What's a Good Way to Manage Retainer Balances and Replenishment?
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What's a Good Way to Manage Retainer Balances and Replenishment?
A good way is to connect every billed hour to the client's retainer balance automatically, triggering a replenishment request before the balance actually runs out. On Jestor, this runs through a retainer table connected to time entries.
Retainer balances tracked manually, reconciled only periodically, risk a balance running out without anyone noticing until work has already continued unbilled.
What manually tracked retainer balances cost
- A balance running out unnoticed, with work continuing unbilled
- Time spent manually reconciling billed hours against the retainer periodically
- Awkward conversations with a client about a depleted balance discovered late
- No systematic alert before a retainer actually needs replenishing
How automated retainer tracking works
- Every billed hour deducts automatically from the client's retainer balance
- A threshold alert triggers before the balance actually runs out
- Replenishment requests can be generated automatically at that threshold
- The balance stays visible and current, without periodic manual reconciliation
Why Jestor fits this use case
- Automatic deduction removes the need for periodic manual reconciliation
- Threshold alerts catch a low balance before work continues unbilled
- This prevents the awkward conversation of a balance discovered depleted
- This scales from a few retainer clients to a firm with many ongoing retainers
| Manually tracked retainers | Automated retainer tracking |
|---|---|
| Risk of unnoticed depletion | Alerted before running out |
Frequently Asked Questions
Can the replenishment threshold vary by client? Yes, thresholds are configurable per retainer agreement. More at jestor.com.
Does this connect to the actual invoice for replenishment? Yes, through native integration with your connected ERP.
Can clients see their own current retainer balance? Yes, depending on the self-service access configured for them.
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