PSA Tutorial 8 of 8

Set up retainer billing for ongoing clients

Set up a recurring invoice for a retainer client, schedule it to run automatically, and keep an eye on hours used against the contracted amount.

Uses: Recurring Invoices, Time TrackingOutcome: first recurring retainer invoice scheduled
1

Create the recurring invoice

Why it matters: this is the mechanism CrmLeaf uses to represent an ongoing retainer - a recurring invoice with a fixed amount and cadence, rather than a separate "retainer" object.
  1. Go to Invoices → New Recurring Invoice.
  2. Attach the client and set the line items to reflect the retainer's agreed monthly value.
  3. Apply the correct tax rate for the client's jurisdiction.
What you'll see: an invoice template marked as recurring, ready to be scheduled.
2

Set the billing schedule

Why it matters: the schedule is what actually automates the retainer - once set, invoices go out without anyone needing to remember.
  1. Choose the recurrence: daily, weekly, monthly, quarterly, or annually - most retainers use monthly.
  2. Set the invoice to active so it starts generating on schedule.
A recurring invoice can be toggled inactive at any time - useful if a retainer is paused rather than ended, without deleting the setup.
What you'll see: a new invoice generated automatically each billing cycle, matching the schedule you set.
3

Track hours against the retainer

Why it matters: a fixed retainer invoice tells you nothing about whether the client is using more or less time than they're paying for - that requires tracking actual logged hours separately.
  1. Have the team continue to log time against the retainer client's project as normal, marking entries billable or non-billable.
  2. Compare total logged hours for the billing period against the hours the retainer is meant to cover.
What you'll see: a clear picture of hours used vs. contracted for each billing period, from the project's time log totals.
4

Handle overage

Why it matters: without a defined process, overage hours tend to get quietly absorbed rather than billed - this step closes that gap.
  1. If logged hours exceed the retainer's contracted amount, create a separate one-off invoice for the excess hours at your standard T&M rate.
  2. Alternatively, adjust the next period's recurring invoice line items if the retainer terms allow for a true-up.
What you'll see: overage hours reflected in either a supplementary invoice or an adjusted future retainer invoice - not silently absorbed.

Tutorial complete

You've set up a recurring retainer invoice with hours tracking. This completes the PSA tutorial series - from milestone billing through to retainer billing.

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