What is a Regierapport? Time-and-materials reports in Swiss construction
Time and material reports explained simply
On a construction site, things don't always go exactly according to the bill of quantities. A detail needs adjusting, an additional opening is requested, or scaffolding must be modified due to a change in plans. When such work is billed based on the actual effort involved, it is referred to as time and material work. The time and material report records this effort so that the site management, the client, and the contractor are all looking at the same information.
A good time and material report is therefore more than just a timesheet. It links the description of the work performed with the resources used and the relevant project. The closer the recording is to the actual execution, the easier it is to answer any follow-up questions.
What belongs in a time and material report?
The exact structure depends on the company and the order. In practice, the following information should be clearly identifiable at a minimum:
- Project, construction site, and report number
- Date and person responsible
- clear description of the work completed
- Employees, roles, and hours worked
- Materials used, including quantities and units
- vehicles, machinery, or equipment used
- photos or notes if they help clarify the effort involved
- prices, surcharges, or discounts, if these are to be shown on the report
- signature or documented feedback from the person reviewing the work
A real-world construction site example
On a facade scaffolding project, it turns out in the morning that several anchors need to be relocated due to a last-minute change in conduit routing. Two employees spend three hours each on the task, and a vehicle and small materials are also used. Simply writing "scaffolding adjusted" would be too vague. It is better to state: "Anchors on the north facade relocated per discussion with site management on May 14; areas axis 3 to 5; two installers for three hours each; for materials used, see line items." Two photos make the situation easy to understand even weeks later.
When should the report be created?
It is best to record the time and material report on the same day. That way, times, quantities, and agreements are still fresh in your mind. If you wait to enter data for several days at once, descriptions quickly become unclear or supporting documentation goes missing. For longer projects, you can report on a daily basis or by clear work phases.
The person reviewing the report should be able to see exactly what additional work was performed and what triggered it. If there are differing opinions, notes should be added directly to the report. A signature improves traceability, but it does not replace a clear description of services or a contractual review.
Time and material reports vs. daily reports: the difference
The daily report documents the entire day at the construction site: work performed, personnel, materials, deliveries, weather, photos, and other incidents. A time and material report, by contrast, focuses on services that are to be reviewed and billed based on actual effort. The same work can be mentioned in the daily report and additionally recorded in detail as a time and material entry.
Digital instead of paper stacks
With a digital time and material report, project details are automatically populated, employees and resources are selected, and photos are added directly on-site. Depending on your process, prices can be shown or hidden. Once reviewed, the report can be sent as a PDF, and its status can be tracked from draft to invoicing. A report that has already been signed should be protected against accidental changes.
With the Caturix report app you can record working hours, vehicles, machinery, materials, costs, discounts, photos, and signatures in a single workflow. This eliminates the need for follow-up questions in the office and ensures that completed work is turned into a verifiable basis for billing more quickly.
Quick check before submitting
- Is the work described in a concrete way that is understandable to outsiders?
- Are the date, personnel, hours, materials, and equipment complete?
- Is it clear where and why the additional work was performed?
- Are photos or comments included where they are actually helpful?
- Was the report sent to the correct person for review?
Frequently asked questions about time and material reports
Does a time and material report need to be signed?
Whether a signature is required and who should provide it depends on the agreed-upon process and the contractual terms. In practice, prompt review with a signature or documented feedback creates clarity. However, it does not automatically make an imprecise description of services complete.
Is a time and material report already an invoice?
No. The report documents services and expenses. The invoice later incorporates the verified figures into the commercial process and additionally accounts for terms, VAT, and other billing components.
Can a time and material report include photos?
Yes. Photos are particularly helpful when they show the initial situation, additional effort, or the implemented solution. They should be provided with a brief description and assigned directly to the correct report.