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Retainer

Retainer Invoice Template

Free retainer invoice template with a working editor, live totals and PDF, Word or Excel downloads.

Retainer invoices fail when the included hours are vague. This template states the period, the hours included and any overage, so the monthly amount is expected rather than questioned.

Step 1 · The basics

Who is this invoice for?

Autosaves as you type
Business details, address and tax information
Tax, website and legal details
Client details
Issue date, validity and referenceINV-TPL-RETAINER

Step 2 · The work

What are you billing for?

Line 1
More line details
Line discount
Line 2
More line details
Line discount

Step 3 · Totals and terms

Adjustments, terms and branding

Optional. Your lines already make a valid invoice, so open a block only when this deal needs it.

Discounts, fees and taxNone
Fees (shipping, setup, delivery)
Terms, payment instructions and notes
Payment and due date
Logo, colours and footer

Logo

Add or replace it directly in the document preview. PNG or JPG, up to 330 KB.

Preview the invoice
PageA4 · 210 × 297 mm

Northwind Studio

Northwind Studio LLC

18 Mission Street, Suite 400, San Francisco, CA 94105 hello@northwind.studio +1 415 555 0132 northwind.studio

Tax / VAT: US-4821-9930

Invoice

INV-TPL-RETAINER

Issued Nov 7, 2026

Due Nov 14, 2026

Bill to

Acme Ltd

1200 Market Street, Floor 9, San Francisco, CA 94102 maya@acme.test Tax ID: ACME-9

Project

Retainer Invoice

USD

Monthly retainer, 20 hours$1,800.00

1 month × $1,800.00 · tax 0%

Additional hours$570.00

6 hour × $95.00 · tax 0%

Items (excl. tax)$2,370.00
Total$2,370.00

Payment terms

50% deposit, balance on delivery.

Payment instructions

Pay by bank transfer and quote this reference.

Northwind Studio LLC · 18 Mission Street, San Francisco · hello@northwind.studio

Total

$2,370.00

Blank template downloads

The blank version contains this template's row structure, units and terms with no figures. Use it to print and fill by hand, or to keep a master copy in Word. Your finished document is exported from the generator above, so the two are never confused.

Blank PDFBlank WordBlank Excel

Example total in this preview: $2,370.00 across 2 lines.

Go straight to the generator

Prefer to start empty? Open the general invoice generator and build the document from scratch.

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Who this template suits

Suits agencies and consultants billing a recurring monthly engagement.

What to include

  • The period covered by the retainer.
  • Hours or deliverables included in the fee.
  • Extra hours billed on top.
  • The renewal date and notice period.

How to complete it

  1. Step 1

    State the month the retainer covers.

  2. Step 2

    List the included work, then any overage.

  3. Step 3

    Set the due date and reference the agreement.

Before you send

Pricing, pitfalls and proof

  • How it is pricedBill the monthly fee with the included hours, then overage at the agreed rate.
  • Common mistakeImplying unused hours roll over when the agreement does not say so.
  • Keep as evidenceKeep the usage summary, the renewal date and the notice period.

Questions about this template

Should unused hours roll over?

Only if the agreement says so. Most retainers do not, and the invoice should not imply otherwise.

How do I bill extra hours?

As a separate line at the agreed rate, with the number of hours and the reason.

When should the retainer be invoiced?

In advance is common and simpler to administer. In arrears suits clients who need usage reported first.

Can I pause a retainer?

If the agreement allows it, state the paused period on the next invoice so the missing month is explained.

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