Retainer drawdown
A retainer holds a balance that draws down as work is billed against it.
Retainers & Recurring
Retainer billing and recurring invoices with autopay
Bill ongoing work on a schedule. Track a retainer balance as hours are used, repeat invoices on a plan, and let clients approve card autopay.
- 01
- Retainers hold a balance that draws down as work is billed.
- 02
- Recurring invoice plans repeat the invoice on your schedule.
- 03
- Clients consent to card autopay and get notice before every charge.
retainer billing software
What is retainer billing software?
Retainer billing software manages money a client pays in advance and bills repeating work on a schedule. In Workspace369, a retainer holds a balance that draws down, time entries show the hours bank, recurring invoice plans repeat on a schedule, and card autopay needs the client's consent. Retainers, payment schedules, and recurring invoices are listed on every plan.
Product reference
Reviewed October 12, 2026 by the Workspace369 Product Team. Availability can vary by plan, region, and workspace configuration.
Read the payment plans and retainers documentationWhat it covers
Everything for work that repeats.
Retainer billing in Workspace369 keeps the balance, the schedule, and the payment method attached to the client.
Hours bank on time entries
Time entries show the hours bank for the retainer, so you see what is left while you log time.
Prepaid refunds
Handle refunds of prepaid retainer balances from the same record.
Recurring invoice plans
Set up a plan once and the invoices repeat on the schedule you chose.
Card autopay with consent
Charge a saved card automatically after the client agrees to autopay.
Notice before every charge
The client gets a notice 3 days before each automatic charge, or 7 days before a yearly one.
Built into the operating flow
Set it up once and keep the balance clear.
Retainers and recurring plans connect to clients, time entries, invoices, payments, and the client's secure autopay page.
- 01
Create the retainer or plan
Choose the client, the amount, and whether you bill against a balance or repeat an invoice.
- 02
Ask for autopay consent
The client reviews and agrees to card autopay. They can manage it later from a secure page.
- 03
Notify, then charge
The client is told 3 days ahead of a charge (7 days for yearly plans), then the card is charged.
- 04
Watch the balance
Draw down the retainer as work is billed and see the remaining hours on each time entry.
Inside Workspace369
See how retainers and recurring plans fit into billing.
Follow the record through the views teams use to act, review progress, and keep the next step clear.Product view 01
Retainers hold a balance that draws down as work is billed.
Bill ongoing work on a schedule. Track a retainer balance as hours are used, repeat invoices on a plan, and let clients approve card autopay.
Product view 02
Recurring invoice plans repeat the invoice on your schedule.
Retainers and recurring plans connect to clients, time entries, invoices, payments, and the client's secure autopay page.
1TriggerClient activityAutomated
2ConditionMatch the right recordChecked
3ActionContinue the workflowNext
Product view 03
Clients consent to card autopay and get notice before every charge.
Keep the balance, the plan, and the card in one place.
1Record updatedContext stays attached to the work.Now
2Team follow-upContext stays attached to the work.3m
3Client notifiedContext stays attached to the work.4m
Examples
Retainer flows teams repeat.
These examples show how retainer and recurring billing moves through connected client work. They are product workflows, not promised business outcomes.
Monthly Retainer with Hours Bank
- 1Client pays the retainer up front
- 2Log time against the retainer
- 3Hours bank updates on each entry
- 4Bill the work against the balance
- 5Top up or refund the remaining balance
Recurring Invoice with Autopay
- 1Set up the recurring invoice plan
- 2Client agrees to card autopay
- 3Client gets notice before the charge
- 4Invoice is charged on its date
- 5Client changes autopay from the secure page
Common operating scenarios
Bill ongoing work without chasing each month.
These examples describe how the feature fits into connected client work. They are product workflows, not promised business outcomes.
Monthly retainers
Take a prepaid balance, log time against it, and see the hours bank on each entry. Refund prepaid balances from the same record.
Recurring invoices
Set up a plan for hosting, maintenance, or a subscription service, and the invoice repeats on its schedule.
Autopay clients can control
Clients agree to card autopay and manage it from a secure page. They get a notice before every automatic charge.
Where it connects
One record can carry the work forward.
Retainers and recurring plans connect to clients, time entries, invoices, payments, and the client's secure autopay page.
Common questions
Retainers & Recurring questions
How does a retainer balance work?
A retainer holds a balance that draws down as work is billed against it. Time entries show the hours bank, and prepaid balances can be refunded.
How does card autopay work?
The client agrees to card autopay first. After that, the card is charged automatically on the invoice dates in the plan.
Will clients know before they are charged?
Yes. The client gets a notice 3 days before every automatic charge, or 7 days before for yearly plans.
Can clients change their autopay?
Yes. Clients can manage autopay from a secure page.
Which plan includes retainers and recurring invoices?
The plan comparison lists retainers and payment schedules, recurring invoices, and saved payment methods on every plan, starting at Cadet ($29).
Work from one connected system
Set up your first retainer or recurring plan.
Start free and bring this workflow into the rest of your workspace.