Time & Material Tickets (T&M) – eSUB Cloud 2.0

User Personas: Admin | Project Management | Field User

Time & Material (T&M) Tickets allow you to track field work that falls outside of your original contract scope, including labor, materials, equipment, and other costs. Use T&M tickets to document extra work clearly and get sign-off from your customer.

To perform the actions described in this article, a User must have the Time & Material Tickets - General Permissions (all), Share, and Show Dollar Amounts permissions. If you are an Admin User you can update your permissions by following the steps here: Set Up User Permissions or you may contact an Admin User to adjust your permissions.

Use the links below to quickly jump to a topic:

Permission Settings
View and Manage the T&M Tickets Log
- Project T&M Log
- Global T&M Tickets Log
Managing T&M Tickets
Frequently Asked Questions

Permission Settings

When creating Time & Material tickets, some clients may need to populate tickets with labor or material costs while others may not.

For Users who do not need to populate rates in their T&M tickets, the Show Dollar Amounts permission group setting should be set to No. For Users who need, or want the option, to populate rates in a T&M tickets, the Show Dollar Amounts permission group setting should be set to Yes.

If you are an Admin User you can update your permissions by following the steps here: Set Up User Permissions or you may contact an Admin User to adjust your permissions.

View and Manage the T&M Tickets

Project T&M Log

To access the project T&M log:

Select a project
Select T&M Tickets on the slide out menu
View T&M Ticket details
1. Columns: View key details like Ticket No., Date Created, Created By, Grand Total Cost, COR Reference No., Signature Status, and Ticket Status
2. Totals: The grand total for all combined tickets is shown at the bottom of the log*
  
  *Note: Only Users who are granted the "Show Dollar Amounts" permission will see ticket cost details on the log.

Log Features

Search, Sort, and Filter the Log

Use the Search bar at the top of the page to enter your search criteria
For pages that appear as tables, use the filter buttons on the header to make your desired sorting/filtering selections
For pages that appear as card lists, use the filter button that appears above the card list (next to the Search bar) to make your desired sorting/filtering selections

See the Navigating through the eSUB Fusion Interface article for more guidance.

Download Documents

Select the 3-dot menu in line with the applicable document from the log page, then select View PDF
Select the desired sections and/or attachments to include in the PDF (if applicable) then select Done
If the preview is acceptable, select Download, or select Configure and repeat step 2

See the Document Downloads and Exports article for more guidance.

Export Document Logs

To be able to save your records or for analysis, you can export document logs into CSV.

Filtering first will save time and make your export cleaner.

Select the Action button and select Export Log. The log file will download into CSV format.

See the Document Downloads and Exports article for more guidance.

Email Documents

Select the 3-dot menu from the log page, then select Email
Compose the email, then select Send

See the Emailing Documents article for more guidance.

Global T&M Tickets Log

To access the Global T&M Tickets log to view tickets across all projects, select the documents icon on the Global Navigation menu then select T&M Tickets from the slide-out menu. For more information see: Global Documents Log.

Managing T&M Tickets

Create a T&M Ticket

Create a ticket from the T&M Tickets log by:

Selecting the Actions button
Selecting + Add T&M Ticket
Fill in the fields as necessary and select SAVE
1. The date (required) will auto populate upon the day of creation and can be edited as needed
2. The Ticket No. will automatically generate starting at 1 unless otherwise specified
3. Utilize the Reference # and COR Reference # field(s) to keep track of the documents the T&M Ticket is applicable to
4. Choose a status to track the progress of your T&M Ticket. Status options include:
5. Enter Scope of Work details and Category details to record the work performed and materials/equipment used. An option to enter rates for entered line items will only be available for Users with the "Show Dollar Amounts" permission active.
6. Include media and attachments as desired

Sign a T&M Ticket

A key component of the T&M Ticket is that it is signed by a supervisor in the field to verify the work completed. In order to sign a T&M ticket, the ticket must first be created and saved. The ticket can be signed immediately after saving the initial ticket or by clicking on the applicable ticket from the log and then selecting SIGN.

Signers will have the option to draw or type their signature.

The following disclaimer is at the bottom of the signature box: "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."

2. Once confirmed, select ACCEPT AND SIGN

By default, the "Email signed document" is selected. Click the checkbox to deselect it if you do not want to immediately email the T&M Ticket.

Edit a T&M Ticket

From the T&M Ticket Log:

Select the 3-dot menu of the associated ticket
Select Edit
Update the necessary fields
Select SAVE*

If a ticket was edited after it was signed, a disclaimer will display at the bottom.

Remove T&M Signature

From the T&M Ticket Log:

Select the 3-dot menu of the associated ticket
Select Edit
Select Remove Signature (located at the top, or below the current signature)
Confirm signature removal by selecting Remove Signature on the confirmation modal
The ticket will auto save after the signature is removed

Delete a T&M Ticket

From the T&M Tickets Log:

Select the 3-dot menu of the associated Ticket
Select Delete
Select CONTINUE on the confirmation modal

If you do not see the ability to delete a T&M Ticket, contact an administrator to review your User profile settings.

Deleting a document will affect future automatic numbering sequences so it is recommended to reuse a Ticket vs. deleting it. Otherwise, you will have to manually enter the Ticket number to keep number sequencing.

Preview a T&M Ticket

Prior to downloading or emailing a T&M Ticket it is recommended that the file first be previewed to confirm all information is correct and included. To preview a T&M Ticket:

Select the 3-dot menu of the associated T&M Ticket
Select View PDF
Choose the preferred display option.
- By default, the PDF will not include rate information. Users granted Show Dollar Amount permissions, can choose to have the rates included in the pdf by selecting the T&M Ticket Details option.
Select CONFIGURE to choose a different display option or select DONE

Download a T&M Ticket

Once it is determined the previewed T&M Ticket PDF is acceptable (reference Preview a T&M Ticket), select DOWNLOAD in order to upload the T&M Ticket to an outside source, or send via an external email server. To email the T&M Ticket from eSUB reference Email a T&M Ticket)

Email a T&M Ticket

Select the 3-dot menu of the associated T&M Ticket
Select Email
Fill in To, CC, BCC, Subject, and Comment fields as necessary
Select which attachments to include
Choose the desired display option
- By default, the PDF will not include rate information. Users granted Show Dollar Amount permissions, can choose to have the rates included in the pdf by selecting the T&M Ticket Details option.
Select SEND

The Activity Tab in T&M Ticket details shows all email activity related to the T&M Ticket. Click to view sent messages and correspondence. For more information see: Project Mailbox.

Frequently Asked Questions

To view FAQs related to Time and Materials Tickets, or all other tools, see: Frequently Asked Questions (FAQ)