Retainer Invoice Template
A free retainer invoice template for monthly recurring work with included hours and extras. Fill it in and download the PDF.
The items and amounts below are examples of this billing style. Customize with your details, then download as PDF or Excel directly from the generator below.
A retainer is a fixed monthly fee for ongoing work. The invoice should look the same every month, with only the extras changing. This template starts with the retainer line and one line for extra hours.
Keep the retainer line identical
Use the same description each month, with the month name added, for example “Monthly retainer, October”. Clients with accounting teams like consistency, and it makes your own records simple.
Say what the retainer covers
- The number of hours or deliverables included.
- What happens to unused hours, whether they expire or roll over.
- The rate for anything beyond the included amount.
Practical tips
- Invoice on the same day each month and keep the same numbering pattern.
- Send it at the start of the period if the retainer is paid in advance.
- Review the amount every few months. If extras appear regularly, it may be time to raise the retainer.
For one-off work, try the simple invoice template or the hourly invoice template.
Frequently asked questions
What is a retainer invoice?
A recurring invoice for an agreed monthly fee that covers a set amount of work or availability.
How do I handle work beyond the retainer?
List extra hours as a separate line with its own rate, so the retainer line stays the same each month.
Should I invoice a retainer in advance?
Many providers invoice at the start of the period so the client has committed before the work. Say which you do in the notes.