Agency Retainer Hours Tracking Form

Managing client retainers efficiently is crucial for agencies that need to track billable hours, allocate time across campaigns, and keep clients informed about their remaining monthly budgets. This agency retainer hours tracking form streamlines the entire process, giving your team a clear, consistent way to log time while automatically calculating how many hours remain in each client's retainer.

Built for marketing agencies, creative studios, PR firms, and consulting practices, this template helps you maintain transparency with clients, improve project profitability, and reduce the administrative overhead of manual timesheet tracking. Team members can quickly select the client, choose the relevant campaign or project, log their hours, and describe the work completed—all in one simple form.

The built-in calculator automatically shows remaining retainer hours based on the monthly budget and hours logged, helping project managers spot potential overages before they happen. Combined with Paperform's payment integrations, you can even invoice for overage hours directly, and with Stepper (stepper.io), you can automate notifications to account managers when a client's retainer balance falls below a certain threshold, route approvals for additional hours, or sync time entries straight into your project management or accounting software.

Whether you're tracking hours for social media management, content creation, paid ads, or strategic consulting, this form gives you the structure and automation you need to keep retainers on track and clients happy.