreement. Confidential information shall not include information already in the public domain, independently developed without use of the other party's confidential information, or rightfully obtained from third parties.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts-of-law principles.

Entire Agreement

This document, together with any attached exhibits or referenced purchase orders, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral. Any amendment must be in writing and signed by both parties.

Certification

By signing below, the undersigned certify that the Time and Materials Log entries are true, accurate, and reflect work actually performed and materials actually supplied for the Client's Project. The Contractor further certifies that materials charged are documented and that labor rates comply with the agreed rates.

Authorized Representative for Invoice Approval

Client:

By:

Date:

Contractor:

By:

Date:

What a Time and Materials Log Is and when it applies

A Time and Materials Log is a running record used by contractors, service providers, and project managers to capture labor hours, personnel, hourly rates, material costs, and job-related expenses tied to a specific project or task. It documents who performed work, when work occurred, time spent, work descriptions, unit costs for materials, and any markups or taxes. The log supports invoicing on a time-and-materials basis, provides the factual basis for progress billing, and serves as an audit record for project managers, owners, and auditors when disputes or cost reviews arise.

Why accurate Time and Materials Logs matter for projects

A clear Time and Materials Log reduces billing disputes, improves project transparency, and establishes an auditable record for invoicing, change orders, and retainage. It helps stakeholders reconcile costs to contracts and supports compliance with procurement and audit requirements.

Who commonly completes and relies on Time and Materials Logs

Accurate entries by frontline staff combined with timely managerial review reduce reconciliation work and lower dispute risk.

Field technicians and tradespeople who record start/stop times and materials used on each job; entries must match site reports and supplier receipts.
Project managers and foremen who review, approve, and package logs for invoicing and progress reports to owners or general contractors.
Accounts payable, contract administrators, and auditors who verify totals, check rate compliance, and reconcile to purchase orders or contracts.

Essential parts of a professional Time and Materials Log

A thorough log groups entries by date and job, includes itemized labor and materials, shows rates and extensions, and ends with approvals and totals that support billing and auditability.

Header

Project name, job number, client, location, and contact information so entries are clearly tied to a single contract or PO.

Date and Shift

Entry date plus start/stop or elapsed hours for each worker; record timezone if work spans locations.

Labor Detail

Worker name or ID, classification, hourly rate, hours worked, and a brief description of tasks performed for each line item.

Materials

Item description, quantity, unit cost, supplier or ticket number, and receipts attached or referenced for each materials entry.

Calculations

Line extensions, subtotals, taxes, markups, and a running project balance that ties to invoice line items.

Approvals

Signatures, printed names, and dates for the worker submitting and the supervisor approving before invoicing or submission.

Step-by-step: completing a Time and Materials Log correctly

Follow these core steps each day to keep the log current and ready for invoice preparation.

01

Prepare the header: Confirm project ID, client, and location before making entries.
02

Record labor: Add each worker's hours, role, and a short task description.
03

Add materials: Enter quantities, unit costs, supplier references, and attach receipts.
04

Review and approve: Supervisor checks entries, initials or e-signs, then forwards for billing.

How to configure an online Time and Materials workflow

Standardize fields, approvals, and attachments in your digital workflow to reduce manual reconciliation.

Field	Configuration
Project ID	Required field with validation to match existing PO numbers
Work Hours	Decimal input with optional start/stop timestamps
Attachments	Allow receipts and photos; enforce required receipt above threshold
Approval Routing	Route to supervisor role then accounts payable automatically

Delivery options and technical considerations for electronic logs

Ensure the chosen workflow preserves a tamper-evident audit trail and stores signed copies in a secure repository.

File formats: PDF, DOCX, XLSX supported for upload or export
Integrations: Connectors for Salesforce, NetSuite, Google Workspace, Microsoft 365 streamline routing
Authentication: Email links, SMS codes, or advanced signer verification available

Where to file or send completed Time and Materials Logs

Route completed logs to the right stakeholders immediately to support timely invoicing and record retention.

Project Folder: Save a signed copy in the project documentation repository.
Accounts Payable: Send approved logs with invoice for payment processing.
Client or Owner: Deliver supporting logs with progress billing as contract requires.
Compliance Archive: Retain a copy for audits, tax records, and dispute resolution.

Timing and common deadlines tied to Time and Materials Logs

Timely entry and approval reduce payment delays and preserve rights under contract terms and applicable statutes.

Daily entry:

Record hours and materials each day to ensure accuracy and receipts matching.

Weekly review:

Supervisor verifies entries and resolves discrepancies prior to invoicing.

Invoice submission:

Submit with supporting logs per contract schedule (monthly or at milestones).

Dispute window:

Respond to client queries within contract-defined review period to preserve payment rights.

Tax recordkeeping:

Retain financial records for at least the federal minimum retention period.

Common mistakes that undermine Time and Materials Logs

Delaying entries until the end of the week, which increases errors and missing receipts.
Using vague task descriptions like 'work performed' instead of specific activities tied to billable categories.
Failing to attach supplier receipts or delivery tickets, leading to rejected costs during audit.
Inconsistent rate application, such as using outdated labor rates or failing to apply agreed markups.

Risks and consequences of incomplete or incorrect logs

Payment Delays: Missing documentation can cause invoice rejection and holdbacks.

Disallowed Costs: Unverifiable materials may be denied reimbursement.

Contract Breach: Recurrent inaccuracies could trigger contract remedies.

Audit Findings: Weak logs raise audit exceptions and adjustments.

Liens Risk: Improper invoicing may affect lien rights or bonding claims.

Tax Exposure: Inaccurate payroll allocations can complicate tax reporting.

Key data elements every Time and Materials Log should include

Project ID: Unique job or contract identifier

Date/Time: MM/DD/YYYY and hours

Worker: Name or payroll ID

Labor Rate: Agreed hourly rate

Materials: Item, qty, unit cost

Approval: Supervisor signature and date

Typical eSignature vendor comparison for signing Time and Materials Logs

Common vendor choices differ by price model, HIPAA availability, and bulk-send or envelope limits; signNow is listed first for direct comparison.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varied	Varied	Varied

Practical examples of Time and Materials Log use

These short case outlines show how different organizations rely on logs for billing and compliance.

Construction Contractor

A site superintendent records daily labor and material tickets to the log

Entries tied to supplier receipts
The consolidated log supported progress invoices and resolved a disputed change order during final reconciliation.

Facility Services Vendor

A vendor logs technician hours and replacement parts per service call

Client PO numbers were required on each line
The approved log accelerated payment by streamlining accounts payable verification.

Frequently asked questions and troubleshooting for Time and Materials Logs

Answers to common questions about e-signing, recordkeeping, dispute support, and practical completion problems.

Need help? Contact support

Can the log be e-signed?
Yes. Electronic signatures are legally enforceable under the ESIGN Act and UETA when intent, consent, attribution, and retention are demonstrable; ensure consumer-facing disclosures where required.
When is notarization needed?
Notarization is not typically required for routine logs but may be necessary when the log supports sworn statements, affidavits, lien filings, or contract clauses requiring notarized evidence.
What if line items are disputed?
Maintain source documents—timecards, delivery tickets, and approved change orders. Timely supervisor approvals and attached receipts materially reduce successful disputes.
How long must I keep logs?
Retain logs per federal and contract standards: generally at least 3 years for tax purposes, and longer where contracts or HIPAA apply; consult retention policy guidance.
How to ensure signer identity?
Use multi-factor authentication (email + SMS or KBA) or advanced signer verification for higher-value invoices; capture IP, timestamp, and signer name in the audit trail.
What are common causes of payment delays?
Missing PO numbers, absent receipts, incorrect rates, or unsigned approvals commonly trigger holdbacks; use required-field validation and supervisor checks to prevent delays.

Practical tips for accurate, efficient Time and Materials Logs

Adopt these practices to reduce rework, speed approval, and strengthen audit defensibility.

Daily capture and verification

Require frontline staff to enter hours and materials daily and require supervisor review within 48 hours to catch errors early and ensure receipt attachment.

Standardize codes and descriptions

Use predefined task codes, material SKU fields, and a consistent description template to speed reconciliation and reporting.

Enforce required fields

Make Project ID, Hours, Material cost, and Attachment mandatory in the workflow to reduce incomplete submissions and invoice rejections.

Maintain an audit trail

Preserve signer identity, timestamps, and version history for each change to support audits and dispute resolution.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now