Time And Materials Agreement Form
Use a Time And Materials Agreement Template template to make your document workflow more streamlined.
What this agreement form does
A Time And Materials Agreement Form is a project contract that sets payment for identified labor time, materials, expenses, and approved changes rather than one fixed total. The parties usually identify the services, hourly rates or labor categories, material-pricing method, invoicing schedule, expense rules, authorization process, and signatures. It gives a consultant, contractor, or client a written basis for comparing invoices with performed work. The form does not replace applicable procurement rules, licensing requirements, or state contract law, so parties should review those requirements before signing.
Who benefits from this agreement form
Time And Materials Agreement Form supports service engagements where payment depends on documented labor, materials, expenses, and approved project changes.
Independent consultants use the form to define hourly rates, reimbursable expenses, approved work, and client signatures before project services begin. Construction subcontractors use it to document labor hours, material charges, change approvals, and billing responsibilities for a specific site project. Enterprise procurement teams use standardized versions to control statements of work, capture authorized approvals, and retain signed records across departments.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Key features for time-based agreements
The form brings commercial terms, measurable work records, approvals, and signatures together so project costs can be reviewed against an agreed foundation.
Cost clarity
Record hourly rates, labor categories, material charges, and reimbursable expenses in one agreement before work starts.
Change control
Define how parties approve additional hours, materials, or scope changes before those costs become billable.
Electronic signing
Capture client and provider signatures without printing, scanning, or routing paper copies between project participants.
Audit record
Preserve the signed agreement and related signing activity in a searchable record for project administration and dispute review.
Reusable templates
Use reusable templates to keep rate schedules, approval language, and signature assignments consistent across recurring engagements.
Mobile access
Send agreements from mobile devices when project managers or contractors work at a jobsite, client location, or field office.
How the agreement workflow works
The signNow process turns the completed commercial terms into a routed, signed project record with supporting evidence.
Prepare the form: Upload the Time And Materials Agreement Form and review its detected or manually placed fields. Assign responsibilities: Assign rate, expense, approval, and signature fields to the responsible project participants. Collect signatures: Send the agreement through signNow so each participant reviews and signs the defined terms. Preserve evidence: Store the completed agreement with the audit trail, timesheets, receipts, and approved changes.
Ways to send and sign the agreement
- Use the signNow web app to upload the agreement, place fields, and send it when office-based preparation requires a full document workspace.
- Use the signNow mobile app to review or sign a project agreement from a jobsite, client location, or field office without returning to a desk.
- Choose kiosk mode when several authorized participants sign on one controlled device during an in-person project meeting or procurement session.
- Generate a shareable signing link when approved recipients need access through a controlled project portal, email message, or client communication.
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Recommended agreement workflow setup
Configure the agreement workflow around signer identity, cost approvals, audit evidence, and the retention policy governing the underlying project record.
| Setting | Recommendation |
|---|---|
| Authentication method | Email verification with SMS OTP |
| Signature type | Electronic signature with signer intent |
| Audit trail | Capture timestamps, IP addresses, and actions |
| Document retention | Retain under the project records policy |
| Encryption | TLS 1.2/1.3 and AES-256 protection |
Security for signed project agreements
Data in transit:
Data at rest:
Security reporting:
Information security:
Electronic signatures:
Signer verification:
Mobile options for agreement signing
Complete Time And Materials Agreement Form workflows on iOS and Android, including mobile signing, offline access, and camera-based document capture.
iOS app iOS 16–18 supports signNow mobile signing Android app Android 12–15 supports signNow mobile signing Camera capture Camera capture supports scanned agreement pages
The signNow mobile apps help contractors, consultants, and project managers handle agreement pages away from a desk. Confirm that offline work has synchronized before relying on the completed record, and use camera capture only for clear, complete document images.
Best practices for completing the form
Accurate rates, documented approvals, and linked project records make a Time And Materials Agreement Form easier to administer and defend.
Define rates and reimbursable costs precisely
Require written approval for changes
Link supporting project records
Preserve the signed record securely
Risks from incomplete agreement terms
Invoice dispute
Unauthorized charges
Weak evidence
Cost verification gap
Challenges when managing project terms
Hourly rates may be listed without labor categories, making invoices difficult to compare with the work actually performed. Material markups, travel costs, and reimbursable expenses may lack approval rules, creating avoidable disagreements during billing review. Scope changes may be approved informally by email or conversation without updating the agreement or preserving a clear authorization record. Timesheets and receipts may be stored separately from the signed agreement, slowing reconciliation and weakening the project file.
Processing stages for the agreement
Processing time depends on document completeness, signer availability, and the number of project approvals required.
Prepare the document
Deliver to signers
Collect signatures
Complete and archive
Examples of agreement use
These examples show how time-and-materials terms can fit field-based property work and construction administration when supporting records are maintained.
Real estate operations
Martin Properties can use a Time And Materials Agreement Form to organize property-related contractor or consultant engagements requiring mobile access and documented approvals.
- Mobile signing for field work
- Signed terms support project administration
Tim Martin, founder of Martin Properties, describes using airSlate SignNow to process and execute documents online, including mobile and offline work. Applied to a time-and-materials engagement, that workflow can help property teams return signed project terms to the necessary parties while preserving the agreement record.
Construction project
A construction project team can use the form to define labor rates, material charges, and change authorization before work begins on a specific site.
- Site-based contract approval
- Rates linked to project billing
The form gives a construction client and contractor a shared reference for labor, materials, expenses, and approved changes. signNow can route the agreement for electronic signatures and retain the completed document with its signing history, while project records should still substantiate actual hours and purchases.
Key performance indicators that demonstrate SignNow's proven track record.
Troubleshooting the agreement workflow
These answers address field setup, signing evidence, plan capabilities, retention, and signer identity for Time And Materials Agreement Form workflows.
A Time And Materials Agreement Form can be uploaded to signNow, where the sender places or reviews fields for rates, labor categories, expenses, approvals, and signatures before sending it to the designated parties.
Use signNow’s field placement and assignment tools to give each rate, approval, and signature field to the correct participant. Review the completed PDF against the original terms before sending the agreement.
The Business plan is listed at $8 per user per month with annual billing and includes legally binding eSignatures, audit trails, templates, and mobile apps. It includes 100 signature invites per user annually; overage fees may apply.
signNow supports ESIGN and UETA compliance, but the agreement must still show signer intent, consent, attribution, and record retention. For consumer-facing records, review the electronic-record disclosure requirements in 15 U.S.C. §7001(c).
Export or retain the completed agreement together with its signNow audit trail, timesheets, receipts, invoices, and approved changes. The applicable retention period depends on the underlying project, tax, employment, or industry record rules.
Use SMS OTP or another available signer-authentication control when identity assurance matters, and restrict document access to authorized project, finance, procurement, and legal personnel. signNow lists advanced signer authentication among Enterprise capabilities.
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