Invoice templates
Retainer invoice template
For a recurring monthly bill — scope reference, fee, billing period and payment terms, built to repeat cleanly each month.
Preview
See the template as a client-facing document, then open the same starting point inside Hanko.
Continuum Partners
billing@example.com
Monthly retainer
INVOICE
#INV-2026-042
Amount due
$5200.00
Due October 1, 2026 · Northstar Group
Bill to
Northstar Group
Alex Morgan
Engagement details
What this is
A retainer invoice bills the recurring monthly fee under a retainer agreement, referencing the period covered and the scope included — designed to be sent (or generated automatically) on the same schedule every month without being rebuilt from scratch.
When to use it
- Billing the recurring monthly fee under an active retainer agreement
- As a recurring invoice template set up once and scheduled to send automatically
What to include
Billing period
Which month (or period) this invoice covers.
Scope reference
A short reference to what the retainer covers, so the client sees the value even on a routine recurring bill.
Overage, if any
If the prior period had billable overage beyond the retainer scope, itemize it separately from the base retainer fee.
Payment terms
Consistent net terms each period, since this invoice repeats.
Template text
Copy this into your own document, or open it directly as a branded starting point in Hanko. Bracketed text like [Client Name] is a placeholder to fill in.
Invoice
Invoice #: [INV-2026-XX]
Issue date: [Date] | Due date: [Date]
Billing period: [Month Year]
From
[Your Agency/Consultant Name]
[Address]
[Email / Phone]
Bill to
[Client Company Name]
[Client Contact Name]
Retainer fee
Description Amount
Monthly retainer — [scope reference, e.g., $[amount]
'SEO retainer per Agreement dated [Date]']
Overage (if applicable)
Description Hours Rate Amount
[Additional work beyond retainer] [X] $[rate]/hr $[amount]
Totals
Retainer: $[amount]
Overage: $[amount]
Tax ([rate]%, if applicable): $[amount]
Total due: $[amount]
Payment terms
Due within [15] days of issue date. This invoice recurs monthly per the Retainer Agreement dated [Date].
Payment methods
Card, ACH, wire transfer [and stablecoin — USDC, if applicable]. A saved payment method can be used to pay this automatically each period.
How to customize it
- Keep the scope reference line consistent each month so the client always sees what the retainer covers
- Only add the overage section in months it applies — don't leave a $0 line by default
- If offering automatic payment via a saved method, say so clearly, since not every client wants to be auto-charged
- Number invoices sequentially by month/year for easy reference
Common mistakes
- No scope reference, so a routine retainer bill looks like an arbitrary recurring charge with no visible value
- Overage billed silently within the retainer total instead of itemized as its own line
- Inconsistent due dates or amounts month to month without explanation, which erodes trust in a recurring bill
- No reference to the governing retainer agreement, making the recurring charge harder to justify if questioned
Frequently asked questions
Should a retainer invoice be sent automatically each month?
Yes, if the retainer terms are stable — that's the point of setting it up as a recurring/scheduled invoice rather than rebuilding it manually every period.
How should overage be shown on a retainer invoice?
As a separate, clearly labeled line item apart from the base retainer fee, so the client can see exactly what pushed the total above the standard monthly amount.
What if the client wants to change the retainer amount mid-term?
Update the recurring invoice template going forward — past invoices shouldn't be retroactively changed, so any adjustment applies from the next billing period.
Other templates
Put this invoice on a recurring schedule
Set it up once in Hanko and let it generate, send and reconcile automatically every period.