Retainer replenishment: set the refill point before hours run out
Ongoing service retainers work better when the client knows when to top them up. Set a refill point before the balance is too low to cover the next task.
A retainer should protect both service capacity and client expectations. Before the balance gets low, compare the remaining prepaid hours with your rate floor, planned work, and invoice timing so replenishment happens before delivery stops.
Turn the retainer into hours
Convert the current retainer balance into available hours using the rate that actually applies to the work. If different tasks have different rates, split them before promising how long the balance will last.
Set a practical refill trigger
Choose a threshold such as one week of planned work, the next milestone, or a minimum dollar balance that covers admin and handoff time. Send the replenishment invoice before the remaining balance falls below that trigger.
Keep terms and unused balances clear
State what the retainer covers, when replenishment is due, what happens when work is paused, and how unused amounts are handled. Confirm contract, tax, trust-account, and refund rules for your location before treating prepaid funds as earned.