Construction Time and Material Template

Full Description

This time and material template helps you track labor hours and materials on construction changes that are carried out on a time and material (T&M) basis. When a change is urgent and there is no time to price it fully, a clear daily record is what supports your invoice and gets the change approved faster.

What is a time and material sheet?

A time and material sheet, often called a T&M ticket, is a record of the labor, materials and equipment used to carry out a change or extra work that has not been priced up front. Instead of a lump sum, the subcontractor tracks the actual hours worked and materials used, then applies the agreed rates and markup. Supervisors usually sign the sheets daily or weekly to confirm the information is accurate before it is invoiced.

When to use it

• Urgent changes that must start before a full quote can be prepared
• Extra work instructed on site where the scope is unclear
• Emergency repairs or remedial work
• Changes your contract says will be paid on a time and material basis
• Recording weekly time for workers assigned to a specific change

What’s included

The template is a spreadsheet that works with all modern spreadsheet software. It provides:

• Construction project name and number
• Date
• Change reference
• Time tracking (labor)
• Material tracking
• Totals and markup

How to fill it out

1. Enter the project name and number, and the change reference from the instruction or change order request.
2. Record the date and a short description of the work done that day.
3. List each worker’s trade or classification and the hours worked on the change only.
4. List the materials used with quantities and unit costs. Keep delivery tickets and receipts.
5. Apply the agreed labor rates and markup to calculate the totals.
6. Have the owner’s or general contractor’s supervisor review and sign the sheet daily or weekly.
7. Attach the signed sheets to your change order or invoice.

Common mistakes to avoid

• Waiting until the end of the job to fill in sheets. Hours and quantities are forgotten.
• Mixing base contract work with change work on the same ticket.
• Missing signatures, which gives the other party a reason to dispute the cost.
• Using rates or markup that were never agreed in the contract.

Related templates and guides

• Time And Material Tracking Sheet
• Change Order Template
• Change Order Log
• Your Guide to Submitting a Construction Change Request
• Change Order [CO]

Frequently asked questions

What is time and material in construction?

Time and material is a way of paying for work based on the actual labor hours and materials used, at agreed rates plus markup, rather than a fixed price. It is common for urgent changes, repairs and work whose scope cannot be defined in advance. Accurate, signed daily records are essential to get paid.

What is a T&M ticket?

A T&M ticket is the daily or weekly sheet that records the labor, materials and equipment used on time and material work. It is signed by the client’s or general contractor’s representative to confirm the work was done, and the signed tickets are then used to support the change order or invoice.

Who signs time and material sheets?

Usually the subcontractor’s foreman prepares the sheet and the general contractor’s superintendent or the owner’s representative signs it. The signature confirms the hours and materials, not necessarily that the work is a valid change. Check your contract for who is authorized to sign.

How is markup applied on time and material work?

Markup for overhead and profit is normally added to the cost of labor and materials at percentages set in the contract. Some contracts use different percentages for labor, materials and subcontracted work. Use only the rates and markup your contract allows.

What is the difference between time and material and a fixed price change?

A fixed price, or lump sum, change is priced and agreed before work starts. A time and material change is paid on actual costs recorded as the work is done. T&M is faster to start but needs careful daily tracking, while lump sum gives cost certainty.