---
title: "Retainer Tracking"
canonical: "https://support.functionfox.com/space/GS/39323225/Retainer%20Tracking"
format: markdown
---
![Retainers.mp4](media://eda89303-2ef5-4aab-8f0f-6efcc85a1d73)

## Retainer Tracking

The Retainers tool allows you to apply a monthly budget of either hours or fees to one or more projects belonging to a selected client, over a set duration. As time is tracked on projects that are part of the Retainer, you will see that time accrue against the set monthly amount. 

#### To Set Up a Retainer

1. Go to **Projects > Retainers **in the left menu.
2. Select the **Client** that the Retainer belongs to from the Client drop-down menu.
3. Enter in a **Name** for the Retainer.
4. Enter in the **Start Date** of the Retainer (we recommend starting a Retainer on the first of the month, if possible, for easier reporting).
5. Enter the **Duration **(max 24 months) of the Retainer.
6. Enter in the amount per month for the Retainer and select if it is **fees** or **hours** based.
7. If your Retainer is fee based, you can also choose ‘Include Expenses’ to include actual [expense](https://support.functionfox.com/space/GS/39323274/Expenses) cost amounts against your monthly retainer amount.
8. Select the** Projects** to be included in the Retainer (to have all projects for the selected client included in the retainer, select All Projects).
9. Select the **Retainer Manager**. This person can choose to receive notifications when the Retainer has reached selected percentages of the monthly amount. If you would like other users to also receive notifications for this Retainer, select their names from the Retainer Notifications drop-down menu.
10. Enter in any **Notes** specific to this Retainer (optional).
11. Click **Save New**.

![Picture34.png](media://b12faef0-ac40-42ee-8c27-0cca0e467dd1)

![image-20260604-193412.png](media://521eeb59-19c3-415b-b886-75857d2d3080)

Retainer data can be tracked using the **CEO Desktop > Retainers** page or the **Retainer Report**. 

**Note: **Once a Retainer has been set up for a client, you can add a new Project to the Retainer when adding the Project on the Projects > Manage page. 

> ℹ️ ![image-20240603-200447.png](media://1b2db8f4-3c5a-43c0-b4d3-185cbd4eea1d)
> ℹ️ 
> ℹ️ **FOX TIP:** Have a Retainer that has a higher budget for a month or two? You can adjust/customize indiv**i**dual monthly amounts for a Retainer by clicking on the Months icon beside the retainer.

#### Archiving a Retainer 

Once a Retainer has reached the end of its duration, it is no longer considered active. Inactive Retainers can be archived as needed. 

#### Retainer Notifications

To set Retainer notifications, navigate to **Settings & Preferences > Account Preferences > Alerts**. In the Retainer Alert drop-down menu, choose as many percentages as you want. The Retainer Manager will receive a notification when the actual monthly hours/fees have reached a selected Retainer percentage, as long as they <u>also</u> have the ‘A retainer that I'm manager of has reached a specified %' notifications activated under My Preferences > Notifications > Project Notifications.


> ℹ️ **Want to track project expenses, or other costs not accrued through time tracking? We’ve got you covered with our ****[Expenses](https://functionfox.atlassian.net/wiki/spaces/GS/pages/39323274)**** tool. **