How to Reconcile Retainer Hours Before Billing an Overage

BLANK WORKSHEET
RETAINER HOURS RECONCILIATION
[ ] Service period and units defined
[ ] Included allowance matched to agreement
[ ] Rollover authorized and expiry checked
[ ] Export version saved
[ ] Work categories and cutoff reconciled
[ ] Excluded and queried time separated
[ ] Confirmed usage calculated once
[ ] Excess approval / rate / cap checked
[ ] Client-facing statement reviewed
[ ] Approved invoice line links to evidence
Unresolved item / owner / next update: [details]

FILLED EXAMPLE (fictional)
Fictional retainer: 20 h plus 3 h approved rollover. Export 27.50 h less 2 h excluded administration gives 25.50 h confirmed usage. Excess 2.50 h is recorded for approval; it is not automatically billed.

BEFORE USE
Replace every bracketed field. Examples are illustrative. Confirm your agreement, local invoice requirements, and applicable tax treatment separately. This download does not send an invoice or update a billing record.

Source page: https://www.getinvoiceagent.com/guides/reconcile-retainer-hours
Reviewed: 2026-10-02