Show a retainer client exactly what they have bought, what they have used, and what is left, updated as the work happens. No more end-of-month surprise, no more argument about whether the block was exhausted in week three.
The Meeting Cost Calculator is a live Taskade Genesis app you can use on this page. It turns hours and rates into a running cost, which is exactly the arithmetic behind a drawdown, except that it counts up rather than down from a balance. Run a calculation, then click "Use this app" to clone and own a copy in about ten seconds and point that same calculation at a retainer balance.
The build gives you a balance that moves. Each retainer record holds the purchased amount or hours, the period it covers, the rules for rollover and overage, and the running total consumed. Work entries draw against it as they are logged, so the remaining balance is a fact rather than an estimate. The agent watches the burn rate and speaks up at the useful moment: at 70 percent consumed with two weeks left, not on the day it runs out. It also drafts the top-up conversation, which is a much easier email to send before the balance hits zero.
Workspace DNA keeps the balance honest on both sides. Memory holds the agreement, every entry drawn against it, and each previous top-up conversation, so the client statement and your internal view come from the same source. Intelligence, running on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, reads the burn rate against the calendar and says whether a retainer is on track or heading for an awkward week. Execution issues the statement and the top-up invoice at the right moment.
The AI agents in the app carry 34 built-in tools, and persistent memory does the heavy lifting: the agent drafting the top-up message knows how the last one landed and whether this client prefers a call before an invoice. Custom slash commands let an account manager check the remaining balance during a client conversation rather than promising to look it up.
Retainers fail for one of two reasons: the client feels they got less than they paid for, or you delivered more than you were paid for. Both are invisible without a live balance and both become obvious with one, which is why this app tends to improve the relationship as much as the margin.
Present it however the situation needs:
- Table view for purchased, consumed, and remaining across every retainer
- List view for the client-facing statement of what was done
- Board view to group retainers as healthy, burning fast, or exhausted
- Calendar view for period ends and top-up dates
- Plus the rest of the 7 project views
Automations do the watching. A Taskade automation alerts you at your chosen threshold, issues the top-up invoice when a retainer is exhausted, and sends the client a monthly statement without anyone assembling it. Across 100+ bidirectional integrations, Google Sheets and Gmail move statements and time exports while Slack keeps the account team aware. See scheduled automations.
Clone it, invite the delivery team so they can see the balance they are spending, and it is yours. Visibility on the delivery side is what actually prevents overservicing.
One boundary worth naming: this tracks commercial drawdown for operations. It is not deferred revenue accounting, which follows rules your accountant applies to the same underlying facts.
A small habit makes retainers much healthier: send the statement whether or not the client asks for it. Clients who receive a monthly account of what they bought and what they used renew more readily, because the value is visible rather than assumed. It costs nothing once the automation is running.
Browse retainer setups in the Community Gallery, start yours at Taskade Genesis, or read table view. Feed consumption from Convert Billable Hours Into an Invoice, and bill the cycle with Schedule Recurring Retainer Invoices.
Frequently Asked Questions
Should unused retainer balance roll over?
That is a commercial decision with real consequences: rollover is client-friendly and can leave you carrying a large unbilled obligation. Whatever you choose, the app applies it consistently and shows the accumulated rollover so it never becomes a surprise.
How does overage work?
Record the overage rate and the app calculates the excess automatically, then drafts the conversation. Telling a client mid-month that they are heading for overage is far better received than an unexpected invoice.
Can clients see their own balance?
Yes, through a shared view or a portal login on a Business plan. Clients who can see the balance ask for top-ups themselves, which is the outcome you want. See Publish a Client Billing Portal.
Does it work for hours or for money?
Either, or both. Some retainers are a block of hours and some are a value of work. The record holds whichever unit you sell and converts using your rate card when you need the other view.
When should I raise a top-up?
The agent flags it based on burn rate and days remaining rather than at a fixed percentage, because a retainer at 80 percent with three days left is fine and one at 60 percent with three weeks left is not.
Can I see which retainers are actually profitable?
Yes, by comparing consumed hours at cost against the retainer value. That comparison is often uncomfortable and always useful. Report Revenue and Profit by Client goes deeper.
What happens at the end of a period?
The automation closes the period, produces the statement, applies your rollover rule, and issues the next invoice, leaving you to review rather than assemble.
