T&M at a Glance
T&M invoices bill actual labor hours × agreed rates, plus materials/equipment and markups. The win or loss comes down to documentation and timing.
- Daily time entries tied to job → phase → cost code
- Itemized materials/equipment with receipts or tickets
- Current rate sheet and markup terms attached
- Customer signature on field tickets or EWAs
Field Capture Checklist (Every Day)
Standardize what crews collect so the office can invoice fast with confidence.
- Employee/crew name, date, job, phase, cost code
- Start/stop or total hours; regular vs. OT
- Short task notes; attach photos for clarity
- Materials used: quantity, vendor, receipts
- Equipment hours (own vs. rental)
- Customer initials/signature or signed Extra Work Authorization
Approvals: On-Site Signature & Weekly Review
Secure buy-in in the field, then validate before payroll and invoicing.
- Present a daily field ticket for signature; if not available, send for e-sign the same day
- Foreman review each week; PM resolves exceptions
- Lock the period; keep an audit trail of edits
Rate Sheets, Markups & Taxes
Remove surprises by attaching the pricing rules to every T&M packet.
- Include current labor/equipment rate sheet and effective dates
- Call out material markups, fees, and tax handling
- Define OT rules and minimum call-out hours
From Field Ticket to Invoice
Turn approved entries into a transparent invoice that mirrors the field record.
- Group lines by day or cost code; reference ticket/receipt numbers
- Attach photos, signed tickets, and EWA/CO references
- Email the packet and offer online payment options
How to Avoid Disputes
Disputes shrink when the client sees exactly what happened and when.
- Get same-day signatures whenever possible
- Send invoices within 24–72 hours of the work
- Use consistent descriptions tied to SOV/cost codes
- Keep a searchable record of all attachments
How Werx Streamlines T&M Labor Capture
Werx ties field capture, approvals, and T&M invoicing together—then syncs to accounting for clean books.
- Log labor in the Werx Field App by job/phase/cost code with notes/photos
- Collect on-site signatures via Extra Work Authorizations
- Convert approved entries to T&M invoices in minutes
- Sync invoices and payments to QuickBooks Online
FAQs About Capturing T&M Labor
What counts as acceptable T&M backup?
Signed field tickets or EWAs, daily timesheets coded to job/phase/cost code, photos, and material/equipment receipts—plus the current rate sheet and markups.
How fast should I bill T&M work?
Aim for 24–72 hours after the work. Fast billing keeps details fresh, speeds approval, and improves cash flow.
Can I run T&M on part of a lump-sum job?
Yes—use an EWA and convert to a change order or separate T&M lines. Clearly label the invoice and reference SOV/CO numbers.
TL;DR Recap
- Capture labor daily with codes, notes, photos, and signatures
- Attach rate sheets, receipts, and EWAs to every invoice
- Bill within 24–72 hours to reduce disputes
- Werx turns field records into T&M invoices and syncs to QuickBooks
