Show the retainer decision before the hours run out

Separate three kinds of work

Record delivered work within the allowance, planned work within the allowance and separately scoped extras. Mixing them into one hours total makes it hard for a client to see what is already done and what still needs a decision.

Keep the month, allowance and commercial terms visible. Check whether hours roll over, whether the retainer buys hours or outcomes, and who can approve extra work. An hours-based statement will not fit every retainer.

A small example that makes the choice clear

Only four included hours remain after delivered work. The plan contains six. That is the moment to ask which work matters most, not a reason to silently invoice an extra $150.

Offer a decision with three sensible paths

1. Reprioritise: fit the highest-priority work inside the remaining allowance.
2. Defer: move named work into a later period if the agreement and schedule permit it.
3. Propose an extra: describe the additional scope, price and schedule effect for review.

Use specific work names. “Move the landing-page revision to October” is easier to approve than “reduce scope.” If the extra changes, preserve its version and ask for review of the revised proposal.

Keep the conversation separate from the timesheet

A timesheet explains where time went. A client statement explains what is included, what is planned and what needs a decision. You may need both. Apportion keeps the monthly statement and a separate extra-work proposal with a versioned acknowledgement trail.

A recorded acknowledgement is not independent identity verification or a guarantee of payment. Use the contractual approval process and keep official billing in the system that manages it. Proposed overage value is not earned revenue.

Try it at the next real planning review

The free planner can be edited and printed without an account. Start with one monthly retainer, list delivered and planned work, and use the statement in the next client conversation.

Check whether the client understands the choice and whether the team records a decision before doing the extra work. Compare preparation effort with your existing timesheet and email process. If those tools already make the decision clear, another workspace may not add enough value.