Client Retainers

Retainer Management Built Into Your Books

If your business collects retainer deposits before starting work, you know the accounting can get messy. Retainers are liabilities until you earn them, draws need to be tracked against the original deposit, and clients expect to see their remaining balance at any time.

BizBooks Pro handles all of this natively. Record a retainer deposit and the software creates the proper journal entry -- debiting your bank account and crediting a retainer liability. As you perform work and draw against the retainer, BizBooks Pro moves the funds from liability to revenue automatically.

💵 Deposit Collection

Record retainer deposits with a single action. BizBooks Pro handles the double-entry bookkeeping behind the scenes.

Record deposits by check, card, or transfer
Auto journal entry: debit cash, credit retainer liability
Multiple deposits per client supported
Stripe payment processing available

📊 Balance Tracking

See the current retainer balance for any client at a glance. Know exactly how much remains before starting new work.

Real-time balance displayed on client record
Running total across all deposits and draws
Low balance alerts when funds are running out
Balance history with full timeline

📝 Draws & Charges

Apply charges against the retainer as you deliver services. Each draw reduces the liability and recognizes revenue properly.

Draw against retainer with description and amount
Auto journal entry: debit liability, credit revenue
Link draws to specific invoices or time entries
Partial draws supported

📄 Transaction History

Complete record of every deposit, draw, and refund for each client. Print or export the retainer statement for client review.

Chronological list of all retainer activity
Deposit and draw details with dates
Running balance after each transaction
Export retainer statements to PDF

Proper Accounting, No Shortcuts

Many small business owners make the mistake of recording retainer deposits as revenue when they receive them. This overstates income and creates tax problems. BizBooks Pro follows GAAP principles by treating retainer deposits as liabilities until the work is performed and the revenue is earned.

Every retainer transaction in BizBooks Pro generates the correct double-entry journal entries automatically. You do not need to understand debit and credit rules -- the system handles proper revenue recognition for you.

Who Uses Client Retainers?

Law Firms & Attorneys

Collect trust account retainers, draw against them as billable hours accumulate, and maintain the detailed records bar associations require. BizBooks Pro keeps retainer funds separate from operating revenue until earned.

Consultants & Advisors

Secure project deposits before kicking off engagements. Track how much retainer remains as you log hours and deliver milestones. Clients see transparent accounting of their deposit at all times.

Marketing & Creative Agencies

Collect monthly retainers for ongoing services. Apply charges each month as deliverables are completed. Automatically generate statements showing work performed against the retainer balance.

IT & Managed Service Providers

Pre-paid support retainers with hour-based drawdowns. Track remaining support hours and dollar balances side by side. Alert clients when their retainer is running low so they can top up.

Retainer Refunds Made Simple

When a project wraps up and there is an unused retainer balance, issuing a refund is straightforward. BizBooks Pro reverses the liability entry and records the refund against your bank account. The client's retainer statement shows the full lifecycle: deposit, draws, and refund -- all properly accounted for.