Retainer billing for PR agencies requires collecting timesheets, validating hours against contract caps, and generating invoices monthly. Manual reconciliation between time tracking, retainer terms, and accounting software creates delays, errors, and repeated data entry.
Automation validates timesheets against retainer contracts, flags overages and unused hours, and generates invoices automatically. Invoices are sent the same day billing closes, reducing manual work and catching discrepancies before they reach clients.
The full workflow, from trigger to completion.
The automation runs on the first business day of the month or on the agreed retainer billing date. It pulls the list of active retainer clients and their contract terms.
The automation connects and extracts all billable hours logged in the previous month, grouped by client and project.
The automation compares logged hours to each client's retainer cap, contract terms, and any special billing rules. It flags overages, unused hours, and applies adjustments.
If hours match the retainer agreement, the flow continues to invoice generation. If there are discrepancies or overages, a manual review step is triggered.
The automation generates a new invoice with the correct client, line items, hours, rates, and any adjustments. It sets the invoice date to the billing date.
The automation sends the invoice to the client contact email address and logs the send date and time.
A summary message is posted confirming that invoices have been sent, showing client names, amounts, and any flagged items for follow-up.
No credit card, no commitment. Map your process and walk away with a full build plan.
A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.
Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.
Your build plan stays in your workspace with no expiry. Move forward whenever the timing is right.
Other high-impact processes teams commonly map alongside this one.
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required — it's free.