Project & Retainer Delivery Tracking

Keep every client retainer and project on schedule without chasing spreadsheets or missing a deliverable.

110 hrs

Time saved/month

Companies have mapped

About This Automation

Project and retainer delivery tracking involves manually collecting time entries from multiple sources, verifying hours against contracts, and updating clients on progress.

Automation consolidates time entries, validates them against project scope, tracks milestone status in real time, and flags over-utilisation immediately. Invoices are generated automatically and clients receive timely status updates without manual drafting.

Key features

Consolidate time entries from multiple sources into a single validated record

Cross-check logged hours against project scope and contract terms automatically

Track milestone completion status and identify at-risk or overdue milestones in real time

Calculate retainer utilisation and alert the team when hours are over-allocated

Generate and send client status updates with time summaries and next steps

Prepare invoice data automatically and flag discrepancies before billing

How The Automation Works

The full workflow, from trigger to completion.

1. Milestone or Retainer Period Closestrigger

The automation is triggered when a scheduled project milestone date arrives or a retainer billing period ends, detected via a calendar or date-based trigger.

2. Fetch Time Entries

The automation queries for all time logged against the project in the current period and extracts hours and task details.

3. Validate Time Against Scope

The automation reviews logged hours against the project contract and scope rules, flagging any entries outside billable categories or exceeding allocated hours.

4. Check Milestone Completion Status

The automation reads milestone status and compares against the expected completion date, identifying on-track, at-risk, and overdue milestones.

5. Calculate Retainer Utilisation

The automation sums hours used in the period against the retainer allocation and calculates remaining hours and utilisation percentage.

6. Create or Update Invoice

The automation creates a new invoice or updates an existing one with the validated time entries, milestone deliverables, and retainer charges.

7. Send Status Update to Client

The automation generates and sends a formatted email to the client with a summary of hours, milestones, and next steps.

8. Post Alert

The automation posts a summary message to a designated channel flagging any over-utilised retainers, missed milestones, or budget alerts for the team.

4 reasons to map this process

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There's no obligation to build

78 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

Is this really free?

What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

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Estimated Time Saving

110hrs/month

Process pain:8.2/10

Mapped by:7 Companies

Map this to your business to get your exact numbers.

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