How do I track hours used against a retainer?

Record the retained hours on the client and note hours used each period beside them, so you can review when a client has gone over their block and needs an overflow invoice.

How do I bill ad-hoc hours on top of a retainer?

Record a separate hourly invoice for the overflow, tied to the same client and billing period, with the timesheet attached so the extra hours are clear.

Does Cash Workspace pull hours from my timesheet automatically?

No. You enter hours and amounts yourself; Cash Workspace records them and lets you attach the exported timesheet, but it does not read or extract data from the file.

Cash Workspace

Use the Freelancer template

Templates · VA invoicing

An invoice tracker template for virtual assistants

Most VAs juggle a few retainer clients and some ad-hoc hours at once, and it's easy to lose track of how many retained hours a client has actually used — or to forget to bill the overflow. When retainers and hourly work share one list, you can see each client's billing period and what's still owed. Cash Workspace gives you one place to record retainer and hourly invoices, the hours behind them, and the agreement that sets the terms.

Start a free workspace Retainer payment tracker

The problem

Why VA billing gets fuzzy

A retainer covers a set block of hours, but real work spills over and varies month to month. Without one place to record hours used versus retained, you either over-deliver for free or bill the wrong amount.

You can't tell how many of a client's retained hours are already used this month.
Ad-hoc hours beyond the retainer go un-invoiced.
Billing periods overlap across clients and get mixed up.
A retainer invoice for the new month is forgotten until mid-month.
The signed agreement and the timesheet for a period aren't kept together.

The workflow

Track retainers and hourly work together

Create a record per client, then record each billing period's retainer and any ad-hoc hours with status.

1
Set up each client
Create a client record noting the retained hours per month and the rate, with the signed agreement attached.
2
Record the retainer invoice
At the start of each billing period, record the retainer invoice with its amount and the period it covers.
3
Note hours used
Log hours used against retained so you can see when a client is over their block.
4
Bill ad-hoc overflow
Record an hourly invoice for any hours beyond the retainer, attaching the timesheet for the period.
5
Update status
Mark each invoice sent or paid so each client's billing period is clear.
6
Reconcile monthly
At month-end, review each client to confirm retainer and overflow are both billed.

Record structure

What to record for each invoice

These fields keep retainer and hourly work from blurring together.

Client: Who the work is for, kept as a consistent client record.
Billing period: The month or cycle the invoice covers.
Retained hours: The block of hours the retainer includes.
Hours used: Actual hours worked in the period, noted against retained.
Invoice type: Retainer block or ad-hoc hourly overflow.
Rate: Retainer fee or hourly rate, so amounts are traceable.
Amount: The invoice total for the period.
Status: Draft, sent, paid, or overdue.

Example setup

An example client folder setup

One way to organize a roster of VA clients inside your workspace.

Retainer clients

One record per client with monthly retainer invoices, retained vs. used hours, and the agreement.

Ad-hoc & overflow

Hourly invoices for work beyond the retainer, tied to the client and billing period.

Timesheets

Exported timesheets attached per client per period to back each invoice.

Signed agreements

Each client's signed agreement attached to the client record.

Common mistakes

Mistakes to avoid

Not tracking hours used, so you over-deliver beyond the retainer for free.
Forgetting to bill ad-hoc hours that ran past the retained block.
Sending the new month's retainer invoice late or not at all.
Letting billing periods overlap across clients without a clear record.
Keeping timesheets and the signed agreement in separate places.

How it helps

How Cash Workspace helps

Retainer and hourly in one list

Record both retainer blocks and ad-hoc invoices per client so every billing period is accounted for.

Hours noted side by side

Note hours used against retained so you can review when a client is over their block.

Timesheets attached

Attach the timesheet for each period to the client so invoices have backup.

Retainer payment tracker

Track monthly retainer payments across clients.

Recurring invoice checklist

A routine for issuing recurring invoices on time.

Workspace for consultants

How consultants organize retainer and project finances.

Client-tracking alternative

Organize clients without a fragile spreadsheet.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

VA invoice tracking FAQ

How do I track hours used against a retainer?: Record the retained hours on the client and note hours used each period beside them, so you can review when a client has gone over their block and needs an overflow invoice.
How do I bill ad-hoc hours on top of a retainer?: Record a separate hourly invoice for the overflow, tied to the same client and billing period, with the timesheet attached so the extra hours are clear.
Does Cash Workspace pull hours from my timesheet automatically?: No. You enter hours and amounts yourself; Cash Workspace records them and lets you attach the exported timesheet, but it does not read or extract data from the file.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep retainer and hourly billing in one place

Start a free workspace and record each client's retainer block, hours used, and ad-hoc overflow so every billing period is fully billed.