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Track client retainers in Notion — on one screen
Ask a small agency three questions — which client work is active right now, which deliverable is overdue, and what are this month's retainers worth — and the answers usually live in three different places: a chat thread, someone's head, and a spreadsheet from last month. A retainer tracker earns its keep when all three answers sit on one screen.
The six lists a retainer tracker actually needs
The AI Agency Project & Delivery OS is built from six connected databases. Each one exists because a specific question needs it:
- Clients — who the work is for; the base for per-client outstanding balances, calculated without spreadsheet math
- Projects — the engagements themselves, each with a % Complete driven by real deliverable status
- Deliverables — the units of work, with due dates; the overdue ones are what the dashboard surfaces
- Revision Requests — the rounds of changes; revisions that are waiting surface instead of hiding in a chat thread
- Retainers — the active monthly retainers; a Retainer MRR view totals them for you
- Invoices — what has been issued and what is still unpaid
What the dashboard surfaces for you
- Overdue deliverables, waiting revisions and unpaid invoices, surfaced automatically — nothing hides in a chat thread
- Retainer totals: the Retainer MRR view adds up your active monthly retainers
- Per-client outstanding balances, without spreadsheet math
- % Complete per project, driven by deliverable status rather than by feel
The preview is the actual template, view-only. Buying gives you your own duplicable copy.
Before you start
- A free Notion account is all you need — the template is fully self-contained
- Money fields are USD by default (changeable)
- Fictional sample data is included, so you can see exactly how it works before adding your own
The tool for this job
AI Agency Project & Delivery OS — Clients, projects, deliverables, revisions, retainers and invoices — one Notion page showing what's active, what's overdue and your retainer MRR at a glance.
$39.00 Buy on Payhip See the full product page →
Instant download after checkout. Sold and delivered by Payhip. More tools like this live on the Notion Templates shelf.
Questions
What do I need to use this template?
A free Notion account. The template is fully self-contained — no other template, add-on or paid Notion plan is required.
How is it delivered?
After checkout on Payhip you get the delivery file with a duplicate link. Open it, duplicate the template into your own Notion workspace, delete the fictional sample data, and start in minutes.
What is inside?
Six connected databases — Clients, Projects, Deliverables, Revision Requests, Retainers and Invoices — plus a dashboard that surfaces overdue deliverables, waiting revisions and unpaid invoices, a Retainer MRR view, and per-client outstanding balances.
What stays manual?
Adding your own clients, projects, deliverables and invoices, and keeping deliverable statuses current as work moves. The totals, the overdue surfacing and the per-client balances are calculated for you.