Client and Retainer Records for Marketing Agencies
Each brand your agency works for has one record. The retainer sitting under it carries the start date, the billing cycle, the fee basis and the account manager who owns it.
The brand record
The retainer under it
A retainer holds its start date, its term, the billing cycle and the basis the fee is worked out on. Two retainers on one brand are common, because a social retainer and a paid media retainer are often billed apart and reviewed by different people. Paused and ended retainers stay on the brand. An account manager can read what was agreed two years ago.
How it feeds the rest
The deliverable scope, the content calendar, every task, timesheet entry and invoice hangs off this retainer. Nothing has to be retyped. Reports group by brand or by retainer, and the renewal list is built from the term and start date already sitting here.
What the agency settles
- Which retainer types your agency sells and what each covers
- Billing cycle per client, monthly or quarterly
- Which contact signs off creatives and which clears payment
- Whether a brand may hold two retainers at once
- Who in the team may edit a fee basis
Frequently asked questions
Can one client have several brands under it?
Yes. A group with three brands is held as a parent with a record for each brand, and the retainers sit on the brands themselves.
What happens when a retainer is paused?
The retainer is marked paused with a date and a reason. Calendars stop. Billing stops for that cycle, and everything already recorded stays readable.
Is the fee basis visible to the whole team?
No. Fee and billing fields can be kept to founders and finance, while account managers and creatives see scope and tasks only.
Can brand files be stored here?
Links are held, pointing to your Drive or Dropbox folders. Large video files belong in your own storage.
Tell us what you need.
Send a short brief and one of our engineers will come back to you within one business day.
- No obligation
- A reply within one business day
- Your details stay private