Retainer invoice template
A retainer invoice bills a recurring fee for ongoing availability or an agreed scope of work over a period, rather than for a one-off deliverable. Agencies, consultants and freelancers use them to make recurring income predictable. Fill in the fields and download a clean PDF in any currency, with no watermark.
When do you use a retainer invoice?
Send a retainer invoice at the start of each retained period, stating the period covered and what the retainer includes.
What should a retainer invoice include?
- Your business details
- Client details
- Invoice number and date
- Period the retainer covers
- What the retainer includes
- Retainer amount
- Due date and payment instructions
Frequently asked questions
What is a retainer invoice?
A retainer invoice bills a fixed recurring fee for an agreed period, covering ongoing availability or a defined scope rather than a single deliverable.
How is a retainer invoice different from a normal invoice?
A normal invoice bills for work already delivered. A retainer invoice bills for a period, and is usually issued in advance of that period rather than after it.
Should a retainer invoice list the work included?
Yes. Stating what the retainer covers, and any limits such as hours per month, prevents scope creep and makes the invoice much easier to approve.
When should a retainer invoice be sent?
Typically at the start of the period it covers, since a retainer buys availability going forward. Agree the date in the contract and keep it consistent.
What happens if the client uses less than the retainer covers?
That depends on your agreement. Some retainers roll unused hours forward, most do not. Whichever you choose, state it on the invoice so there is no ambiguity.