Time And Material Tracking Sheet

Full Description

This time and material sheet lets you track labor, materials, taxes and fees for work done on a time and materials basis. When you are asked to build on T&M, you record what was actually used and invoice the exact amount, so accurate daily records are what get you paid.

What is a time and material sheet?

A time and material sheet, often called a T&M sheet or T&M ticket, records the labor hours, materials and equipment used on work that is paid at cost plus agreed rates rather than a fixed price. It is filled in daily or per task, and is usually signed by the client or their representative to confirm the work. The signed sheets then support the invoice. T&M is common for small changes, urgent repairs and work whose scope cannot be priced up front.

When to use it

• Extra work instructed on site before a price can be agreed
• Emergency or urgent repairs that cannot wait for a quotation
• Change work the contract says will be paid on time and materials
• Small service or maintenance jobs billed by the hour
• Tracking costs on any task where you need proof of actual quantities

What’s included

This spreadsheet (.xlsx) lets you track:

• Material, including quantities and costs
• Labor, including quantities and costs
• Taxes
• Fees
• Project details

How to fill it out

1. Enter the project details and a short description of the work.
2. Record labor for each worker or trade, with hours and rates.
3. List materials used, with quantities and unit costs.
4. Add the fees and taxes that apply under your contract.
5. Check the totals, then have the client’s representative review and sign the sheet the same day.
6. Attach delivery tickets or receipts and submit the sheet with your invoice.

Tips

• Fill sheets in daily. Records written days later are easier to dispute.
• Get a signature every day the work happens, not at the end of the job.
• Agree labor rates, markup and fees in writing before T&M work starts.
• Keep T&M sheets with the related site instruction or change order.

Related templates and guides

• Change Order Template
• Contractor Application For Progress Payment
• Construction Daily Report Template
• Common Types of Construction Contracts And Their Use
• Finance templates

Frequently asked questions

What does time and materials mean in construction?

Time and materials, or T&M, is a way of paying for work based on the actual labor hours, materials and equipment used, plus an agreed markup or fee, rather than a fixed price. It is used when the scope is uncertain or work has to start before it can be priced.

What should a T&M sheet include?

It should include the project and work description, date, labor by worker or trade with hours and rates, materials with quantities and costs, equipment, applicable fees and taxes, totals, and signatures from the contractor and the client’s representative.

Who signs a time and material sheet?

The contractor’s foreman or supervisor completes it and the client, general contractor or their site representative signs to confirm the hours and materials. A signature does not always mean the cost is approved, but it confirms the work and quantities recorded.

What is the difference between a T&M sheet and a T&M invoice?

The T&M sheet records the work done each day. The invoice bills the client for a period and totals the approved sheets. Keeping signed daily sheets makes the invoice faster to prepare and much harder to dispute.

When should you use time and materials instead of a fixed price?

Use T&M when the scope is unclear, the work is urgent, or the risk of pricing it up front is too high. For well-defined work, a fixed price usually gives the client more cost certainty. Your contract should state when T&M applies.