Time & Material Work Authorization - Free Printable Form

1. Parties and job

Contractor:

License #:

Contractor phone / email:

Authorization #:

Customer / Owner / GC:

Contact name and title:

Billing address:

Phone / email:

Job / property address:

Suite / area:

Date issued:

Anticipated start:

Anticipated duration:

2. Scope of work to be performed on a T&M basis Name drawings or scope letters by number and date.

3. What is not included Every line here is an argument you will not have.

4. Labor bill rates Billing rates, not wages. Read this section out loud together.

Classification	Regular / hr	Overtime (1.5x)	Sat / Sun / Holiday	Notes
Foreman
Journeyman
Apprentice
Service technician

Regular hours are:

Minimum billable per trip:

Overtime applies after:

Page 1 of 2 · Customer initials ______

5. Other billable items This is the section customers quote back at you. Fill it in completely.

Item	How It Is Billed	Rate / Markup	Billable?
Materials and equipment furnished by contractor	Cost plus markup		Y / N
Supply house runs and material pickup	Billed as labor, actual time		Y / N
Travel to and from the job site	Billed as labor, actual time		Y / N
Mileage beyond ____ miles from shop	Per mile		Y / N
Equipment and tool rental	Cost plus markup		Y / N
Permits and inspection fees	At cost, no markup		Y / N
Dumpster and debris removal	Cost plus markup		Y / N
Small tools and consumables	Included in labor rate	n/a	No charge
Standby time caused by others	Billed as labor, actual time		Y / N
			Y / N

6. How time and material billing works

Hours are recorded on site each day, by worker, with a written description of the work performed.
Every invoice is accompanied by a labor backup sheet showing date, worker, classification, what was done, hours, bill rate, and amount.
Daily field reports are available on request and are provided automatically on jobs longer than five working days.
Material and equipment charges are supported by supplier invoices on request.
Work requested outside Section 2 is logged as a change order and priced before it is performed whenever conditions allow. If a verbal go-ahead is given in the field, Contractor confirms it in writing the same day.
Time and material means the final cost is not known at signing. Section 7 sets the point at which Contractor stops and checks in.
Questions on any line item should be raised within 10 days of the invoice date, while the crew and the records are still fresh.

7. Estimate and check-in threshold A good-faith estimate is not a fixed price. Say so out loud.

Good-faith estimate: $

Stop and get written approval at: $

Estimated hours (not a cap):

Billing cycle:

Payment terms: net

8. Authorization

Customer authorizes Contractor to perform the work described in Section 2 on a time and material basis at the rates set out in Sections 4 and 5. Customer confirms that the person signing below has authority to authorize work and approve charges for the property named in Section 1.

Customer Signature

Print Name / Title

Date

Contractor Signature

Print Name / Title

Date

Before you use this on a real job, have your own attorney review the terms and adjust them for your state, your license, and your contract forms. This is a starting point for the conversation, not legal advice.

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