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Templates/Retainer Burn Tracker

Retainer Burn Tracker.

Know how much of each client retainer is used before the month runs out.

Live demo coming soonProfessional services · Projects
Demo screenshot coming soon

About this template

Logs hours against each client's monthly retainer and shows burn percentage, pace versus days elapsed, and the projected date the hours run out. Clients that are over-serviced or under-serviced surface immediately, so account leads can rebalance before month end. A simple entry form replaces the shared spreadsheet nobody updates.

The live demo ships with sample data: Eight retainer clients with monthly hour banks from 20 to 120 hours and three months of logged work entries, including two clients trending past 100 percent burn.

The prompt behind this template

This is the exact description the Prized agent built it from. Yours can be one sentence: the agent fills in the rest, and you refine from there.

Show the full prompt

Build a retainer burn tracker for Lantern Digital, a marketing agency in Austin, so account leads can rebalance hours before month end instead of apologizing after it. Layout. A slim header shows the agency totals for the current month: hours logged versus total bank (312 of 470), clients ahead of pace (3), and clients projected to blow past 100 percent (2). The main region is a grid of eight client cards, each a fuel gauge for one retainer: client name, monthly hour bank, hours used, burn percent on a bold progress meter, a pace readout comparing burn percent to percent of month elapsed, and either a projected run-out date or an on-track label. Selecting a card fills the panel beneath with that client's month: a line chart of cumulative hours against an even-pace reference line, a table of recent work entries (date, person, task, hours), and small badges showing the final burn percent for each of the two prior months. A Log Hours button on the panel opens a dialog capturing date, person, task description, and hours. Data. Seed eight retainer clients with hour banks of 20, 30, 40, 40, 60, 60, 100, and 120, a 10-person delivery team, and about 110 work entries across the two prior months plus the current month, treating the current month as roughly two-thirds elapsed. Plant the story: Bristlecone Outfitters has used 58 of 60 hours with a third of the month left and projects to run out within days, Nova Dental Group is burning at 140 percent of even pace, and Hargrove Insurance sits at 35 percent burn for the third straight month, clearly under-serviced while the other two run hot. Behavior. Burn percent, pace, and the run-out projection are computed from entries, projecting the current daily rate forward; users only log hours or adjust a client's bank in an edit dialog. Card colors: red when projected past 100 percent, amber when more than 10 points ahead of even pace, green within 10 points of even pace, and a neutral cool tone when more than 10 points under pace; red wins over amber. Cards order by risk, worst first. Everything must render complete from the seeded entries alone. Style. Use a royal purple accent for the meters, the pace lines, and primary actions, on a clean light base so the cards read like a row of gauges.

Works with your data

The demo runs on sample data. Once it is in your workspace, connect the real thing:

  • Google Sheets
  • Slack

How templates work

  1. 1. Open the live demo. It is a real tool, not a mockup.
  2. 2. Use this template to get your own editable copy.
  3. 3. Prompt changes in plain language until it fits.
  4. 4. Connect your data and share it with the team.

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