A retainer arrangement — where a client pays a fixed monthly fee for ongoing access to your time or services — is one of the best ways to build predictable income as a freelancer or consultant. Recurring invoicing makes the billing side of retainers almost effortless.
What is a retainer?
A retainer is an agreement where a client pays you a fixed fee each month in exchange for a defined amount of your time or a set of deliverables. Common retainer arrangements include monthly consulting (e.g. "10 hours of strategic advice per month"), content creation (e.g. "4 blog posts per month"), or software maintenance and support.
Benefits of recurring invoicing
- Predictable cash flow — you know exactly when money is coming in
- Reduced admin — create the invoice once, then it goes out automatically
- Fewer missed invoices — no risk of forgetting to bill a monthly client
- Professional appearance — consistent, timely invoicing builds client confidence
What to include on a retainer invoice
- The period the retainer covers (e.g. "Services for June 2025")
- The agreed monthly fee
- Any additional work done outside the retainer scope (listed separately)
- Any expenses incurred
- Your standard payment terms
Review retainer rates regularly
Retainers are easy to neglect — clients and suppliers settle into a comfortable rhythm and rates can stay the same for years. Build in an annual review to ensure your retainer rate still reflects the value you are delivering and your current market rate.
Invoice at the start of the month rather than the end. This means you are paid before delivering the month's work rather than chasing payment after — a small change that significantly improves cash flow.
BillSend does not send invoices automatically on a schedule. For a retainer, set yourself a monthly reminder and create the invoice — it takes a minute, and you can update the period and any extra work each time.
Frequently asked questions
What is a retainer arrangement?
A retainer is an agreement where a client pays you a fixed fee each month in exchange for a defined amount of your time or a set of deliverables, such as monthly consulting hours or a set number of blog posts.
What are the benefits of recurring invoicing for retainer clients?
Recurring invoicing gives predictable cash flow, reduces admin since the invoice goes out automatically after being created once, reduces the risk of missed invoices, and presents a more professional, consistent billing experience.
What should a retainer invoice include?
A retainer invoice should state the period it covers, the agreed monthly fee, any additional work done outside the retainer scope listed separately, any expenses incurred, and your standard payment terms.
Was this helpful?
Get started free
Ready to send your first quote?
Create an account in seconds. No credit card required.