Construction projects do not always go exactly as planned. Customers may request additional work, crews may discover unexpected site conditions, or emergency repairs may need to be completed before a final price can be determined.
In these situations, contractors need a reliable way to document the work performed and the resources used. That is where Time and Material tickets become important.
Time and Material tickets help contractors record labor, materials, equipment, and other costs associated with work that cannot be priced accurately in advance. They also provide supporting documentation for customer approval, invoicing, and payment.
This guide explains what Time and Material tickets are, what they include, how the T&M process works, when contractors should use them, and how digital tickets can improve the process.
What Are Time and Material Tickets?
A Time and Material ticket, often called a T&M Ticket, is a document used to record the actual labor, materials, equipment, and other resources used to complete work.
Instead of charging a fixed amount agreed upon before the work begins, the contractor charges based on the time spent and the materials or equipment used.
A typical T&M ticket answers important questions such as:
- What work was completed?
- Who completed the work?
- How many labor hours were used?
- What materials were installed or consumed?
- What equipment was used?
- When was the work performed?
- Did the customer review and approve the work?
Once completed and approved, the ticket can be used to support a change order, invoice, or other billing record.
Traditionally, contractors recorded this information on handwritten paper T&M tickets. Today, they can use digital T&M tickets to document the same information directly at the jobsite and reduce their reliance on paper forms.
Understanding Time and Material Tickets for Construction
In construction, project costs are often estimated and agreed upon before work begins. However, some work cannot be accurately priced in advance.
A contractor may open a wall and discover unexpected damage. A customer may request additional work that was not included in the original agreement. Crews may also need to respond to an urgent condition before the full cost can be calculated.
Time and Material tickets allow contractors to begin necessary work while documenting the actual resources used.
They are commonly used by:
- General contractors
- Subcontractors
- Specialty contractors (Painting, Electrical, Plumbing, Drywall)
- Service and maintenance contractors
- Field supervisors
- Project managers
- Construction accounting teams
T&M tickets are especially valuable when the scope of work is uncertain or likely to change.
Time and Materials vs. Fixed-Price Work
With a fixed-price agreement, the contractor agrees to complete a defined scope of work for a predetermined amount. The contractor is responsible for managing the labor, materials, and equipment within that price.
With Time and Materials work, the final cost is based on the resources actually used. The contractor records labor hours, material quantities, equipment usage, and any applicable markup.
A fixed price is often appropriate when the scope is clearly defined. A Time and Materials approach may be more practical when the scope, duration, or required resources cannot be determined before the work begins.
What Information Does a Time and Material Ticket Include?
A complete Time and Material ticket should provide enough information to explain what work was performed, what resources were used, and who approved it.
The exact format may vary depending on the contractor, project, or contract requirements. However, most T&M tickets include the following information.
Project and Customer Information
The ticket should clearly identify the project and the customer associated with the work.
This may include:
- Project name
- Project number
- Jobsite address
- Client or general contractor name
- Subcontractor name
- Date the work was performed
- T&M ticket number
Accurate project information helps ensure that the ticket is assigned to the correct job, contract, and invoice.
Labor Details
Labor is often one of the largest costs on a T&M ticket.
The labor section may include:
- Employee or crew member names
- Trade or labor classification
- Regular hours
- Overtime hours
- Double-time hours
- Hourly rates
- Total labor amount
Recording labor daily helps reduce forgotten hours and incorrect entries.
Materials Used
The ticket should list the materials used to complete the work.
Material information may include:
- Material description
- Quantity
- Unit of measurement
- Unit cost
- Total cost
- Supplier information
- Applicable markup
Receipts, invoices, or delivery documents may also be attached to support the material charges.
Equipment Usage
Contractors may need to charge for equipment used during the work.
The equipment section can include:
- Equipment name or type
- Equipment identification number
- Number of hours or days used
- Usage rate
- Total equipment cost
This may cover contractor-owned equipment, rented equipment, vehicles, or specialized tools.
Accurately recording labor, material, equipment, rates, and markup helps contractors calculate accurate costs with digital T&M tickets.
Description of Work Completed
The work description should clearly explain what the crew completed and why the work was necessary.
A strong description should include:
- The condition that required the work
- The specific tasks completed
- The location of the work
- Any instructions received from the customer
- How the work differed from the original scope
Instead of writing “extra work completed,” the contractor should provide a clear explanation, such as:
“Removed damaged drywall in the second-floor hallway, replaced water-damaged insulation, and installed new drywall at the customer’s request.”
Specific descriptions make tickets easier to review and reduce questions during billing.
Photos and Supporting Documents
Photos and documents can provide additional evidence of the work completed.
Supporting documentation may include:
- Photos of existing site conditions
- Before-and-after photos
- Photos of completed work
- Material receipts
- Supplier invoices
- Equipment rental records
- Delivery tickets
- Written customer instructions
Keeping these records with the T&M ticket creates a more complete and reliable record. Digital tools can help contractors maintain clear T&M ticket documentation by storing work descriptions, photos, receipts, and approvals together.
Customer Approval and Signature
The customer or an authorized representative may be asked to review and sign the ticket.
The approval section may include:
- Customer name
- Customer signature
- Approval date
- Approval time
- Customer comments
- Contractor representative’s signature
A signature confirms that the customer reviewed the information recorded on the ticket. However, the exact meaning of the signature may depend on the contract terms and the language included on the form.
Why Are Time and Material Tickets Important?
Time and Material tickets are more than simple field forms. They create a record connecting the work completed at the jobsite with the amount charged on the invoice.
Create Accurate Work Records
T&M tickets document what happened while the details are still fresh.
Without a ticket, contractors may have to rely on memory, handwritten notes, text messages, or verbal explanations. This can lead to incomplete records and inconsistent billing.
Support Faster and More Accurate Billing
The accounting team needs accurate labor, material, and equipment information before preparing an invoice.
A complete ticket gives the back office the details needed to calculate costs and submit billing without repeatedly contacting the field crew.
Reduce Payment Disputes
Customers may question charges when they do not have enough information about the work.
A detailed T&M ticket can show:
- What work was completed
- Why the work was required
- How many hours were used
- What materials were installed
- Who approved the work
This documentation can help resolve questions before they become larger disputes.
Improve Project Cost Tracking
T&M tickets help project managers understand how much additional work is being performed and where project costs are increasing.
They can also be used to compare:
- Estimated and actual labor
- Material usage
- Equipment costs
- Additional work by project area
- Approved and unapproved work
Protect Contractor Revenue
Undocumented work can easily become unbilled work.
When labor hours, materials, or equipment are not recorded, contractors may be unable to recover the full cost of the work. Consistent T&M documentation helps reduce missed charges and lost revenue.
How the Time and Material Ticket Process Works
A clear process helps contractors create complete tickets, obtain timely approval, and avoid billing delays.
Step 1: Identify the Additional Work
The process begins when the contractor identifies work that is outside the original scope or cannot be accurately priced before it begins.
The contractor should confirm that a T&M ticket is appropriate under the project contract and approval procedures.
Step 2: Create the T&M Ticket
The field team creates a ticket and records the basic project information, date, customer, and description of the requested work.
Creating the ticket before or when the work begins makes it easier to track resources accurately.
Step 3: Record Labor, Materials, and Equipment
As the work is completed, the crew records:
- Employee hours
- Material quantities
- Equipment usage
- Subcontractor costs
- Other relevant expenses
The information should be entered as soon as possible rather than reconstructed several days later.
Step 4: Add Supporting Documentation
The contractor adds photos, receipts, invoices, delivery records, and any written instructions related to the work.
These records help explain and support the charges.
Step 5: Review the Ticket
Before presenting the ticket to the customer, the contractor should verify that the information is complete and accurate.
The review should check for:
- Missing labor hours
- Incorrect quantities
- Unclear descriptions
- Missing attachments
- Calculation errors
- Incorrect project information
Step 6: Obtain Customer Approval
The customer or authorized representative reviews the ticket and signs it according to the project’s approval process.
Approval may be collected on paper, directly on a digital device, through a QR code, or through an electronic approval link. These options can help contractors obtain timely approvals for T&M tickets without waiting for paper forms to be returned.
Step 7: Submit the Ticket to the Back Office
After approval, the ticket is submitted to the office for pricing, review, change order preparation, or invoicing.
Timely submission helps prevent tickets from being lost or forgotten.
Step 8: Include the Ticket with the Invoice
The approved T&M ticket and supporting records may be included with the invoice as evidence of the work performed and the costs charged.
When to Use Time and Material Tickets
Time and Material tickets are useful when the full scope or cost of the work is not known before it begins.
Common situations include:
Change Orders
A customer may request additional work after the original contract has been approved. A T&M ticket can document the resources used until the final change order amount is determined.
Work Outside the Original Scope
Crews may be asked to complete tasks that were not included in the bid, contract, or original project documents.
Unexpected Site Conditions
Hidden damage, unknown utilities, unsuitable soil, structural issues, or restricted access may require additional work that could not have been anticipated.
Emergency Repairs
Some repairs must begin immediately to protect people, property, equipment, or the project schedule. There may not be enough time to prepare a fixed-price proposal first.
Service and Maintenance Work
The duration and material requirements for service work may not be known until the technician inspects the problem.
Projects with an Undefined Scope
Renovation, repair, and investigation work may involve conditions that cannot be fully evaluated before construction begins.
Small Additional Tasks
T&M tickets may also be used for smaller tasks that need to be tracked but do not require a separate fixed-price proposal.
Contractors should always review their contract requirements before beginning Time and Materials work. Some contracts require written authorization before additional work can begin.
Common Challenges with Paper Time and Material Tickets
Paper T&M tickets have been used in construction for many years, but they can create several operational problems.
Lost or Damaged Tickets
Paper tickets can be left in trucks, damaged at the jobsite, misplaced in the office, or lost before they reach accounting.
When a ticket is lost, the contractor may also lose the ability to bill for the work.
Missing Information
Crews may forget to enter labor classifications, quantities, equipment hours, project numbers, or work descriptions.
The office may then need to contact the field team to complete the missing information.
Difficult-to-Read Handwriting
Unclear handwriting can make labor hours, material quantities, names, and descriptions difficult to understand.
This can lead to data-entry mistakes, billing errors, and customer disputes.
Delayed Submission
Paper tickets often need to be physically delivered from the jobsite to the office. This may take several days or even weeks.
The delay can slow down invoice preparation and payment.
Manual Data Entry
Back-office employees must often enter information from paper tickets into accounting, estimating, or project management systems.
This takes time and creates another opportunity for errors.
Separated Supporting Documents
Photos, receipts, invoices, and delivery records may be stored separately from the paper ticket.
When supporting documents cannot be found, it becomes harder to verify the charges.
Slow Customer Approval
A ticket that is not signed at the jobsite may need to be emailed, delivered, or presented to the customer later. Delayed approval can hold up change orders and invoices.
Benefits of Digital Time and Material Tickets
Digital Time and Material tickets replace handwritten forms with a structured electronic process.
Complete Tickets at the Jobsite
Field teams can record work, labor, materials, and equipment while they are still at the jobsite.
This improves accuracy and reduces the need to reconstruct information later.
Reduce Missing Information
Digital forms can use required fields, predefined options, and validation rules to help crews complete all necessary sections.
Use Accurate Rates
Paper T&M tickets often require field employees to enter labor, material, and equipment rates manually. They may use outdated or incorrect rates if the appropriate information is not readily available.
Digital T&M ticket software can provide access to predefined rates when a ticket is created. This helps teams use the appropriate rate information and improves the accuracy of project costs and billing.
Apply the Correct Markups
Calculating and entering markups manually on paper tickets can lead to inconsistent percentages, calculation errors, or missed markups.
Digital T&M ticket software can automatically apply predefined markups to labor, materials, or equipment. This reduces manual calculations and helps ensure that the appropriate markup is applied consistently.
Attach Photos and Documents
Photos, receipts, invoices, and other supporting documents can be attached directly to the ticket.
This keeps the complete record together.
Obtain Faster Approval
Customers can review and approve digital tickets using different methods, including signing on a device, scanning a QR code, or opening an electronic approval link.
Give the Back Office Faster Access
Once a digital ticket is submitted or approved, office employees can access it without waiting for a paper copy to return from the field.
Improve Search and Organization
Digital tickets can be organized and searched by:
- Project
- Customer
- Customer Reference Number
- Date
- Ticket number
- Approval status
- Assigned employee
This makes it easier to find records during billing, audits, or customer discussions.
Speed Up Billing
Faster submission, clearer information, and easier access to approved tickets allow accounting teams to begin billing sooner.
Create More Reliable Records
Digital systems may also record approval dates, times, signatures, ticket revisions, and other activity that paper forms cannot capture consistently.
Together, these capabilities help contractors manage T&M tickets more effectively from initial creation through approval, billing, and recordkeeping.
Best Practices for Managing Time and Material Tickets
Contractors can improve the reliability of their T&M process by following a few practical steps.
Complete tickets on the same day the work is performed. Use specific descriptions rather than general statements. Record all labor, materials, and equipment accurately. Add photos and supporting documents whenever possible.
Tickets should also be reviewed before customer approval and submitted to the back office promptly.
Most importantly, field employees should understand when a T&M ticket is required and who is authorized to approve additional work.
Conclusion
Time and Material Tickets are essential for accurately documenting extra work, supporting customer invoices, and reducing payment disputes. Whether contractors are managing change orders, service work, emergency repairs, or unexpected site conditions, complete and accurate tickets create greater transparency between contractors and customers while improving project tracking.
Although paper tickets can still document the work, digital Time and Material Tickets offer important advantages. They improve recordkeeping, speed up customer approvals, simplify billing, and give field crews and office staff faster access to project information.
For contractors ready to modernize their process, Zurel T&M Tickets makes it easier to create digital Time and Material Tickets, capture customer approvals, calculate accurate project costs, and keep every ticket organized from the field to the office.
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