Retainer Tracker
Retainer Tracker Help Center
Learn how Retainer Tracker tracks retainer hours, delivery cost, profit, margin, and client status.
Choose a topic below or visit our FAQs.
Getting started
- Add a retainer: open the dashboard, click Add Retainer, fill in monthly fee, included hours, and internal hourly cost.
- Set your workspace defaults in Settings so new retainers start with the right hourly cost and margin target.
Status labels
- On Track: utilization ≤ 85% and margin ≥ 35%.
- Close to Limit: utilization between 86% and 100% OR margin between 15% and 35%.
- Losing Money: utilization > 100% OR margin < 15% OR delivery cost exceeds the monthly fee.
Formulas we use
- Utilization = logged hours ÷ included hours × 100
- Delivery cost = logged hours × internal hourly cost
- Gross profit = monthly retainer fee − delivery cost
- Gross margin = gross profit ÷ monthly retainer fee × 100
- Remaining hours = included hours − logged hours
- Overage hours = logged hours − included hours
Pricing and active retainers
Plans are based on the number of active retainers, not seats. Sample retainers do not count against your cap.
You can upgrade or downgrade any time from Settings → Billing.
Free trial
Every account gets a 14-day free trial. No credit card required. Your data stays safe if the trial ends — pick a plan to keep editing.
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Track included hours, logged time, delivery cost, profit, and status in one simple dashboard.
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