Time and Materials Log
A job sheet for time and materials work. The client approves the hourly rate, the materials markup and a not-to-exceed amount before you start. Then each task is logged with its start and stop time and each part with its receipt cost.
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Generate PDF →Template only, not legal advice. Have an attorney licensed in your state review this template before using it with clients.
What’s in this template
Time and Materials Log
1. Job
- Provider: Provider Business Name
- Provider phone: Provider Phone
- Client: Client Name
- Client phone: Client Phone
- Service address: Service Address
- Job or work order no.: Job or Work Order No.
- Start date: Start Date
2. Work Requested
Work Requested
3. Rates and Authorization
- Labor rate: Hourly Labor Rate
- Billing increment: Billing Increment
- Trip or service call charge: Trip or Service Call Charge
- Materials: Materials Markup
- Not-to-exceed amount: Not-to-Exceed Amount
The client authorizes Provider Business Name to do the work above on a time and materials basis at these rates. Labor is billed from the task times in the labor log, not from total time on site. Materials are billed at receipt cost plus the markup above, and receipts are available on request. If the work will cost more than the not-to-exceed amount, the provider will stop and get the client's written approval of a new amount before going further.
Client (approves the work and the rates) signature line
4. Labor Log
Write each task down as it happens, with its start and stop time. Bill the task time.
| Date | Tech | Task or work performed | Start | Stop | Hours |
|---|---|---|---|---|---|
12 blank rows on the printed form
5. Materials Log
One line per item, with the supplier and the receipt cost. Keep the receipts with this log.
| Date | Item and supplier | Qty | Receipt cost | Markup | Billed |
|---|---|---|---|---|---|
10 blank rows on the printed form
6. Totals
| Labor (total task hours x labor rate) | |
| Materials (billed column total) | |
| Trip or service call charge | Trip or Service Call Charge |
| Total before tax | |
| Not-to-exceed amount | Not-to-Exceed Amount |
| Under or over the not-to-exceed amount by |
7. Completion
The client has reviewed the labor and materials logged above and accepts the work as completed.
Technician signature line
Client (accepts the logged time and materials) signature line
Time and materials log questions, answered
What is a time and materials log?
A running record of a job billed by the hour plus parts. Each task gets a start and stop time, and each part gets its receipt cost and markup. You build the invoice from the log, so the client can match every billed line to something that happened on the job.
What should a time and materials log include?
The rates the client approved before work started (hourly rate, billing increment, materials markup and a not-to-exceed amount) with their signature. Then a labor log with task times, a materials log with receipt costs, the totals, and a completion signature.
How do you calculate a time and materials bill?
Add up the logged task hours and multiply by your hourly rate. Then add each material at its receipt cost plus your markup. Example: 2.75 hours at $95 an hour is $261.25, and $195 of materials with a 25 percent markup is $243.75, for $505 before tax.
What is a not-to-exceed amount?
The most the client will pay without approving more. When the logged time and materials get close to it, you stop and get a new amount approved in writing before you go on. It gives the client a known worst case on an hourly job.
Do I need an account to use this form?
No. Download the blank form and print it, or fill in the job details online and download a PDF. Neither needs an account.
Clock the hours against the job
In EosLog each tech clocks in on the job from the mobile app, so every hour is tied to the job, the client and the worker. Review the entries before you send the invoice.