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Retainer Proposal Calculator - 100% Free

Calculate retainer fees and generate professional proposals with AI

Perfect for agencies, consultants, and freelancers offering ongoing services

Retainer Details

Adjusts pricing based on client size and budget

Quick Calculation

Estimated Monthly Retainer

$6,000

Base calculation (before adjustments)

Weekly Hours

10.0

Overtime Rate

$225/hr

Pricing Tips:

  • •Industry avg hourly rate: $100-300 for agencies
  • •Typical retainers: 20-80 hours/month
  • •Offer 5-10% discount vs hourly for commitment
  • •Set overtime at 1.5x to protect margins

AI-Powered Proposals

Generate customized services and deliverables with AI

Smart Pricing

Value-based pricing adjustments for different client types

Ready to Send

Copy and customize for your client proposals

How to Structure Your Retainer Agreement

Retainer Best Practices:

  • 1.Clear Scope: Define exactly what's included and what requires additional fees
  • 2.Hour Limits: Set realistic hour limits and clarify how overages work
  • 3.Response Times: Set expectations for turnaround and availability
  • 4.Deliverables: List specific monthly deliverables to set clear expectations
  • 5.Terms: Include minimum commitment period and cancellation policy

Pricing Your Retainer:

Entry Level (20-30 hrs):

$2,000-$5,000/month - Basic support and maintenance

Standard (40-60 hrs):

$6,000-$12,000/month - Ongoing projects and strategy

Premium (80+ hrs):

$15,000+/month - Comprehensive partnership and support

Pro Tip: Offer 5-10% discount vs hourly rate to incentivize retainer commitment while maintaining healthy margins.

Frequently Asked Questions

What is a retainer agreement?
A retainer agreement is a contract where a client pays a recurring monthly fee for ongoing access to your services. It provides predictable revenue for you and priority access for the client. Retainers typically include a set number of hours or specific deliverables each month.
How do I price my retainer?
Start with your hourly rate multiplied by the expected monthly hours. Consider offering a small discount (5-10%) vs your hourly rate to incentivize the commitment. Factor in the client's size, complexity, and strategic value. Premium clients and complex work justify higher rates.
Should unused hours roll over?
Most retainers operate on a "use it or lose it" basis - hours don't roll over to the next month. This prevents hour accumulation and keeps the relationship balanced. If you allow rollover, limit it to 25-50% of monthly hours and cap the total banked hours.
How do I handle scope creep on retainers?
Clearly define what's included in your retainer vs what requires additional fees. Track hours carefully and communicate proactively when approaching the monthly limit. For work outside the defined scope, either charge the overtime rate or discuss adjusting the retainer level.
What minimum commitment should I require?
A 3-month minimum is standard and gives you time to deliver value while ensuring revenue stability. Some agencies require 6-12 months for complex work. Always include a clear cancellation policy with 30-60 days notice to give you time to fill the capacity.
How often should I review retainer agreements?
Review retainer agreements quarterly to ensure the scope, hours, and pricing still align with the work being done. Annual rate increases of 3-5% are standard to account for inflation. When clients consistently exceed hours, propose moving to a higher retainer tier.

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