A retainer holds money a client pays you in advance, and OneSuite draws it down when you invoice their tracked time, expenses or fixed fees. It keeps a running balance for each client or project, so you always know how much of the prepayment is left and when to ask for more.
In this guide you’ll learn how to:
- Create a retainer for all of a client’s projects or for one project
- Add funds by raising a retainer invoice
- Draw from the retainer balance on a new invoice
- Read Balance, Funded, Drawn and the Retainer invoices table
- Archive, restore or delete a retainer
Before you start
- You need permission to view invoices, and permission to create invoices to draw from a retainer.
- The client must already exist in OneSuite, and a one-project retainer needs a billable project for that client.
- If you don’t see Invoices in the sidebar, an admin can switch it on in Settings, Customize Navigation.
Where to find retainers
Retainers live on the Retainers tab of the Invoices module.
- Click Invoices in the sidebar.
- Click the Retainers tab.
The list is split into Active and Archived. Click any row to open that retainer.
| Column | What it shows |
|---|---|
| Client | The client, with the retainer’s name beside it if it has one. |
| Project | The one project the retainer covers, or All projects. |
| Status | Active or Archived. |
| Balance | The money still available to draw. |
| Funded | The total added to the retainer. |
| Drawn | The total drawn from the retainer. |
How to create a retainer
Click New retainer, choose the client and whether the retainer covers all their projects or one, then click Create retainer.
- On the Retainers tab, click New retainer.
- Choose the Client.
- Under Project, choose one of these:
- All projects: every billable project of this client, now and later.
- One project: only the project you choose draws from this retainer. Then pick the project.
- Add a Name (optional). It is shown instead of the client and project.
- Click Create retainer.
The client and project cannot be changed later, so check them before you create the retainer.
Why the retainer won’t create
A project can only be on one retainer: either its own, or a client-wide one for all projects. OneSuite tells you when your choice clashes.
| Message | What it means |
|---|---|
| Choose a client | Pick a client first. |
| Choose a project | You chose One project but didn’t pick a project. |
| This client already has an active retainer for all projects | The client’s projects are already covered. Archive that retainer before creating another. |
| Some of this client’s projects are already on a retainer | A client-wide retainer would put those projects on two retainers. Create a One project retainer for another project instead. |
| This project is already on a retainer | Pick a project that isn’t covered yet. |
How to add funds to a retainer
You add funds by raising a retainer invoice, and the money becomes available once the client’s payment on that invoice is recorded.
- Open the retainer from the Retainers tab.
- Click Add funds. The dialog shows the current Balance.
- Enter the Amount to add.
- Add an Invoice subject (optional), for example
Retainer for September. - Click Create retainer invoice. A draft retainer invoice opens.
- Complete the invoice, save it and send it to your client.
- When the client pays, record the payment on that invoice. See How to Record Invoice Payments.
The funds count only once payment is recorded on the retainer invoice. A retainer invoice shows Retainer · adds funds in the side panel, with a View retainer details link back to the retainer. Add funds is not available on an archived retainer.
How to draw from a retainer on an invoice
You choose to draw when you create the invoice, and the balance is applied when the invoice is saved.
From the New invoice dialog
- Click Invoices, then Create, and choose the client.
- Choose From tracked time & expenses.
- Tick Draw from retainer. It pays the invoice down from the balance.
- Click the button at the bottom of the dialog to carry on.
Draw from retainer only shows when the client has a retainer balance, and it starts unticked. It becomes available once time or expenses are included on the invoice.
From the invoice wizard
When a retainer covers every project on the invoice, the wizard asks whether to draw from it, with the balance available. If you came from the New invoice dialog, the box keeps the choice you made there. Otherwise it starts ticked.
What happens when you save
- The balance is applied when the invoice is saved.
- If the retainer covers the whole amount, the invoice is marked paid.
- If it doesn’t, send the client the invoice for the remainder.
- If you add funds later, saving the invoice again applies the funds added since.
A drawing invoice shows Retainer · draws from the balance in the side panel. For the full invoice flow, see Create One-time Invoices.
When you can’t draw from a retainer
- Recurring invoices: they don’t draw from retainers, so the wizard’s box is greyed out.
- A different currency: a retainer in a different currency from the invoice isn’t offered.
- Projects not covered: the wizard only asks when one retainer covers every project on the invoice.
- Archived retainers: an archived retainer takes no more funds and no more draws.
How to read a retainer
A retainer’s page shows three totals and a table of every invoice that added to or drew from it.
The line under the title shows the client, the project scope and the retainer’s currency.
| Total | What it shows |
|---|---|
| Balance | The money available to draw now. |
| Funded | The total added through paid retainer invoices. |
| Drawn | The total drawn by invoices. |
The Retainer invoices table lists each invoice linked to the retainer. Click a row to open that invoice.
| Column | What it shows |
|---|---|
| Invoice | The invoice number or name. |
| Date | When the invoice was created. |
| Type | Add funds, Draw or Zero out. |
| Status | The invoice’s status, such as Draft, Open or Paid. |
| Amount | The invoice total. |
| Retainer movement | How much the invoice added to the balance (+) or took from it (−). |
| Balance after | The retainer balance after that invoice. |
How to archive, restore or delete a retainer
Archive a retainer you no longer use, and delete one only if it was never used.
Archive
- Open the retainer and click Archive.
- If the balance is already zero, click Archive.
- If money is left, the dialog tells you the balance has to be zero. Tick Raise a retainer invoice for − the balance, record it as paid, and archive, then click Archive.
The zero-out invoice appears in the Retainer invoices table with the type Zero out. An archived retainer moves to the Archived section and takes no more funds and no more draws. Click Restore on its page to make it active again.
Delete
Delete only shows on a retainer that has no invoices and a zero balance. Once a retainer has been funded or drawn from, archive it instead.
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FAQs
How do retainers work in OneSuite?
A retainer holds money a client pays in advance. You add funds with a retainer invoice, and later invoices for that client draw from the balance when you tick Draw from retainer.
Why doesn’t my retainer balance go up after I add funds?
Funds count only once payment is recorded on the retainer invoice. Send the draft retainer invoice, then record the client’s payment on it.
What happens if the retainer doesn’t cover the whole invoice?
The balance is applied when the invoice is saved, and you send the client the invoice for the remainder. If the retainer covers the whole amount, the invoice is marked paid.
Can a recurring invoice draw from a retainer?
No. Recurring invoices don’t draw from retainers. Draw from the retainer on a one-time invoice instead.
Can I change the client or project on a retainer?
No. The client and project cannot be changed after you create the retainer. Archive it and create a new one with the right scope.
Can I just track client prepayments in a spreadsheet instead?
You can, but you would have to update the balance by hand after every invoice. A OneSuite retainer updates the balance as invoices are paid and drawn, and keeps every movement in the Retainer invoices table.
What to do next
Create the drawing invoice: Bill tracked time against the retainer with Create One-time Invoices.
Record the funds: Make retainer funds available by following How to Record Invoice Payments.
Find your way around: See every tab in the Invoices module in Access & Navigation.