Retainers

Retainers are advance payments collected from clients before work begins. They help secure commitment, improve cash flow, and ensure funds are available for project expenses. Each retainer can be created, sent for payment, recorded, and later applied to invoices as work progresses.

Tip: Retainers are typically tied to a project rather than a specific invoice — unlike deposits, which are linked to individual documents.

Creating a Retainer (Request for Payment)

1

Create a new retainer

Go to Projects → Select a Project → Retainers, then click New Retainer.

2

Fill in details

Provide:

  • Name (a name for this retainer)

  • Description (detailer information about what this retainer includes)

  • Amount Requested

  • Date Created

3

Save

Click Save. A retainer document is generated that you can send to the client just like an invoice.

Tip: Retainers can also be created from the Financials → Retainers section for an overview of all client retainers.

Sending the Retainer to the Client

1

Open the retainer

Open the retainer you created.

2

Send to client

Click Send Email.

3

Review and send

Review the email message and recipient information, then click Send Email. The client receives an email with a secure link to review and pay the retainer online.

Tip: Sending retainers through Blueprint Studio allows you to track when the client opens the email or completes payment.

Printing the Retainer

1

Open the retainer

Open the retainer you want to print or download.

2

Download PDF

Click Download PDF.

3

Choose layout and print

Choose layout options (with or without company logo, notes, etc.). The retainer will open in a new tab — ready for printing or saving.

Tip: The PDF version includes your company logo and contact info from Settings → Company Profile.

Recording a Payment (Manual or Online)

When a retainer payment is received, you can record it manually or automatically through online payments.

1

Option — Manual Payment

  • Open the Retainer.

  • Click Record Payment.

  • Enter:

    • Payment Method (Check, Bank Transfer, Cash, etc.)

    • Amount Received

    • Payment Date

    • Reference # (optional)

  • Click Save.

2

Option — Online Payment

If online payments are enabled, clients can pay retainers directly from the payment link in their email:

  • The client clicks Pay Now from their retainer email.

  • They complete payment via credit card or ACH.

  • Once payment is processed, the retainer status updates to Paid automatically.

Tip: You’ll receive a confirmation when the client pays online, and the transaction will appear in the Project Ledger automatically.

Applying the Retainer to Invoices

1

Open the invoice

Open the Invoice you want to apply funds to.

2

Apply credit/retainer

Click Apply Credit / Retainer and select the available retainer(s).

3

Enter amount and apply

Enter the amount to apply and click Apply. The invoice balance will be reduced and the transaction recorded in both the invoice and retainer history.

Tip: You can apply retainers across multiple invoices until the balance is fully used.

Tracking Retainer Balances

To view retainer balances across projects:

1

Navigate to retainer overview

Go to Lists → Retainers or Select the Retainers tab from the Project Home Page

2

Review columns

Review:

  • Client / Project

  • Total Amount

  • Applied Amount

  • Remaining Balance

  • Status (Requested, Paid, Applied)

Reporting on Retainers

You can generate reports under Reports → Financials → Retainer Summary to view totals and applied amounts per client or project.

Tip: Retainers are treated as liabilities in accounting until applied to invoices — they become revenue only when earned.

Best Practices

  • Collect retainers at project kickoff to ensure upfront funding.

  • Send retainer requests using the built-in email feature to allow online payments.

  • Record all payments promptly to maintain accurate balances.

  • Apply retainers regularly to offset client invoices.

  • Refund or close out unused retainers at project completion.

Next Steps

After retainers, the next step is learning how to collect Deposits for specific proposals or invoices.

Next → Deposits

PreviousSettings & PreferencesNextDeposits

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