PSA Tutorial 8 of 8

Set up automated retainer billing for ongoing clients

Build a predictable recurring billing model for retainers while tracking consumed hours and preventing overrun surprises.

Uses: Recurring Billing, Contracts, Time UtilizationOutcome: Automated recurring retainer invoice schedule
1

Define retainer contract terms

Why it matters: Clear scope and billing terms reduce disputes and over-servicing risk.
  1. Set monthly or quarterly retainer amount.
  2. Define included services and hour cap.
  3. Configure start date and renewal terms.
What you will see: Retainer agreement details are captured in the client profile.
2

Configure recurring invoice schedule

Why it matters: Automation ensures invoices go out on time without manual dependence.
  1. Create a recurring invoice template from the retainer contract.
  2. Set cadence, issue date, and due date rules.
  3. Enable auto-send to client billing contacts.
What you will see: Recurring invoices are scheduled and ready for automatic issue.
3

Track hour usage against retainer

Why it matters: Usage tracking reveals when service demand exceeds contracted coverage.
  1. Map project time entries to the retainer contract.
  2. Monitor consumed vs remaining hours each cycle.
  3. Enable threshold alerts for nearing limits.
What you will see: Account teams can see utilization against contracted capacity.
4

Review each cycle and optimize

Why it matters: Periodic review helps maintain margins and client expectations.
  1. Review invoices, usage, and overage trends monthly.
  2. Adjust retainer scope or amount where needed.
  3. Share summary with client as part of account review.
What you will see: Retainer billing is predictable, transparent, and continuously optimized.

Retainer automation is now active

You now have a recurring billing setup that sends invoices automatically and tracks delivered effort against contracted value.

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