There may be projects that your client pays for in advance, for work to be specified at a later date. If this type of retainer work is a must for your business, here's a great structure to use when scoping reoccurring work in the platform.

You'll essentially create two scopes - one templated scope within your scope library to copy your monthly services from and one project scope to create the real retainer for the client:

  1. Create an overall retainer scope template

  2. Create a new client project and scope

  3. Copy over your existing retainer scope template

  4. Adjust monthly retainer services

  5. Finalize scope details and share


1. Create an overall retainer scope template

To illustrate an example, let's scope an ongoing marketing retainer lasting 10 months. I'll start by creating my retainer template, including a few upfront strategy phases and a single phase that represents the ongoing services I'll provide - "Month 1."

Tips & Tricks:

  • Pull from existing Wethos templates, service, or create your own custom services to set up your retainer scope template.

  • Be specific with the quantities you're providing (or not providing) for these scopes. For example, "up to 20 captions" vs. "20 captions" are two different expectations you can set.

  • Add a service fee for any admin work that isn't covered by the other services.

2. Create a new client project and scope

Within the same client, create a brand new project. You'll be prompted to create a new scope by clicking "create scope" at the top right of the Scope page.

3. Copy over your existing retainer scope template

To create your retainer, filter the scope library and use keywords to search for your existing retainer template.

Click on the scope template and choose "copy all phases and services" to add the entire template to your library. If only a few things are relevant for this first retainer, only copy the phases that make sense.

4. Adjust monthly retainer services

Navigate to the phase you listed that corresponds to the monthly ongoing services, in this case, it's "Month 1." Rename that phase so it aligns with the actual month you'll be providing those services (February 2021). Add a start date if known.

To continue adding more months to this scope (remember our example scope is shooting for a 10-month retainer), let's copy over the phase "Month 1" from our scope template again and again until we have all months reflected in this scope. We'll also change the phase names and adjust the due dates to those phases.

5. Finalize scope details and share

Once you've finalized the retainer, you can add General Terms or contract language to your scope to ensure the client is clear about the ongoing charges:

Share your scope with the client for signature as a PDF or share with your teammates via a URL link.

Example Downloadable Scope PDF Summary Section:

These retainers you have built can be copied and re-used any time you need and are easily editable. Once you have your monthly services in place, you can always go back and add to your scope as the project grows, with the ability to re-download that scope for the client as many times as you may need.

*Product Hack content is subject to change as we build new features that render these workarounds obsolete! Keep an eye on what we're building via our public roadmap.


Still have questions? We're happy to help!

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