Retainers: automatic invoicing and overage billing

A retainer bills a fixed amount each cycle for a set number of included hours — and Handl handles both the regular invoice and any extra hours worked beyond what's included.

Set up a project with Retainer billing, including the retainer amount, included hours, billing frequency, and an overage rate for hours worked beyond that.
As your team logs time during the cycle, Handl tracks hours used against the included amount.
At the start of the next cycle, Handl automatically bills the flat retainer amount, plus a separate line item for any overage from the previous cycle.
If you don't want to wait for the next cycle, open the current period and select Bill Overage Now to settle and invoice the overage immediately.

Good to know

A retainer dashboard widget shows hours used, hours remaining, and a projected total for the cycle based on how quickly hours are being used.
Billing overage early with "Bill Overage Now" only accounts for hours logged up to that moment — any additional hours logged later in the same period will need to wait until the next cycle's overage is settled.
You can choose what happens to unused included hours — leave them unused each cycle, carry them forward with a cap, or convert them to credit, depending on how you've configured the retainer's rollover policy.

FAQs

Do I have to manually check for overage every cycle?
No — overage is calculated and billed automatically as part of the next cycle's invoice.

Can I bill overage before the cycle ends?
Yes, using "Bill Overage Now" — just be aware it only covers usage up to that point.

What if my client didn't use any of their included hours?
Depends on your rollover settings — hours can expire, roll over up to a cap, or convert to credit.