Real-Time Retainer Capacity Engine

Agency Retainer Tracking Software That Stops Unbilled Over-Servicing

Track client hour allocations in real time, set automated overage warnings before budgets blow out, enforce contract rollover rules, and connect monthly retainer sign-offs directly to Stripe recurring billing.

Start 14-Day Free Trial View Flat Pricing ($49/mo Flat)

Flat $49/mo for 5 seats · Unlimited free client accounts · No credit card required

Executive Definition & Operational Scope

What is agency retainer management software?

Agency retainer management software is a dedicated operational operating system that tracks recurring client retainer agreements, logs deliverable hours in real time, and prevents scope creep. Digital, creative, and consulting agencies lose an average of 15% to 22% of billable revenue to unrecorded client revisions and over-servicing. Stackon solves this margin leak by providing an automated hours ledger, contract-specific rollover rules, automated burn alerts at 75% and 90% capacity, and native Stripe subscription billing under your custom agency domain.

Core Capabilities

Engineered to Protect Your Agency Margins on Every Contract

No messy Google Sheets, no disconnected Harvest timers, and zero unbilled client requests.

Live Hours Burn Ledger

Every deliverable, creative review, and logged hour deducts automatically against active retainer allocations with real-time balance calculations.

Automated Overage Warnings

Trigger automated threshold alerts at 75% and 90% capacity, giving account managers time to issue paid change orders before over-servicing occurs.

Configurable Rollover Rules

Enforce custom contract policies: rollover hours with strict monthly caps, immediate month-end expiration, or rolling 60-day balances.

Stripe Recurring Sync

Connect retainer allowances directly to Stripe recurring subscriptions. Monthly retainer hours automatically reset when client invoices clear.

Client Portal Visibility

Clients view their retainer progress bar inside their white-label portal. Transparent visibility eliminates "where did my hours go?" disputes.

Deliverable Gatekeeping

Prevent team members from beginning out-of-scope tasks until the client formally approves an add-on quote or increases their monthly tier.

Competitive Architecture

Stackon vs Legacy Retainer & Time Tracking Software

Comparing cost, retainer automation, and client visibility across agency software.

Feature / Pricing Factor	Stackon Studio	Harvest	Productive.io	Toggl Track
Pricing Model	$49/mo flat (5 seats)	$10.80/user/mo	$28/user/mo	$18/user/mo
Annual Cost for 5 Users	$588/year	$648/year	$1,680/year	$1,080/year
Client-Facing Retainer Progress Bar	✓ Native white-label	✕ Internal only	Complex ERP view	✕ Internal only
Automated Rollover Hours Rules	✓ Automated with caps	✕ Manual monthly reset	✓ Supported	✕ Manual only
Visual Proofing & Deliverable Vault	✓ Included natively	✕ Time tracking only	✕ No visual diff proofing	✕ Time tracking only
Unlimited Free Client Accounts	✓ Included (Unlimited)	✕ No client portal	Restricted permissions	✕ No client portal

Workflow Methodology

How Retainer Contracts Flow Through Stackon

STAGE 01

Contract Setup

Define monthly retainer quota (e.g. 20 hours or 8 deliverables) and select rollover policy rules.

STAGE 02

Real-Time Burn

As designers and account managers complete deliverables, hours deduct automatically from the ledger.

STAGE 03

Capacity Alerts

Automated warnings fire at 75% and 90% allocation, alerting clients before scopes blow out.

STAGE 04

Overage Gate

Additional tasks trigger deposit quotes or bill at the agreed hourly overage rate with Stripe checkout.

STAGE 05

Monthly Renewal

Stripe charges the monthly subscription deposit, applies rollover credits, and resets the ledger.

FAQ

Frequently Asked Questions About Agency Retainers

Direct answers to common questions about retainer hours burn, rollover rules, and Stripe billing.

What is agency retainer management software?

Agency retainer management software is an operational platform that tracks prepaid monthly hours or deliverable quotas, records real-time team burn against active contracts, triggers automated alerts before budgets run out, and automates monthly rollover or reset policies tied to Stripe billing.

How does Stackon track retainer hours burn in real time?

As agency team members deliver work and complete tasks or deliverables, hours are logged directly against the client active retainer contract. The client portal dashboard and agency manager views update in real time without manual spreadsheet reconciliation.

Can Stackon warn account managers and clients before a retainer maxes out?

Yes. Stackon includes automated threshold alerts (e.g. at 75%, 90%, and 100% capacity). Both internal teams and clients receive automated notifications so out-of-scope work is approved or billed before unpaid work occurs.

How do retainer rollover rules work between billing cycles?

Agencies can configure contract-specific rollover policies. You can choose whether unused retainer hours expire at month-end, roll over 100% into the next month, or roll over with custom hour caps (e.g. max 10 rollover hours).

Does retainer tracking connect directly to Stripe recurring payments?

Yes. Retainers sync with Stripe recurring subscription invoices and payment deposits at 0% platform transaction fees, automatically resetting the client monthly hours allocation once the monthly invoice is successfully processed.

Can clients see their remaining retainer balance inside their white-label portal?

Yes. Clients log into their custom domain portal via passwordless magic links and see a transparent monthly progress bar showing allocated hours, used hours, pending deliverables, and rollover credits.

How does Stackon handle out-of-scope requests when retainer hours are depleted?

When an active retainer reaches 100% capacity, Stackon alerts the team and client. Account managers can toggle out-of-scope requests to generate deposit invoices or bill at an agreed-upon hourly overage rate with 1 click.

Why is Stackon better than using Harvest or spreadsheets for agency retainers?

Spreadsheets disconnect client deliverables from timesheets, while tools like Harvest charge per user without providing client-facing portal visibility. Stackon unifies the client review room, deliverable vault, and retainer ledger for a flat $49/month for 5 seats.

Protect Your Agency Profit Margins on Every Monthly Retainer

Give your clients transparent retainer visibility inside a white-label portal for a flat $49/month. Stop unbilled overages, enforce contract caps, and automate rollover hours.

Start 14-Day Free Trial Explore Studio ($49/mo) & Agency ($79/mo)

No credit card required · Unlimited free client accounts · Cancel anytime