Time tracking clause: Copy, customize, and use Instantly
Introduction
A time tracking clause defines the methods and expectations for tracking the time spent on specific tasks, projects, or services. It ensures that both parties agree on how time will be recorded, reported, and compensated. This clause is often included in agreements where time-based billing or monitoring is necessary.
Below are templates for time tracking clauses tailored to different scenarios. Copy, customize, and insert them into your agreement.
Standard time tracking clause
This version establishes basic time tracking expectations.
The service provider agrees to track and record the time spent on tasks associated with this agreement. Time will be recorded in [format, e.g., hours, minutes], with a detailed breakdown provided in [weekly/monthly] time reports submitted to the customer.
Time tracking clause with hourly billing
This version specifies hourly billing.
The service provider will track time spent on services under this agreement at an hourly rate of [rate]. Detailed records of the time spent on each task will be provided in monthly invoices, including the start and end times for each work period.
Time tracking clause with approval requirement
This version requires approval for time tracking.
The provider will track time spent on services under this agreement. All time recorded will be subject to prior approval by the customer before being billed. Time entries will be submitted weekly for customer review and approval.
Time tracking clause with time reporting frequency
This version specifies the frequency of time tracking reports.
The service provider will submit time tracking reports every [X] days, detailing the hours worked, tasks performed, and time spent on each task. These reports will be submitted to the customer for approval.
Time tracking clause with maximum hours limit
This version includes a maximum time limit.
The service provider agrees to limit the time spent on services to a maximum of [X] hours per week unless otherwise agreed upon in writing by both parties. Any time spent beyond this limit will require prior approval from the customer.
Time tracking clause with time tracking software requirement
This version specifies the use of time tracking software.
The provider will use [name of time tracking software] to record and track time spent on tasks. The customer will have access to the software to review and verify time logs at any time. Reports will be generated automatically on a [weekly/monthly] basis.
Time tracking clause with approval for overtime
This version requires approval for overtime.
Time spent on overtime work, exceeding the standard [X] hours per week, will require prior written approval from the customer. Overtime will be billed at a rate of [X%] above the standard hourly rate.
Time tracking clause with dispute resolution for time discrepancies
This version includes a process for resolving time tracking discrepancies.
In the event of a dispute regarding the time recorded, the customer will notify the provider within [X] days. Both parties will then review the time logs, and if necessary, a mutually agreed-upon third party will be consulted to resolve the discrepancy.
Time tracking clause with minimum time increments
This version sets minimum time increments.
Time will be recorded in [X]-minute increments. For each task, a minimum of [X] minutes will be billed, regardless of whether the task takes less time than the minimum increment.
Time tracking clause with use of manual tracking
This version allows for manual tracking.
The service provider may manually track time spent on tasks, ensuring that all time is accurately recorded and reported. Manual time logs will be submitted to the customer for review on a [weekly/monthly] basis.
Time tracking clause with round-up of time
This version includes rounding up of time.
Time will be rounded up to the nearest [X] minutes when billing. For example, if a task takes 1 hour and 12 minutes, it will be rounded up to 1 hour and 15 minutes.
Time tracking clause with task-based tracking
This version specifies task-based time tracking.
The provider will track time based on specific tasks and provide a breakdown of hours spent on each task in the time tracking reports. Tasks will be clearly defined in the agreement, and time spent on each task will be recorded accordingly.
Time tracking clause with independent verification
This version includes independent verification of time tracking.
The customer reserves the right to request independent verification of the time recorded by the service provider. An external auditor or third-party service may be used to verify the accuracy of the time tracking logs.
Time tracking clause with time off and breaks exclusion
This version excludes time off and breaks.
Time spent on breaks, personal time, or time off during the workday will not be included in the time tracking reports. Only active working hours directly related to the tasks outlined in this agreement will be recorded.
Time tracking clause with transparent reporting
This version requires transparent time reporting.
The provider agrees to provide transparent time tracking reports, including details on the exact time spent on each task. Reports will clearly show the start and end times of each work period, as well as any breaks or non-billable time.
Time tracking clause with a time tracking audit
This version includes an audit of time tracking.
The customer may request an audit of the time tracking logs at any time during the course of this agreement. The provider agrees to make all time tracking records available for review and audit by the customer or an appointed third party.
Time tracking clause with subcontractor time tracking
This version applies to subcontractors.
If subcontractors are engaged in the performance of services under this agreement, the provider is responsible for ensuring that subcontractors track their time according to the same standards outlined in this clause. Subcontractor time logs will be included in the provider’s reports.
Time tracking clause with adjustments for holidays
This version adjusts time for holidays.
Time spent during recognized public holidays will be billed at the standard rate, unless otherwise agreed in writing. Any time off taken due to holidays will be excluded from the time tracking logs.
Time tracking clause with mobile time tracking option
This version allows mobile time tracking.
The provider will use a mobile time tracking app to record time worked while on-site or away from the office. All mobile time tracking logs will be synced with the primary time tracking system and included in the monthly time tracking reports.
Time tracking clause with adjustment for idle time
This version excludes idle time.
Time spent in idle status, such as waiting for information, approvals, or resources, will not be included in the time tracking reports. Only active work related to the tasks will be billed.
Time tracking clause with ongoing project tracking
This version applies to ongoing projects.
The provider will track time on ongoing projects and provide regular updates to the customer. Time tracking will include a detailed breakdown of hours spent on each phase or component of the project, with updates delivered on a [weekly/monthly] basis.
Time tracking clause with billing intervals
This version specifies billing intervals.
Time spent on services under this agreement will be tracked and billed on a [weekly/monthly] basis. Invoices will be issued based on the hours worked during the billing interval, with time tracking reports included with each invoice.
Time tracking clause with use of GPS tracking
This version includes GPS tracking for time logging.
The provider will use GPS-enabled tools to track the location and time spent on tasks that require travel. This data will be included in the time tracking reports and used to verify the time and location of the work performed.
Time tracking clause with client access to time logs
This version provides the client access to time logs.
The customer will have access to the provider’s time tracking logs and can review the logs at any time. A secure portal will be set up to allow the customer to track time spent on services and verify the hours worked.
Time tracking clause with restrictions on non-billable activities
This version excludes non-billable activities.
Time spent on non-billable activities, such as administrative tasks, internal meetings, or training, will not be included in the time tracking logs. Only time directly related to billable tasks will be recorded and reported.
Time tracking clause with maximum monthly hours
This version sets a maximum number of hours for time tracking.
The service provider will limit the total time tracked to a maximum of [X] hours per month. Any hours worked beyond this limit will require prior approval from the customer and will be billed at a higher rate.
Time tracking clause with time approval by client
This version requires time approval by the client.
The provider will submit weekly time tracking logs to the customer for approval. The customer will have [X] days to approve or dispute the hours worked. If no response is received within this period, the time logs will be considered approved.
Time tracking clause with breakdown by task category
This version requires a breakdown by task category.
Time tracking logs will be categorized by task type (e.g., administration, development, research). Each category will include detailed descriptions of the tasks performed, and time spent on each task will be recorded separately.
Time tracking clause with task-specific time logs
This version requires task-specific time logging.
The provider will record time spent on each specific task outlined in this agreement. Each time entry will include a brief description of the task, the amount of time spent, and the relevant dates. These logs will be submitted weekly for review.
Time tracking clause with cumulative time reporting
This version provides cumulative time reporting.
The provider will report the cumulative hours worked on the project, summing all time entries. Each report will include a breakdown of hours per task and will be submitted to the customer at the end of each [week/month].
Time tracking clause with work start and end times
This version requires precise start and end times.
The provider will track the exact start and end times for each work session. Time logs will include these details along with the total time spent on each task, and reports will be submitted weekly for review.
Time tracking clause with weekly review meetings
This version includes weekly review meetings for time logs.
The provider and customer will meet weekly to review the time tracking logs for the previous week. Any discrepancies, adjustments, or questions regarding the time reported will be discussed during these meetings.
Time tracking clause with percentage-based tracking
This version uses percentage tracking for tasks.
Time spent on each task will be tracked as a percentage of the total project time. The provider will submit monthly time reports that show the percentage of time spent on each task relative to the total hours worked.
Time tracking clause with detailed time categories
This version categorizes time based on task type.
Time will be categorized as follows: [list categories, e.g., administrative tasks, development, meetings]. Each time entry will specify the category, and a detailed report will be provided at the end of each week or month.
Time tracking clause with automatic time entry system
This version includes an automatic time entry system.
The provider will use an automatic time entry system to record hours worked. The system will generate detailed reports that include the time spent on each task, which will be sent to the customer on a [weekly/monthly] basis.
Time tracking clause with breaks and pauses exclusions
This version excludes breaks and pauses.
Time spent on breaks, pauses, or non-productive periods will not be included in the time tracking logs. Only active time spent on tasks will be recorded and reported.
Time tracking clause with third-party time verification
This version includes third-party verification for time logs.
The customer reserves the right to have a third-party service verify the time tracking logs submitted by the provider. The third party will assess the accuracy of the reported hours and provide a report to both parties.
Time tracking clause with pre-approved overtime
This version requires pre-approval for overtime.
Any overtime hours worked, exceeding the standard [X] hours per week, must be pre-approved by the customer. Overtime hours will be tracked separately and billed at a higher rate as agreed upon.
Time tracking clause with client-specific time adjustments
This version allows client-specific time adjustments.
The customer may request adjustments to the time logs for any discrepancies or non-billable hours. Any approved adjustments will be reflected in the subsequent billing cycle, and the customer will receive an updated time report.
Time tracking clause with detailed task descriptions
This version includes detailed task descriptions for each entry.
Each time entry will include a detailed description of the specific task performed, including the nature of the work and the goals achieved. These descriptions will provide transparency and will be included in the time tracking reports.
Time tracking clause with approval of time tracking method
This version requires client approval of the tracking method.
The customer will approve the method and tools used by the provider to track time before implementation. Any changes to the time tracking process or tools will require mutual consent between both parties.
Time tracking clause with overtime tracking limits
This version sets limits for overtime tracking.
Overtime worked beyond [X] hours per week will be tracked separately, and the provider will seek approval for any additional overtime hours. The total overtime will not exceed [X]% of the standard weekly hours unless explicitly authorized by the customer.
Time tracking clause with time tracking software integration
This version integrates time tracking with existing software.
The provider agrees to use the [time tracking software] integrated with the customer’s system to record time. The customer will have access to the software and be able to view real-time time logs and reports.
Time tracking clause with detailed weekly time summaries
This version includes weekly summaries.
Every week, the provider will submit a summary of all time logged, detailing the tasks worked on and the total hours spent on each. The customer will review and approve the summary before payment is processed.
Time tracking clause with split billing for multiple tasks
This version provides split billing for multiple tasks.
Time logged for multiple tasks will be split accordingly in the billing. Each task’s time will be clearly delineated and billed separately, with a summary provided to the customer at the end of each billing cycle.
Time tracking clause with adjustments for time zone differences
This version accounts for time zone differences.
Time logged will reflect the local time zone of the provider’s location. Any time zone differences that affect task deadlines or hours worked will be clearly noted in the time tracking reports.
Time tracking clause with monthly reconciliation of time entries
This version includes monthly reconciliation.
The provider will reconcile time entries at the end of each month, ensuring that all hours logged are accurately reported. The customer will receive a detailed reconciliation report along with the final invoice for review and approval.
Time tracking clause with reporting discrepancies resolution
This version addresses discrepancies in time reports.
If there are discrepancies in the time logs, both parties will meet within [X] business days to resolve any issues. The provider will correct any inaccuracies, and a revised time tracking report will be provided.
Time tracking clause with daily tracking for complex projects
This version requires daily tracking for complex projects.
For complex projects, the provider will track time on a daily basis, providing daily time entries that outline the tasks completed and hours worked. A weekly summary will be sent to the customer for review.
Time tracking clause with exclusive time reporting tool
This version specifies an exclusive tool for time reporting.
The provider will use the [specific time reporting tool] exclusively for logging hours worked on this project. The customer will have access to the tool to view and verify the time entries made by the provider.
Time tracking clause with task priority level tracking
This version includes tracking by task priority.
Time will be tracked and categorized by task priority. High-priority tasks will be marked separately and reported at the end of each period, showing the time spent on high-priority work.
Time tracking clause with client review of time entries
This version includes client review of time entries.
The customer has [X] business days to review the time entries submitted by the provider. If there are any questions or disputes regarding the time logs, both parties will address them before payment is processed.
Time tracking clause with work schedule logging
This version includes a work schedule log.
The provider will maintain a log of their work schedule, including the days and hours worked on the project. This log will be submitted weekly, showing all scheduled work periods and breaks taken.
Time tracking clause with periodic audits
This version includes periodic audits of time logs.
The customer may request a quarterly audit of the time tracking logs to verify the accuracy of reported hours. The provider agrees to cooperate with these audits and make any necessary adjustments to ensure accuracy.
Time tracking clause with time logging for remote work
This version includes remote work time tracking.
If any work is performed remotely, the provider will log the exact time spent on tasks using a designated remote time tracking system. The customer will have access to these logs for verification purposes.
Time tracking clause with continuous time tracking for long-term projects
This version requires continuous time tracking for long-term projects.
For long-term projects, the provider will track time continuously using [software/tool], ensuring that all hours worked are logged in real-time. Monthly summaries will be provided to the customer for review.
Time tracking clause with reporting of unbillable hours
This version includes reporting of unbillable hours.
Any unbillable hours worked, such as administrative tasks or internal meetings, will be tracked separately and clearly indicated in the time tracking reports. The provider will provide a summary of these hours in the monthly report.
Time tracking clause with time tracking for maintenance work
This version applies to maintenance work.
Time spent on routine maintenance tasks, updates, or troubleshooting will be tracked separately from project hours. These hours will be billed at [X]% of the standard rate, and detailed reports will be provided.
Time tracking clause with client notification for excess time spent
This version includes client notification for excess time.
If the time spent on a task exceeds the estimated hours by more than [X]%, the provider will notify the customer immediately. A revised estimate will be provided, and approval will be obtained before additional time is spent.
Time tracking clause with prioritization of urgent tasks
This version includes tracking for urgent tasks.
Urgent tasks that require immediate attention will be logged separately from regular tasks. The provider will prioritize these tasks and report the time spent on them at the end of each week.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.