Recurring Retainer Invoice Tracker

For agencies, freelancers and consultants who bill a monthly retainer for a block of hours and need to know who's over, who's under and who hasn't paid.

Set up each retainer with its fee, included hours, overage rate, rollover rule and cap, start and end dates and payment terms. Log time as you work. The Monthly Grid works out, for every client and month, the hours used, hours available (included plus rolled-over), overage hours, and the fee and overage to bill. On the Invoices sheet, type the client and month, and the amounts pull through with tax for taxable clients and a due date from their terms. Record payments, and status shows Paid, Overdue, Due within 7 days or Open. The Monthly Report prints a one-page summary for the client with the time entries. The Dashboard shows MRR, billable vs invoiced, collected, outstanding and overdue, utilisation, effective hourly rate per client, retainers over their hours this month and agreements ending within 60 days.

Included: worked-example and blank workbooks (8 sheets, 16,160 formulas, 50 retainers, 2,000 time entries, 600 invoices), plus a 6-page PDF in US Letter and A4 with a quick start, a retainer-terms checklist, a worked rollover example, client-update wording, and blank and filled retainer invoice and monthly report pages.

General information, not legal, tax or accounting advice.