Set up a retainer with included hours

Bookkeeping, payroll and monthly tax work are usually sold as a retainer: the same fee each month, covering a number of hours. Kila invoices the fee to the client’s account every month and counts the hours logged against what the fee includes. Hours beyond it are billed at the team’s rates.

Steps

1. Open a project billed by monthly retainer

   Tap New engagement (New project in most firms), name it and choose the client. Under Billed by, choose Monthly retainer.

2. Enter the hours it includes, then save

   Type the Hours a month the retainer includes: “Time beyond them is billed at the team’s rates.” Tap Save.

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   Steps 1 and 2 on one form.

   

3. Tap Start the retainer

   The project’s Retainer card says “6 hours a month included; time beyond them is billed at the team’s rates.” and “Not started. Starting it invoices the first month to the client’s account.” Tap Start the retainer.

4. Choose the package or the fee, then start it

   “The first month is invoiced now to the client’s account; then on day 1 of each month.” Choose one of your firm’s Retainer packages, such as SME retainer Bronze (6 hours a month) · KES 25,000 a month, or A new one for this client with its Monthly fee. Tap Start and invoice.

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5. Read the result

   Kila invoices the first month:

   Kila shows:

   Done

   Retainer started: S-… for KES 25,000.00 is on Kasuku Media Ltd’s account. It bills next on 1 Nov 2026.

   The card now shows the Monthly fee, the Next bill and the Months billed. “Monthly retainer bills go to the client’s account and statement; they are not listed as invoices here.”

Watch the hours

The Retainers tab of Practice › Engagements lists every retainer with its monthly fee, its next bill and the Hours this month against what it includes, such as 0 of 6. Hours over what is included show in amber. “A retainer invoices its first month when it starts, then on day 1 of each month, to the client’s account. Time beyond the hours it includes is billed from Unbilled.”

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Time on a retainer shows under Unbilled at KES 0, “covered by the retainer”; only the hours beyond it have a value to bill.

What if

The client stops the retainer

On the project’s Retainer card, tap Stop. Kila asks Stop the retainer?: “It will not bill again. The month already billed stays.” Tap Stop. Kila says the retainer “will not bill again”.

Needs a manager

The owner sets the day retainers bill on, and when the lead is told a retainer’s hours are running out, under Settings: Retainers bill on day and Tell the lead when a retainer’s hours reach (%). The Retainers tab also has Bill retainers due now.

Related

• Record your time: hours on a retainer count against what it includes.
• Invoice unbilled time and expenses: billing the hours beyond it.
• Bookkeeping and payroll accountant: who logs the hours on retainers.

Next: see how busy the team is: Check your team’s utilisation.