The Spreadsheets Are Leaking Revenue.
If you run a creative agency or consulting firm, you know the monthly dance. It’s the end of the billing cycle. You are digging through time logs, trying to remember if that “quick fix” on Tuesday was 15 minutes or an hour. You are manually calculating rollover hours in a spreadsheet that hasn’t been updated in three weeks. And worst of all, you are realizing that you over-serviced a client by 20%—again—and it’s too late to bill for it.
We built RetainerOps because we lived that reality. And we decided it was time to refine it.
Today, we are proud to announce the public launch of RetainerOps, a specialized SaaS platform designed to transform the complexity of tracking billable hours into an intuitive, real-time command center.
What is RetainerOps?
RetainerOps is not just a time tracker. It is a Revenue Velocity Engine.
Designed specifically for multi-tenant agency environments, RetainerOps moves beyond simple “clocking in.” It monitors the health, speed, and profitability of your client relationships in real-time. Whether you are a solo consultant managing 10 clients or a scaling agency managing 50+, RetainerOps ensures you never lose another billable hour to the void.
The Core Features: Retainer Management, Refined.
We didn’t just digitize your spreadsheet; we engineered a better workflow. Here is what makes RetainerOps the new standard for modern agencies:
1. The Velocity Engine & Real-Time Burn Rates
Stop waiting until the 30th to see if you are over budget. Our Velocity Engine calculates your hour consumption rate instantly.
- Visual Burn: See exactly how fast a retainer is being depleted.
- Projected Depletion Dates: Know precisely when a client will run out of hours based on current pacing.
- Critical Alerts: Get automated notifications when a retainer hits the “danger zone”.
2. The Smart Rollover Vault
Rollovers are usually a mess of manual math. RetainerOps automates the entire process with a sophisticated FIFO (First-In-First-Out) Banking System.
- Automated Wizard: At month-end, the Rollover Wizard processes unused hours instantly.
- Capped Banking: Set configurable caps (e.g., maximize banking at 50% of the contract) to prevent liabilities from stacking up forever.
- Expiry Logic: Differentiate between “fresh” hours and “banked” hours automatically.
3. The Client Pulse Matrix
A green spreadsheet cell doesn’t mean a happy client. Our Pulse Matrix combines hard data with human sentiment. Every time your team logs hours, they can tag the sentiment of the session (Happy, Neutral, Frustrated).
- At-Risk Detection: The system aggregates these logs to flag clients who might be nearing churn—before they send the cancellation email.
- Relationship Health: Visual pulse animations show you instantly which accounts need love and which are “Raving Fans”.
4. Rush Mode: Monetize the Chaos
Urgent requests shouldn’t just be stressful; they should be profitable. With Rush Mode, you can toggle a specific session as “Urgent”.
- Instant Multipliers: Automatically applies a billing multiplier (e.g., 1.5x) to the hours burned.
- Visual Indicators: The interface glows to let the team know they are in high-priority mode.
5. The White-Label Client Portal
Stop sending PDFs. Give your clients a professional, read-only login where they can see their retainer status, usage history, and remaining balance.
- Your Brand, Not Ours: With our Growth and Premium tiers, you can replace the RetainerOps logo with your agency’s branding, creating a seamless experience.
Built for Scale. Secured for Enterprise.
RetainerOps is built on a secure, multi-tenant architecture using PostgreSQL and Clerk authentication. Whether you are on the Standard Tier ($24.99/mo) for essential tooling or the Premium Tier ($99.99/mo) for unlimited scale and dedicated support, your data is isolated, encrypted, and backed up automatically.
Ready to Refine Your Agency?
The days of “guessing” your profitability are over. Join the agencies that are reclaiming control of their time and revenue.