Time & Materials Rate Card + Expense Policy Template

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This Time & Materials Rate Card + Expense Policy (the “Policy”) is effective as of [Effective Date] and applies between:

Client: [Client Legal Name] (“Client”)

Service Provider: [Provider Legal Name] (“Provider”)

Applies To (Optional): ☐ All services engagements ☐ SOW(s) numbered: [__] ☐ Project: [Name].

Governing Agreement (If Any): ☐ MSA dated [Date] ☐ Other: [Name/Date] ☐ None.

1. Billing Basics

1.1 Billing Model: Time & Materials (T&M). Client pays for time actually worked and approved expenses.

1.2 Billing Increment: ☐ 15 minutes ☐ 30 minutes ☐ 1 hour ☐ other: [**].

1.3 Work Hours (Optional): [Business hours/time zone].

1.4 Time Tracking: Provider will track time using: ☐ timesheets ☐ ticketing system ☐ other: [**].

1.5 Non-Billable Time (Optional): The following is not billable unless approved in writing: [commuting, internal training, general admin, etc.].

2. Rate Card

2.1 Rates (List roles and hourly rates):

[Role/Level] — $[Rate]/hour
[Role/Level] — $[Rate]/hour
[Role/Level] — $[Rate]/hour
[Role/Level] — $[Rate]/hour

[Role/Level] — $[Rate]/hour

2.2 Minimum Charges (Optional): ☐ none ☐ minimum [] hours per task/day ☐ other: [].

2.3 After-Hours / Rush Work (Optional):

After-hours rate: ☐ same ☐ +[__]%
Rush/expedited rate: ☐ same ☐ +[__]%

Requires prior written approval: ☐ Yes ☐ No.

After-hours rate: ☐ same ☐ +[__]%

Rush/expedited rate: ☐ same ☐ +[__]%

Requires prior written approval: ☐ Yes ☐ No.

2.4 Rate Changes: Rates may be changed only with [__] days’ written notice and apply only to work approved after the effective date of the change (unless the governing agreement states otherwise).

3. Budget Notifications (Optional)

3.1 Not-to-Exceed (NTE) Cap (If Any): $[Amount] (if set in an SOW).

3.2 Provider will notify Client when billed amounts reach: ☐ 75% ☐ 80% ☐ 90% of the cap.

3.3 If Client does not approve additional budget, Provider may pause work once the cap is reached: ☐ Yes ☐ No.

4. Reimbursable Expenses

4.1 Expenses are reimbursable only if they are:

reasonable and necessary,
directly related to the services, and
permitted under this Policy and the governing agreement.

reasonable and necessary,

directly related to the services, and

permitted under this Policy and the governing agreement.

4.2 Pre-Approval Thresholds:

Any single expense above $[__] requires written approval.
Total expenses above $[__] per month (or per SOW) require written approval.

Any single expense above $[__] requires written approval.

Total expenses above $[__] per month (or per SOW) require written approval.

4.3 Common Reimbursable Categories (Customize):

Travel (airfare, hotel, ground transport) — if pre-approved
Meals while traveling — up to $[__]/day (optional)
Shipping/postage/courier
Printing/materials for deliverables
Third-party tools/licenses required for the project — if pre-approved
Other: [List]

Travel (airfare, hotel, ground transport) — if pre-approved

Meals while traveling — up to $[__]/day (optional)

Shipping/postage/courier

Printing/materials for deliverables

Third-party tools/licenses required for the project — if pre-approved

Other: [List]

4.4 Non-Reimbursable Expenses (Customize):

Normal overhead (rent, utilities, office supplies)
Standard equipment (laptops, phones)
Commuting to Provider’s office
Alcohol/entertainment (unless approved)
Fines/penalties
Other: [List]

Normal overhead (rent, utilities, office supplies)

Standard equipment (laptops, phones)

Commuting to Provider’s office

Alcohol/entertainment (unless approved)

Fines/penalties

5. Documentation and Receipts

5.1 Provider will include receipts for: ☐ all expenses ☐ expenses above $[__] only.

5.2 Provider will describe each expense with: date, purpose, category, and amount.

5.3 Currency conversion (if applicable): [method/source].

6. Invoices and Payment

6.1 Invoice Frequency: ☐ weekly ☐ biweekly ☐ monthly.

6.2 Each invoice will include:

summary of hours by role
rates applied
description of tasks performed (high-level)
itemized expenses with receipts (as required)

summary of hours by role

rates applied

description of tasks performed (high-level)

itemized expenses with receipts (as required)

6.3 Payment Terms: Net [**] days from invoice date, unless otherwise agreed.

6.4 Invoice Disputes: Client must notify Provider of disputes within [**] days of receipt, specifying the disputed amount and reason. Undisputed portions must be paid on time.

7. Compliance and Taxes

7.1 Provider will comply with Client site policies while on-site (if applicable).

7.2 Taxes: ☐ rates are exclusive of applicable taxes ☐ taxes included (specify).

7.3 Client is responsible for withholding only if required by law and agreed in writing.

8. Effective Date and Updates

8.1 This Policy is effective on the Effective Date and remains in effect until replaced in writing.

8.2 If there is a conflict between this Policy and the governing agreement, the governing agreement controls.

Signatures

Client: [Client Legal Name]

Name/Title: [Authorized Signer]

Date: [Date]

Signature: ___________________________

Service Provider: [Provider Legal Name]

Name/Title: [Authorized Signer]

Date: [Date]

Signature: ___________________________

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Time & Materials Rate Card + Expense Policy Template

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Frequently asked

Time & Materials Rate Card + Expense Policy Template — quick answers

Reviewed July 2026 Free download, PDF & DOCX

What is a time & materials rate card?

A Time & Materials (T&M) Rate Card is a document listing the hourly (or daily) rates for specific roles or services. It is often attached to a Master Services Agreement (MSA) or a Statement of Work (SOW) so billing is clear and consistent.

What is an expense policy in a services relationship?

An Expense Policy sets the rules for which costs can be reimbursed (e.g., travel, shipping, tools), when approval is required, and what documentation must be provided. It helps prevent disputes and supports predictable billing.

Should this be separate from the SOW?

Often yes. A rate card and expense policy can apply across multiple SOWs, while each SOW defines project scope. This template is designed to be reused and referenced by multiple SOWs.

How do you avoid billing disputes?

Use clear billing increments, define what counts as billable time, set approval thresholds for expenses, and require itemized invoices. This template includes a dispute window and basic invoice content requirements.

Can you include a not-to-exceed cap?

Yes. Caps are often included in SOWs, but you can also state that work pauses if a budget threshold is reached. This template includes an optional budget notification and pause rule.

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