Retainer Tracker
How to track retainer hours
Tracking retainer hours is the first step to knowing if a retainer is still profitable.
You need three numbers per client: included hours, logged hours, and internal hourly cost.
Step 1: Set included hours per retainer
This is what the client pays for each month. Write it down. Do not guess.
Step 2: Log time against each retainer
You can log time inside Retainer Tracker, or import logged hours from your time tracker.
What matters is that the hours are in one place by client.
Step 3: Calculate utilization
Utilization = logged hours ÷ included hours × 100
If utilization is over 100%, the client is over hours.
Step 4: Check remaining and overage hours
- Remaining hours = included hours − logged hours (if positive)
- Overage hours = logged hours − included hours (if positive)
Step 5: Review before month-end
The best time to act is before the month closes. A scope review or price conversation is easier when you have the numbers.
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