A retainer invoice is a pre-payment for any scheduled work that is to be completed in the future. The retainer is commonly made part of another agreement, such as a work order, engagement letter, or any contract outlining services or goods to be delivered at a later time. A retainer is a pledge of consideration by the client for specific services and, if canceled, are usually non-refundable. Unlike other payment requests, a retainer is due immediately upon receiving the payment request.
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
Step 1 – Download The Retainer Invoice From this Page
The invoice necessary to formally request a retainer payment is downloadable as a “PDF” or a “Word” file. You may find either option through the preview’s buttons or the text links attached to the bold word “Download.”
Step 2 – Produce A Record Of the Retainer Payee
This paperwork must introduce itself with the full “Company Name” of the Attorney, Accountant, or Retainer Payee. Type in the Retainer Payee’s legal Business or Professional name in the first text box of this page. 
The Retained Professional’s official address is the next requested part of this entity’s identity. This must include the “Name” of an Employee or the Retained Professional who may handle inquiries or even receive the retaining payment. Place this Party’s full “Name” on the first blank line following the textbox. The mailing address will be expected as a three-line presentation. The “Street Address,” “City, State, Country,” and “Zip Code” lines will accept the Retained Professional’s mailing address. Find these lines at the top of the page, then fill them in to satisfy this area. The next two items are meant to provide additional contact options to the Payer of this retainer. The labels “Phone” and “E-Mail” indicate where and which of the Retained Professional’s contact information must be submitted for display.
Step 3 – Document The Retainer Payment’s Invoice Number
The Professional issuing this document will likely have a bookkeeping procedure in place to keep an eye on retainer payments. Use this system to determine this paperwork’s invoice number, then record it on the blank line corresponding to the “Invoice #” label. You will find this item in the horizontal divider below the heading. 
The line attached to “Date” in this horizontal bar will need a production of the first calendar day the Retained Professional makes a formal request for the retainer payment.
Step 4 – Submit A Report Identifying The Client Paying The Retainer
The Client responsible for submitting the retainer should be named on the first line in the “Bill To” section. 
The “Street Address” label, below the Retaining Client’s identity, refers to the Client’s building number, street name, and suite number. Furnish this information as it is requested. Satisfy the “City, State, Country” line with that from the Retaining Client’s mailing address. The last line in the “Bill To” section asks for the Retaining Client’s “ZIP Code.” Once you’ve satisfied this line, you may proceed to discuss the retained services in the next section.
Step 5 – Summarize The Reason Behind This Payment
The invoice’s body will allow us to address the retainer. In the table here, a record of the retained services and the money that is owed for it will need to be plainly stated. The first box here, “Description,” serves as a presentation area for the retained services. Naturally, an agreement will be involved with this payment thus, it is strongly recommended that you cite it by title and signature date. In the example below, the Retained Professional will be prepared to provide fifteen hours of his or her services (according to the contract named) in exchange for the dollar amounts we will name in the next sections, 
Step 6 – Name The Retainer Dollar Amount
The second piece of information this table is intent on displaying is the first box in the column titled “Amount.” This box will seek out the exact retainer “Amount” the Professional expects to be paid. You must now add all the retainer amounts to a single sum. “Subtotal” is the next box down in the “Amount” column and anticipates this sum Do not include any taxes to the retainer “Subtotal.” Typically, most retainers will not involve taxes. This will depend on the type of service and where the Retained Professional operates. The majority of States will impose a tax on any physical item that is sold or produced as part of a service. You must be aware of all taxes that apply to this retainer and implement them as required. Now, the “Total” retainer payment is expected. Add “Subtotal” and “Tax” to determine this entry’s value then present it as the full retainer payment expected (including taxes)from the Client
Step 7 – Define The Retainer Deadline
If this paperwork is to function correctly, then you should inform the Retaining Client how many days following the receipt of this invoice can pass before the retainer is considered late. Oftentimes, the agreement causing this invoice will have determined and included this information in its contents. Thus, locate this period then report it as a matter of “Days” on the blank line set between the number sign (“#”) and the word “Days.”
Step 8 – Additional Documentation Can Be Attached Or Displayed At-Will
If any provisions or matters must be documented with this invoice, then you may use the blank lines set just after the label “Comments Or Special Instruction.” If more room is required to provide the necessary content to complete this invoice, then you may add more lines or attach documents devoted to presenting such information or instructions.
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Save The Retainer Invoice From This Page
Download the Retainer Invoice using the “Adobe PDF” link or the button (beneath the preview) labeled as “PDF.” Alternatively, you may work with this template in a “Word” format by selecting the properly labeled items.
Step 2 – Identify The Retained Professional Or Company
Open your spreadsheet then locate the generic image in the first field. Here, Cell A1 will accept the image file containing the Retained Professional’s logo or letterhead. Perform this task then continue to the next cell down. 
Cell A2 utilizes a larger font so its content will be especially noticeable. Input the Retained Professional’s “Company Name” or that of his or her Employer to this cell.
One last “Name” must be produced for this section. Report the Retained Professional’s “Name” in cell A3.
The final few cells composing the header aim to display the Retained Professional’s mailing address and other contact information. This information will need to be entered using several cells but will display seamlessly in the header. Cell A5 and A6 are set to receive the Professional’s mailing address where the retainer must be sent, or inquiries can be made. Replace the labels placed there (“Street Address” and “City, State, Country”) with this information. 
Cell A6 must display the postal code in the Retained Professional’s address. You must supply this item so the mailing address will be useable.
The Retained Professional’s “E-Mail” address is the next item needed for this invoice. Submit it to cell A7The “Phone” number where the Professional can be reached must be reported in cell A8.
Step 3 – Record The Retainer’s Filing Information With The Effective Date
The requested retainer will require that you produce an “Invoice #” for this document or a unique string of digits that can be used as a document I.D. This invoice number will need to be submitted to cell F4 for the Client’s use as well. Next, record the retainer invoice “Date” in cell H4.
Step 4 – Present The Retaining Client’s Identity
The Retaining Client is the party that has agreed to submit a predetermined payment to ensure the Professional’s services or productions are available when needed in the future. His or her “Name” will be needed in cell A11. 
Cells A12 and A13 are also available for your use in this section. Typically, you will want to attach the Client’s mailing address to this document both as a matter of protocol and as a means of further solidifying who will be held responsible for the expected retainer payment. Cell A14 enables the completion of this address by allowing the postal code to be presented directly below it once you supply it.
Step 5 – Describe The Retained Services
An accurate summarization of the retained services or productions is a necessary component. In cell A17, furnish the title and signature date of the retainer contract this invoice will satisfy along with a brief “Description” of the services the Retained Professional will provide when called upon by the Client. In this case, the attorney sending this invoice will provide fifteen hours of work to the Retaining Client in the manner defined by the agreement that is named (“General Legal Defense Retainer…”). 
Step 6 – Produce A Record Of The Retainer Amounts
Cell H17 has been placed as the first cell in the next column of this table. The “Amount” called for in this cell is that required by the Retained Professional to honor the agreement or obligations cited previously. If the Client requires an itemized report of multiple retainers, you may input them accordingly (making sure they correspond to contents in cell A17). An expected courtesy supplied by the majority of bills, invoices, and transaction receipts alike is a confirmation of the amount being charged excluding any taxes the local government imposes. Confirm the total “Amount” of the owed retainer by entering it in cell A18. Cell A19 is intent on displaying the full amount of taxes applying to the retainer. This will be the tax amount that the Retained Professional will be required by law to add to the “Subtotal.” Now, verify then add the numbers of the retainer “Subtotal” and “Tax” to a dollar sum. Once you’ve carried out this operation, make sure it is displayed in cell A20.
Step 7 – Issue The Appropriate Retainer Deadline
A21 will present its statement as a directive. Notice the language here will definitively state the maximum number of “Days” after the invoice “Date” when the Retaining Client must pay the “Total.” Inform the Client how many days he or she has to submit the retainer by entering the desired number in this cell. Use it to replace the pound sign. 
Step 8 -Deliver Additional Paperwork, Provisions, Or Instructions As Needed
Cell A22’s “Comments Or Special Instructions” grants the space needed to include retainer comments or instructions. If desired, additional documents may be attached.
