Retainer Tracking & Client Reporting

Every retainer, tracked period by period

Set a retainer's monthly, quarterly, or yearly hours once, and Time On It tracks usage against it automatically every time you sync from QuickBooks Online. No spreadsheet, no manual tally at month-end - the current period's hours used, hours remaining, and percentage consumed are always live on the Projects dashboard.

• ✓ Monthly, quarterly, or yearly retainer periods - set once per project
• ✓ Progress bars turn red the moment a period goes over budget
• ✓ Contract-to-date totals alongside the current period, so one slow month doesn't hide a bigger trend
• ✓ "Ending soon" and "past due" badges flag contracts that need renewing

A full history, not just this month

Open any retainer project and its Retainer Overview shows a tick for every period since the contract started - green when under budget, red when over, with the current period outlined. It's the fastest way to answer "has this client been consistently over their hours, or was last month a one-off?"

Group retainers by client, not just by project

Clients with more than one active retainer - a main site and a microsite, a design retainer and a dev retainer - can be grouped together. The Projects dashboard rolls the group up into one combined figure: total hours this month, overall percentage of the combined contract used, and hours remaining across every project in the group at a glance.

Reports you can actually hand to a client

Every retainer and every retainer group has a Report Preview - a clean, printable page with your business name or logo at the top, the current period and contract-to-date figures, and the full usage timeline. Open it, hit print or save as PDF, and send it. No spreadsheet exports, no explaining what the numbers mean.

• ✓ Works for a single retainer or an entire client group in one report
• ✓ Your business name and logo, configured once in Organisation settings
• ✓ Print-friendly layout - long timelines wrap instead of getting cut off