How should I format hours?

Use decimal hours or hh:mm consistently. Decimal format (e.g., 7.50) is often required for payroll imports; hh:mm may need conversion before export.

Can time entries be e-signed?

Yes. An electronic signature is valid under ESIGN (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, and retention requirements are met.

What if a manager rejects hours?

Return the entry to the employee for correction and resubmission; maintain a change log showing original and revised values for audit purposes.

How long should records be kept?

Retain time and payroll records for at least three years for IRS purposes (IRC §6501(a)); retain HIPAA-related records for six years when PHI is involved (45 CFR §164.530(j)).

Is notarization ever required?

Not typically for routine timekeeping. Notarization is only relevant if records are later used in legal proceedings or attached to filings requiring notarized evidence.

How do I correct exported errors?

Correct in the source worksheet, document the change, and re-export to payroll. Maintain the audit trail to demonstrate the correction and approval history.

Electronic Signature
Templates
Miscellaneous
Time Tracking Calculator

Time Tracking Calculator

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

Time Tracking Calculator & Services Agreement

Service Provider Name: Client Name:

Agreement Date:

Recitals

WHEREAS, the Service Provider is engaged in the business of providing professional services and time-based deliverables as set forth herein; and

WHEREAS, the Client desires to retain the Service Provider to perform such services and to document, calculate and bill time expended through the Time Tracking Calculator worksheet attached below; and

NOW, THEREFORE, in consideration of the mutual covenants contained in this Agreement, the parties agree as follows.

Scope of Work

Description of Services

The Service Provider shall perform the services described above and shall maintain contemporaneous time records using the Time Tracking Calculator fields below. All time entries shall be prepared in good faith and shall reflect actual time spent on Client matters.

Time Tracking Worksheet

Use the rows below to record individual time entries. Duration and Amount fields represent recorded values to be used for billing. The Service Provider certifies that entries are accurate and were performed for the benefit of the Client.

Date	Task / Description	Start	End	Break (min)	Duration (hrs)	Rate	Amount

Total Hours Subtotal Amount Adjustments / Credits Total Due

Payment Terms

The Client shall pay the Total Due in accordance with the schedule below. All invoices shall reference the Time Tracking Worksheet and be accompanied by any supporting detail reasonably requested by the Client.

Default Hourly Rate (if applicable) Billing Cycle Payment Due (days after invoice)

Late payments shall accrue interest at the greater of the following: (a) per month on the outstanding balance; or (b) a late fee of . The Client shall also reimburse reasonable collection costs, including attorneys' fees, incurred by the Service Provider to collect past-due amounts.

Term and Termination

This Agreement commences on and continues until unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for convenience upon days' prior written notice. Either party may terminate for material breach if the breaching party fails to cure the breach within days after receipt of written notice specifying the breach.

Upon termination, the Service Provider shall deliver all work product and a final invoice for all time reasonably performed through the effective date of termination. The Client shall pay all undisputed amounts within the Payment Due period specified above.

Confidentiality

Each party agrees to hold in confidence and not disclose Confidential Information of the other party except as required by law or as necessary to perform this Agreement. "Confidential Information" includes time entries, billing rates, business processes and any nonpublic information disclosed in writing or identified at the time of disclosure as confidential.

The obligation of confidentiality shall survive termination of this Agreement for a period of years, except that trade secrets shall be protected for so long as they remain trade secrets under applicable law.

Recordkeeping and Audit

The Service Provider shall keep accurate contemporaneous records of time and expenses for services performed under this Agreement. Upon reasonable notice, the Client may audit entries and supporting documentation related to billed time within twelve (12) months following the invoice date. Any undisputed discrepancies shall be corrected promptly.

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.

Indemnification

Each party shall indemnify, defend and hold harmless the other party from and against any third-party claims, liabilities, damages and expenses (including reasonable attorneys' fees) arising out of the indemnifying party's breach of this Agreement, gross negligence, or willful misconduct.

Entire Agreement

This Agreement, including the Time Tracking Worksheet and any schedules, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and communications, whether oral or written.

No amendment or waiver of any provision of this Agreement shall be effective unless in writing and signed by both parties.

Service Provider:

By:

Date:

Client:

By:

Date:

What the Time Tracking Calculator Is and When to Use It

The Time Tracking Calculator is a structured worksheet designed to capture hours worked, allocate time across projects or clients, and convert logged time into billable or payroll values. It standardizes entries for regular hours, overtime, and project-specific tracking, and includes fields for dates, task categories, and hourly rates. Organizations use it to improve payroll accuracy, support client invoices, measure utilization, and create auditable records that can be retained in compliance with applicable recordkeeping rules.

Key advantages of using a Time Tracking Calculator

A Time Tracking Calculator reduces manual errors, creates a consistent audit trail for payroll and billing, and supports accurate cost allocation and reporting across teams. It also makes it easier to reconcile time data with payroll systems and client invoices while supporting internal controls.

Who typically completes and relies on a Time Tracking Calculator

The calculator is used by a mix of individual contributors, operational leads, and finance teams who need accurate time records for payroll, billing, or productivity analysis.

Individual contributors logging daily hours for payroll or client billing, often submitting weekly or biweekly for approval.
Project managers allocating hours across tasks and deliverables to track budgets and utilization rates.
Payroll and finance staff verifying totals for payroll processing, tax withholding, and invoicing.

Clear, consistent use across these roles improves accuracy, reduces disputes, and shortens payroll and invoicing cycles.

Step-by-step: completing the Time Tracking Calculator

Follow these steps in order to collect, validate, and submit time entries for payroll or billing.

01

Collect entries: Employee records daily hours by project and date.
02

Validate totals: Supervisor reviews hours and approves adjustments.
03

Apply rates: System or template multiplies hours by approved rates.
04

Submit for payroll: Export or send approved totals to payroll or billing.

Configuring an online time-entry workflow

Configure fields, authentication, and routing to match payroll and billing processes.

Field	Configuration
Required Fields	Name \| Date \| Hours \| Project Code
Authentication	Email verification \| Optional SMS OTP
Approval Route	Employee > Manager > Payroll
Export Format	CSV \| Excel \| Payroll-compatible layout

How an online Time Tracking Calculator works end to end

An automated digital flow reduces manual handoffs and creates an auditable signing and approval record.

Create template: Design fields and validation rules.
Share link: Distribute secure entry links to employees.
Approve entries: Managers review, edit, and approve.
Export data: Send totals to payroll or billing.

Technical requirements and supported formats

Confirm integrations and document formats before deploying digital time tracking to ensure compatibility with payroll systems.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File formats: Excel, CSV, PDF, DOCX
Authentication: Email link, SMS OTP, SSO options

Essential components of a professional Time Tracking Calculator

A robust calculator includes validation, role-based approvals, clear rate tables, and export options to integrate with payroll and billing systems.

Validation Rules

Automatic format and range checks for dates, hours, and rate selection reduce entry errors and ensure consistent data before approval.

Approval Workflow

Configurable routing to managers and finance for sequential approvals prevents unapproved time from reaching payroll or client invoices.

Rate Tables

Centralized hourly and overtime rate tables tied to roles or projects ensure correct calculations and simplify rate updates across users.

Export Options

CSV and payroll-ready exports let finance import totals directly into payroll, accounting, or invoicing systems without manual rekeying.

Audit Trail

Time-stamped change logs and approver identities provide an auditable record for compliance and dispute resolution.

Reporting

Project and utilization reports summarize hours and costs by client, project, or time period for budgeting and invoicing.

Security and compliance controls relevant to time records

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption

Audit logs: Immutable activity history

Access controls: Role-based permissions

Regulatory: ESIGN and UETA compliance

Healthcare: HIPAA available with BAA

Typical submission and payroll deadlines to set

Set clear cutoffs for entry, manager approvals, and payroll exports to avoid missed pay cycles and billing delays.

Daily entry cutoff:

End of business day for same-day recording

Weekly submission:

Employees submit by end of week for weekly payroll

Manager approval:

Approvals completed one business day before payroll run

Payroll export:

Export files by payroll provider cutoff

Invoice generation:

Generate client invoices after final approval

Key milestones from entry to payroll

A numbered sequence clarifies responsibilities and the timeline for each stage of the timekeeping lifecycle.

01

Entry Window

Employees log hours daily or weekly for the pay period.

02

Supervisor Review

Managers review and resolve exceptions within two business days.

03

Final Approval

Approvers sign off one day prior to payroll export.

04

Payroll Processing

Finance imports approved totals and completes payroll run.

Common mistakes to avoid when using a Time Tracking Calculator

Mixing time formats (hh:mm vs decimals) causes rounding errors and inconsistent totals across reports.
Failing to validate project codes leads to misallocated billable hours and inaccurate project profitability metrics.
Allowing late approvals to be processed without review increases the risk of overpayment or client billing disputes.
Not maintaining a central rate table results in out-of-date rates and inconsistent calculations across teams.

Risks and potential penalties from inaccurate time records

Payroll fines: FLSA violations risk penalties

Tax issues: Incorrect reporting triggers IRS action

Client disputes: Billing disagreements delay payments

Wage reclamation: Overpayments may require recovery

Data breaches: Exposed records create liability

Recordkeeping: Noncompliance with retention rules

Typical eSignature pricing and capability comparison

Basic pricing and common capability indicators for popular eSignature vendors; signNow is listed first per vendor ordering requirements.

	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	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Selected examples: Time tracking and e-signature in practice

Real-world examples show how digital time records and signatures improve turnaround and compliance across organizations.

Optica Ventures (COO)

Optica standardized time capture for client billing to reduce disputes.

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

Martin Properties (Founder)

Martin Properties moved to online time and signature workflows for leasing and contractor billing.

Remote completion cut processing time significantly.
Tim Martin said, "I can process and execute all of these documents online with 100% compliance and built-in security."

Practical tips for accurate and efficient time tracking

Adopt consistent conventions, automate where possible, and enforce approvals to reduce disputes and reconciliation work.

Standardize formats

Use a single date and hours format organization-wide and validate at entry to prevent conversion and rounding issues that slow payroll.

Enforce approvals

Require manager sign-off within a defined window to prevent late edits and ensure only approved hours flow to payroll and invoices.

Centralize rates

Maintain a single source of truth for hourly and overtime rates to avoid inconsistencies and simplify audits and contract compliance.

Automate exports

Integrate with payroll and billing systems to eliminate manual rekeying and reduce data entry errors and processing time.

Frequently asked questions about the Time Tracking Calculator

Answers to common questions about formats, approvals, e-signatures, and record retention for digital time records.

Need help? Contact support

How should I format hours?
Use decimal hours or hh:mm consistently. Decimal format (e.g., 7.50) is often required for payroll imports; hh:mm may need conversion before export.
Can time entries be e-signed?
Yes. An electronic signature is valid under ESIGN (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, and retention requirements are met.
What if a manager rejects hours?
Return the entry to the employee for correction and resubmission; maintain a change log showing original and revised values for audit purposes.
How long should records be kept?
Retain time and payroll records for at least three years for IRS purposes (IRC §6501(a)); retain HIPAA-related records for six years when PHI is involved (45 CFR §164.530(j)).
Is notarization ever required?
Not typically for routine timekeeping. Notarization is only relevant if records are later used in legal proceedings or attached to filings requiring notarized evidence.
How do I correct exported errors?
Correct in the source worksheet, document the change, and re-export to payroll. Maintain the audit trail to demonstrate the correction and approval history.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now