User Personas: Admin | Project Manager | Field User
Time and Material (T&M) Tickets record field work that falls outside the original contract scope: labor, materials, equipment and other costs. Their real value is the signature. A ticket signed on site by the customer's representative, the day the work happened, is far harder to argue with months later than a line on an invoice.
To perform the actions described in this article, you must have the appropriate Time & Material Tickets permissions. See the Permissions table at the end of this article.
Use the links below to jump to a topic:
View the T&M Tickets Log
Project T&M Log
- Select a project
- Select T&M Tickets on the slide-out menu
The T&M Tickets log lists every ticket on the project, one row each. The columns are built to answer the two questions that matter on extra work:
- Has the customer signed it?
- Where does approval stand?
Column |
What it shows |
Ticket No. |
The ticket's identifying number. Generates automatically starting at 1 unless you specify your own. Reusing a ticket is preferred over deleting one, because deleting breaks the automatic sequence. |
Date Created |
The date the ticket was created. Auto-populates on the day of creation and can be edited on the ticket. |
Created By |
The user who created the ticket. |
Grand Total Cost |
The total cost recorded on the ticket. Visible only to users with the Show Dollar Amounts permission, and the combined grand total for all tickets on the log appears at the bottom of the page. See |
COR Reference No. |
The Change Order Request the ticket is tied to, or the custom reference entered if no COR existed when the ticket was created. |
Signature Status |
Whether the ticket has been signed. This is the field that tells you a ticket is defensible. |
Ticket Status |
Where the ticket sits in the approval cycle: In Progress, Pending Approval, Approved, Rejected or Void. See Status Indicators |
The combined grand total for all tickets appears at the bottom of the log. | |
| Only users granted the Show Dollar Amounts permission see ticket cost details on the log, including the grand total. If the money columns look empty, that is the permission, not missing data. |
Global T&M Tickets Log
To see tickets across all projects, select the documents icon on the global navigation menu, then select T&M Tickets from the slide-out menu. See Global Documents Log.
Log Features
Search using the bar at the top of the page. On table views, use the filter buttons in the header to sort and filter. See Navigating Through the eSUB Fusion Interface for more information.
To export the log, select the Action button and select Export Log.
Filtering first makes for a cleaner export and less work afterwards. To download or email an individual ticket, use the 3-dot menu in line with it.
See Document Downloads and Exports and Emailing Documents.
Status Indicators
Every T&M Ticket carries a status that tracks where it is in the approval cycle. Set it on the ticket, and it shows in the Ticket Status column on the T&M log so you can see the state of every ticket on a job at a glance. The color grouping is a shortcut in itself:
- Blue means still in play
- Green means settled in your favor
- Red means closed without payment.
Status |
Meaning |
| The ticket is still being built. Work is being recorded and it is not ready to go out for signature or approval yet. | |
| The ticket has been submitted and is waiting on a decision from the approver. | |
| The ticket has been accepted. | |
| The ticket was reviewed and turned down. | |
| The ticket has been cancelled and is no longer being pursued. Use this rather than deleting, since deleting affects future ticket numbering. |
| Keeping statuses current is what makes the log useful. A job with thirty tickets all sitting in In Progress tells you nothing about what you are owed; the same thirty split across Pending Approval, Approved and Rejected tells you exactly where the extra work stands. See Status Indicators for more information. |
Manage T&M Tickets
Create a T&M Ticket
From the T&M Tickets log:
- Select the Actions button, then select +Add T&M Ticket
- Fill in the fields as necessary
- Enter Scope of Work and Category details to record the work performed and the materials or equipment used
- Include media and attachments as desired, from your computer or directly from eSUB Drive, Project Drive, or a connected cloud storage account. See the Document Media & Attachments article for more guidance.
- Select Save
A few fields behave in ways worth knowing before you start:
- The date is required and auto-populates with the day of creation. It can be edited.
- The Ticket No. generates automatically starting at 1, unless you specify otherwise.
- Use the Reference # and COR Reference # fields to tie the ticket to the documents it relates to.
- Set a status to track the ticket's progress.
- Rates can only be entered by users with the Show Dollar Amounts permission.
|
A Change Order Request must already exist in eSUB Fusion before you can tie a T&M Ticket to it. The COR Reference field either selects an existing Change Order Request or takes a custom reference you type in, for when the COR does not exist yet. It does not create one. Linking a ticket to a Change Order Request also does not copy any of the ticket's data into that COR. The link is a reference only, so scope, quantities and costs still have to be entered on the Change Order Request itself. |
Sign a T&M Ticket
The signature is what makes a T&M ticket worth raising. A supervisor in the field signs to verify the work was done. The ticket must be created and saved before it can be signed. This step is best done from the mobile app, but you do have signing options available on the web. See Time & Material Tickets (T&M) (Mobile) for more information on signing on a mobile device.
- Sign immediately after saving, or select the ticket from the log and select Sign
- Draw or type the signature
- Select Accept and Sign
The signature box carries this disclaimer:
"I agree that by signing this document electronically, I am creating a legally binding electronic signature that has the same legal force and validity as a handwritten signature, subject to and in accordance with all applicable laws and regulations."
| Email signed document is selected by default, so the ticket goes out the moment it is signed. If you want to review it first, clear that checkbox before selecting ACCEPT AND SIGN. |
Edit a T&M Ticket
From the T&M Tickets log:
- Select the 3-dot menu for the ticket, then select Edit
- Alternatively, the T&M ticket can be opened first from the log and then selecting the Edit button.
- Update the fields
- Select Save
If a ticket is edited after it has been signed, a disclaimer displays at the bottom of the ticket recording that fact.
Remove a Signature
From the T&M Tickets log:
- Select the 3-dot menu for the ticket, then select Edit
- Alternatively, the T&M ticket can be opened first from the log and then selecting the Edit button.
- Select Remove Signature button
-
Alternatively, Remove Signature can be selected when editing or viewing the document.
Options to Remove Signature in Edit and View Modes
Removing the Signature in Edit mode. Removing the Signature in View mode.
Sign Again can also be chosen in View mode. - The T&M ticket can also be signed-again while viewing the T&M ticket, overriding the previous signature.
-
- Confirm by selecting Remove Signature on the confirmation dialog
The ticket saves automatically once the signature is removed.
Delete a T&M Ticket
From the T&M Tickets log:
- Select the 3-dot menu for the ticket, then select Delete
- Alternatively, the T&M ticket can be opened first from the log and then selecting the Delete button.
- Select Continue on the confirmation dialog
| Deleting a ticket affects future automatic numbering, so reusing a ticket is usually better than deleting one. If you do delete, expect to enter Ticket numbers manually to keep the sequence intact. If you cannot delete at all, ask an administrator to review your user profile settings. |
Preview, Download and Email a Ticket
Preview a T&M Ticket
Preview before downloading or emailing, to confirm everything you expect is on the ticket and nothing you do not.
- Select the 3-dot menu for the ticket, then select View PDF
- Alternatively, the T&M ticket can be opened first from the log and then selecting the View PDF button.
- Choose the display option
- Select Configure to change the display option, or Done
See Document Downloads and Exports for more information.
T&M PDF and Email Display Options
Both the PDF preview and the email screen offer the same two display options, under Display. The choice controls whether rates appear on the generated PDF, and it applies to the copy you download or send, not to the ticket itself.
Option |
What it produces |
T&M Ticket with No Rates |
The ticket without any rate or cost information. Scope of work, categories, quantities and the signature all appear; the money does not. This is the default. |
T&M Ticket Details |
The full ticket including rates and costs. Available only to users with the Show Dollar Amounts permission.
|
|
The generated PDF does not include rate information by default. That default is deliberate, so a ticket sent to a general contractor does not expose your rates by accident. Users with the Show Dollar Amounts permission can include rates by selecting the T&M Ticket Details option. If you only ever see one option, you do not have the Show Dollar Amounts permission, and every PDF you generate will exclude rates. |
Download a T&M Ticket
Once the preview is acceptable, select Download. Use this when you need the file for an outside system or want to send it from your own email client. To send it from within eSUB Fusion, see Email a T&M Ticket instead.
Email a T&M Ticket
- Select the 3-dot menu for the ticket, then select Email
- Alternatively, the T&M ticket can be opened first from the log and then selecting the Email button.
- Fill in the To, CC, BCC, Subject and Comment fields as necessary
- Select which attachments to include
- Choose the display option, remembering that rates are excluded by default
- Select Send
The Activity tab in the T&M ticket details shows all email activity for the ticket, so you can see what was sent and to whom. See Project Mailbox. For additional information on emailing, see Emailing Documents.
Permissions
Permission |
What it allows |
| Time & Material Tickets - General Permissions | Create, view, edit and delete T&M tickets. |
| Time & Material Tickets - Share | Download and email tickets. |
| Show Dollar Amounts | Enter rates on line items, see cost details and totals on the log, and choose to include rates in a PDF. |
Set Show Dollar Amounts to No for users who should not populate or see rates, and Yes for those who should. Administrators can adjust permissions; see Set Up User Permissions.
FAQ
Why does my PDF not show rates?
That is the default. Rates are excluded from the PDF unless you have the Show Dollar Amounts permission and select the T&M Ticket Details display option. See Preview a T&M Ticket.
Why can I not see cost totals on the log?
Cost details and the combined grand total are visible only to users with the Show Dollar Amounts permission. See Permissions.
Should I delete a ticket I no longer need?
Usually not. Deleting affects future automatic numbering, so reusing the ticket is the cleaner option. If you delete one, you may need to enter Ticket numbers manually to keep the sequence. See Delete a T&M Ticket.
What happens if I edit a ticket after it is signed?
The signature stays, and a disclaimer displays at the bottom of the ticket recording that it was edited after signing. If the change is material, remove the signature and have the ticket signed again. See Remove a Signature.