Retention Release Approval Record
Preserve the actual retention release trigger, supporting evidence, authorized amount, conditions and billing handover without marking an approved release as paid.
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At a glance
Preserve the actual retention release trigger, supporting evidence, authorized amount, conditions and billing handover without marking an approved release as paid.
Best for
Project reviewers deciding whether a proposed retention release has the required authority.
Evaluation method
Reviewed 2026-10-02
Original service-billing worksheet and fictional worked example. Workflow reviewed October 2, 2026; not a claim about measured customer outcomes. Approvals, payment allocation, client portals, and tax decisions remain separate from scheduled delivery.
Using InvoiceAgent
After approvals and amounts are checked, use InvoiceAgent to prepare and schedule invoice delivery.
Illustrative example
Authority before a balance movement
- Proposal
- USD 200 / PROPOSAL-66
- Trigger and evidence
- Actual agreement and reviewed evidence references
- Authorized decision
- REL-66 / actual conditions preserved
- Billing handover
- Approved amount and document treatment
- Receipt status
- Tracked separately
Fictional decision record, not a certificate or payment confirmation.
See the recorded product workflowWhat this document helps you record
A retention release approval record controls a decision, while the retention reconciliation worksheet records its balance movement. The decision record identifies the actual agreement requirement, evidence and authorized reviewer. It does not itself satisfy a contractual trigger or issue a required certificate.
Record the proposed release amount, related deductions and evidence supporting the stated trigger. Keep unresolved conditions visible and distinguish proposed, conditionally approved and approved states. Pass only the actual approved amount and relevant document treatment to the billing owner.
The fictional proposal seeks USD 200 from a stated unreleased balance. The reviewer verifies the agreement and evidence, then retains the actual decision reference REL-66. Billing reconciles the approved movement separately, and a further receipt record is required before describing any money as received.
Quick context
Section
Invoice templates, reminder templates, and billing trackers that lead naturally into a scheduled workflow.
Best for
Project reviewers deciding whether a proposed retention release has the required authority.
Outcome
Use this page to move from general research into a calmer, more repeatable invoicing process.
How to complete the template
Identify the required trigger and authority
Retain agreement version, release clause or procedure, required evidence and authorized reviewer. Do not substitute a generic elapsed-time assumption.
Review the proposal and conditions
Match the proposed amount to deduction history and the available unreleased balance. Record open questions, actual decision, conditions and supporting evidence.
Hand over the approved movement
Pass amount, scope, evidence and billing-treatment references to the invoice owner. Retain reconciliation and actual cash receipt as separate records.
Preview the blank template
Replace the bracketed fields with your client’s details. The download also includes the filled example shown on this page.
RETENTION RELEASE APPROVAL Project / agreement version / proposed release reference: [details] Actual release trigger / required authority / evidence: [references] Related deduction history / available unreleased balance: [details] Proposed amount / currency / scope: [details] Open conditions / evidence gaps / owner: [details] Actual decision / approved amount / conditions / date: [details] Authorized reviewer / decision evidence: [details] Billing treatment / reconciliation handover: [references] Separate cash receipt status / evidence: [details]
Sources and further reading
Free resource
Use the editable document
Download the blank worksheet and filled example, then adapt them to your client agreement.
Download text fileWhere teams usually lose momentum.
Avoid this
Approving from the calendar alone
A date may be one condition among others. Use the actual agreement and required evidence.
Avoid this
Removing decision conditions from the handover
An amount with unresolved conditions must not be presented as an unconditional release. Preserve the actual status.
Move from reading about the workflow to running it.
InvoiceAgent is designed for the last mile of getting paid: scheduled invoice delivery, reminder timing, professional PDFs, and send-time FX conversion when global billing is involved.
Related topics
Find more templates and practical tools in the resources below.
Questions people usually have before changing the workflow.
Does a signature on this worksheet certify work?
No. Follow the required assessment, certification and authorization process independently.
Can approval exceed the unreleased balance?
Investigate the proposal and opening records before handover. The simple reconciliation tool rejects an unsupported excess.
Does release approval confirm payment?
No. It confirms the recorded decision only; invoice treatment and actual receipt remain separate.
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