Retainer reviews and renewals
Fewer retainers quietly lapse. Ninety days out, every renewal comes with proof of what you delivered and a draft note to start the conversation.
Hours back
2
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Every renewal date tracked
Start, end and notice dates for each retainer, from your contracts or invoices, in one list.
- 02
Delivery summed up
Work completed over the term, from the project tool, with the highlights picked out.
- 03
Hours used against hours sold
Over- and under-servicing shown month by month, so the price conversation has numbers behind it.
- 04
Warning signs flagged
Slower replies, fewer meetings, a new contact on the client side, or invoices paid late.
- 05
A draft renewal note
Ninety days out, the account lead gets the summary and a short draft to book a review call.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
The account lead sets the renewal terms and sends every message. Price changes are always a person's call.
What it's worth
What those hours add up to.
2 hours a week, over 46 working weeks, is 92 hours a year. At $50 an hour, that’s
$4,600
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Retainers renew when someone remembers. The account lead pieces together what was delivered from the project tool and timesheets, often after the client has started asking around. Meanwhile some clients have used twice the hours they pay for, and nobody has raised it.
What we build
- Every renewal date tracked
- Delivery summed up
- Hours used against hours sold
- Warning signs flagged
- A draft renewal note
A month in
Renewals start 90 days out with numbers on the table, over-serviced clients get a fair price conversation, and fewer retainers end with a surprise email.
FAQ
We don't have formal retainer contracts. Will it still work?
Yes. If the monthly fee and start date live in your invoices or a sheet, retainer tracking works from there.
Does it change prices or send renewals on its own?
No. It prepares the evidence and the draft note, and the account lead decides on price and sends the renewal.
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Thirty minutes on retainer reviews and renewals. We build its elf with you, live, and you keep it.