Retainer Tracker Template
Track retainers without scope drift—hours, deliverables, renewal dates, and usage patterns. Know when a client is running hot (over scope) or cold (underutilizing) before it becomes a problem.
What You'll Get
- Multi-tab spreadsheet — Clients, Retainers, Usage tracking, and Renewals in one place
- Scope definitions — Fields for included scope, excluded scope, and rollover rules
- Usage tracking — Hours used vs allocated with visual indicators
- Renewal reminders — Track renewal dates and renewal conversation notes
- Account owner assignment — Clear ownership for each retainer relationship
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How to Use This Template
- 1
Set up your clients
In the Clients tab, add each client with their basic info and primary contact.
- 2
Define each retainer
In the Retainers tab, create a row for each retainer agreement. Include hours/month, included scope, excluded scope, and rollover rules.
- 3
Track usage monthly
Update the Usage tab each month with actual hours used. The template calculates remaining hours and rollover.
- 4
Monitor the Renewals tab
Check renewal dates regularly. Add notes from renewal conversations to prepare for future discussions.
Key Fields in the Template
| Field | What to Include |
|---|---|
| Included Scope | What the retainer covers: e.g., "Up to 20 hrs/month of design work, 2 rounds of revisions per deliverable" |
| Excluded Scope | What's NOT covered: e.g., "Strategy work, copywriting, stock photos, rush requests" |
| Rollover Rules | What happens to unused hours: "No rollover" or "Up to 5 hrs roll to next month" |
| Cadence | How often you meet: Weekly sync, bi-weekly, monthly check-in |
| Owner | Who's responsible for this account on your team |
| Renewal Date | When the current agreement ends and needs renewal discussion |
Common Scenarios (and What to Do)
Scenario: Client Running Hot (Over-Using)
Client consistently uses 25-30 hours when their retainer is 20 hours.
What to do:
- 1. Document the pattern (show them the data)
- 2. Propose upgrading their retainer tier
- 3. If they decline, enforce the scope and use change requests for overage
Scenario: Client Running Cold (Under-Using)
Client only uses 8-10 hours of their 20-hour retainer regularly.
What to do:
- 1. Reach out proactively—they may have forgotten what's available
- 2. Suggest projects that fit their unused hours
- 3. If persistent, discuss right-sizing at renewal (prevents churn)
Scenario: Missed Renewal
Retainer expires and nobody noticed until the client asks about billing.
What to do:
- 1. Set calendar reminders 30 days before renewal dates
- 2. Use this tracker's Renewals tab to stay ahead
- 3. Don't assume renewal—always have a conversation
Common Mistakes & How to Avoid Them
Not defining excluded scope
If you only say what's included, clients assume everything else is too. Be explicit about what's out of scope.
Vague rollover policies
"Hours may roll over" leads to arguments. Be specific: "Up to 5 unused hours roll to the next month and expire after 30 days."
No regular check-ins
Retainers go stale without regular communication. Schedule monthly or bi-weekly syncs to maintain the relationship.
Waiting until renewal to address issues
If a client is running hot for 6 months, address it now—not at renewal. Small corrections are easier than big confrontations.
How to Run This in Corcava
Track retainers automatically with integrated time tracking:
- Create retainer projects with hour budgets — Set monthly hour limits per client
- Track time against retainers — See real-time usage vs allocation
- Set up renewal reminders — Automatic notifications before retainers expire
- Generate usage reports for clients — Share portal showing hours used
Maps to: Projects, Time Tracking, Client Portal features
Frequently Asked Questions
Should unused retainer hours roll over?
It depends on your business model. No rollover means predictable revenue but may feel unfair to clients. Limited rollover (up to 25% of monthly hours) is a good middle ground. Unlimited rollover can create liability and encourage "banking" hours.
How do I handle a client who wants to pause their retainer?
Have clear pause terms in your agreement. Common options: allow one pause per year up to 30 days, or offer a reduced "maintenance" rate during pause periods. Avoid open-ended pauses that become de facto cancellations.
When should I bring up a rate increase?
At renewal time, with at least 30 days notice. Annual increases of 3-10% are standard. If you haven't raised rates in 2+ years, you're likely undercharging. Always tie increases to value delivered, not just inflation.
How do I track deliverables-based retainers (not hours)?
Instead of tracking hours, track deliverable count: "4 social posts/week" or "2 blog posts/month." Use the same spreadsheet structure but replace hours with deliverable units. Track completion status rather than time.
Should I share the retainer tracker with clients?
Share a simplified version—hours used this month, hours remaining, and what's been delivered. Don't share internal notes, renewal strategy, or profitability data. A client portal with usage visibility works well.
How far in advance should I start renewal conversations?
Start 30-45 days before renewal. This gives time for discussion, rate adjustments, and contract updates without rushing. For larger clients or complex retainers, start 60 days out.
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