Agency Retainer Hours Tracker

What to bring

• Each retainer's client, name, monthly hours, and start month.
• Hours as they are logged or exported from timesheets: retainer, date, hours, category, and a short description.
• Where the digest goes, the weekly day and time, and the forecast and usage floor settings.

Setup

1. Add the specialist. Its register app and weekly check share one new database.
2. Tell it where to send the digest, when to run it, and whether the default forecast day, floor day, and 50% floor suit your retainers.
3. It tries one fictional retainer with a preview run before it reports ready. Turn it on to get the weekly digest.

Scope

• Track and report retainer hours only. It never invoices, bills overage, changes a retainer's terms, or contacts a client; notices and summaries are drafts for the person to send.
• Hours come from the register as entered. It does not estimate missing time or decide what counts against a retainer.

Example

Fictional input and an illustrative result.

Input

Fictional check on 2026-09-24, day 24 of 30, with the default settings. Example Outdoor's Social content retainer has 40 h a month and 36 h logged. Example Foods' Brand design retainer has 20 h and 21.5 h logged. Example Travel's Website care retainer has 30 h and 9.25 h logged.

Output

Retainer hours for September 2026

Checked 2026-09-24 (UTC), day 24 of 30. 3 retainers need attention.

• Example Foods, Brand design: 21.5 of 20 h used (108%), 26.88 h at this pace. Over its monthly hours by 1.5 h.
• Example Outdoor, Social content: 36 of 40 h used (90%), 45 h at this pace. On pace for 45 h by month end, 5 h over.
• Example Travel, Website care: 9.25 of 30 h used (31%), 11.56 h at this pace. Under the 50% usage floor with 6 days left.

Paused and ended retainers are left out. No client has been contacted and nothing has been invoiced.