How Retainer Billing Works
A retainer is a recurring commercial arrangement where you pay a fixed monthly or quarterly fee in exchange for a defined level of service from Progressive Robot. This article explains how retainer billing is structured and managed.
Types of Retainer
- Hours-based retainer: You purchase a fixed number of hours per month (e.g. 20 hours/month). Hours are used for agreed tasks — development, support, consultancy.
- Scope-based retainer: You pay a fixed fee for a defined set of services (e.g. managed hosting + security monitoring + 5 hours of support).
- Value-based retainer: A fixed monthly fee for ongoing delivery of outcomes — less focused on hours, more on results.
Billing Cycle
Retainer invoices are typically raised on the 1st of each month (or your agreed billing date) for the upcoming month — i.e. in advance. Payment is due within 30 days. Retainer services begin or continue on the first day of the period they cover.
Unused Hours
Hours-based retainers: unused hours typically do not roll over unless your contract specifically states otherwise. If you consistently find hours going unused, speak to your Account Manager about right-sizing your retainer. Equally, if you regularly exceed your hours, we will discuss an uplift.
Exceeding Your Retainer
If your usage exceeds the retainer in a given month, we will notify you and any excess hours are charged at your agreed day/hourly rate (stated in your retainer agreement). Excess work will not be performed without your approval unless it is urgent to prevent a service outage.
Retainer Reports
We provide monthly retainer utilisation reports showing how your hours were spent, tasks completed, and any carryover or excess. These are posted in the portal automatically at month-end.