Automate Your Retainer Invoicing Process

Secure advance payments for ongoing work, reducing financial uncertainty and maintaining a steady income stream.

What is a Retainer Subscription?

A retainer subscription is a payment model where clients pay in advance for ongoing services over a set period. Commonly used by professional service businesses like consulting, design, and legal services, it helps maintain consistent cash flow and reinforces long-term client commitment. This approach ensures businesses receive payments upfront while providing clients with reliable, ongoing access to their services.

Key Benefits of Avaza's Retainer Subscriptions

Boost Cash Flow

With Avaza’s retainer module, you can secure upfront payments from clients, ensuring steady cash flow that supports both business growth and operational stability.

Efficiency and Time Savings

Avaza automates the entire invoicing process, saving your business valuable time. Instead of spending hours on manual billing and tracking payments, your team can focus on delivering quality services, knowing that the system is taking care of all administrative tasks behind the scenes.

Accuracy and Compliance

Automating retainer invoicing with Avaza minimizes human error, ensuring greater accuracy in your billing.

Enhanced Transparency

With Avaza, you can provide your clients with a clear and detailed account of their retainer engagement. Regular retainer statements foster trust and transparency, keeping your clients fully informed of how their payments are being utilized and what work has been completed.

Scalability

As your business grows, managing multiple retainer agreements becomes easier with Avaza. The system scales effortlessly, handling an increasing number of clients and more complex agreements without additional administrative strain.

Better Financial Planning and Forecasting

Avaza’s retainer module offers detailed insights into client payments, and outstanding invoices. This data empowers your business to plan finances effectively and forecast future income, giving you a solid foundation for making informed decisions on growth and investments.

Enhanced Transparency

Scalability

Better Financial Planning and Forecasting

How It Works

Set Up a Retainer Subscription

Start by setting up a retainer subscription with a recurring invoicing cycle. Avaza will automatically generate and send retainer invoices on your selected schedule, ensuring consistent and timely requests for advance payments from your clients.

Receive Advance Payment

Once the retainer invoice is sent, clients can make payments online or through traditional methods such as bank transfers. These payments are recorded as retainer credits, which are held and available to be applied to future invoices for services delivered throughout the retainer period.

Retainer Credit Management

As work is performed, create a project for each retainer, and have your team track time, expenses, or fixed amounts. At the end of the retainer period, generate a regular invoice including the tracked items, and apply the available retainer credit. If the invoice exceeds the available credit, request the remaining balance from the client. If the invoice is less than the available credit, you can either retain the remaining credit for future work or expire it according to your terms.

Track & Report

Keep clients informed by regularly generating and sharing retainer statements. These statements provide a complete overview of the retainer activity, including invoices, payments, credits applied, and any expired credits, ensuring transparency and maintaining strong client relationships.

Who Benefits from Avaza's Retainer Subscriptions?

Professional Services & Consulting Firms

For consulting firms, law firms, and accounting agencies, retainer invoicing offers a way to secure payment upfront for ongoing services. These businesses often provide expertise over a period of time, making it crucial to have predictable cash flow. By using retainer invoicing, they can ensure that clients commit to a specific number of hours or services each month, while also offering the flexibility to draw from that retainer as work is completed.

Creative Agencies & Freelancers

Marketing, design, and content creation agencies frequently work on long-term client engagements. Retainer invoicing is ideal for these industries as it allows agencies to bill for a set amount of work each month while retaining the flexibility to adjust deliverables based on the client’s needs. With Avaza’s retainer module, creative professionals can easily manage recurring payments and allocate credits to specific tasks, giving both the agency and the client full transparency over the work being done and the budget allocated.

Creative Agencies & Freelancers

IT & Managed Services Providers

IT support companies and managed services providers (MSPs) often operate on a monthly recurring model where clients receive ongoing technical support or maintenance. Retainer invoicing ensures that these businesses can charge for a block of hours or services each month, ensuring a steady revenue stream. It also allows MSPs to allocate those prepaid hours to critical tasks while keeping clients informed of how their retainer credit is being applied.

Kristin Zhivago

Digital Marketing Agency

I’ve tried at least 35 project management programs, and NOTHING works as well as Avaza. We have been using it several years now and have not run into any show-stoppers. It has grown with us easily and we can’t imagine using anything else.

Hassan A.

Chief Operating Officer (COO)

We use best-of-breed tools for our various business needs. Avaza came on top when we researched the best tools for forward-looking scheduling. Our team relies heavily on Avaza and uses it frequently on a daily basis.
 
 