How to Set Up a Monthly Retainer with a Client: A Freelancer's Guide to Secure Payments and Efficient Invoicing
Learn how to set up a monthly retainer with a client and avoid common pitfalls like late payments and inefficient invoicing with Becflow's B2B SaaS tool.
You've landed a new client, and they're interested in setting up a monthly retainer for your services. However, you've been burned before by clients who didn't pay on time or canceled at the last minute. You don't want to lose another opportunity due to poor payment habits. In this post, we'll show you how to set up a monthly retainer with a client and ensure you get paid on time and in full.
Why this keeps happening
Many freelancers struggle with setting up monthly retainers due to a lack of clear communication, inadequate payment terms, and inefficient invoicing processes. Without a clear contract in place, clients may feel uncertain about their obligations, leading to missed payments or cancellations. Furthermore, manually sending invoices and tracking payments can be time-consuming and prone to errors.
Real example
Meet Emily, a freelance writer who landed a monthly retainer with a new client. However, she failed to include a clear payment schedule in the contract, and the client missed two payments in a row. Emily had to spend hours chasing the client for payment and eventually lost the client due to the poor communication.
The habits that fix this permanently
These are the non-negotiables for getting paid reliably in your profession:
How to implement this step by step
Step 1: Define the Scope of Work
Clearly outline the scope of work, including the services to be provided, the frequency of deliveries, and the expected outcomes. This will help ensure both you and the client are on the same page and reduce the risk of misunderstandings. For example, if you're a freelance web developer, you may want to specify the number of hours per week you'll dedicate to the project, the technology stack you'll use, and the expected completion date. Make sure to include any specific requirements or deadlines in the contract.
Step 2: Establish Payment Terms
Determine the payment terms, including the frequency and amount of payments. You may want to consider setting up a recurring payment schedule through a payment gateway like Stripe or PayPal. This will automate the payment process and reduce the risk of missed payments. For example, if you're a freelance consultant, you may want to charge a monthly retainer of $1,000, with payments due on the 1st of each month. Make sure to include any late payment fees or penalties in the contract.
Step 3: Create a Retainer Agreement
Use a retainer agreement template to ensure all parties understand their obligations. The agreement should include the scope of work, payment terms, and any other relevant details. Make sure to have the client sign the agreement before commencing work. For example, if you're a freelance designer, you may want to include a clause that outlines the client's responsibility to provide feedback and approval within a certain timeframe.
Step 4: Set Up Automatic Payments
Use a payment gateway like Stripe or PayPal to set up automatic payments. This will automate the payment process and reduce the risk of missed payments. Make sure to test the payment process before commencing work. For example, if you're a freelance writer, you may want to set up a recurring payment schedule with a payment due date of the 1st of each month.
Step 5: Monitor and Adjust
Regularly review and adjust the retainer agreement as needed to ensure it remains mutually beneficial. Monitor the client's payments and adjust the payment schedule if necessary. Make sure to communicate regularly with the client to address any concerns or issues that may arise. For example, if you're a freelance consultant, you may want to adjust the payment schedule to reflect changes in the scope of work or client needs.
The Becflow solution
Becflow's B2B SaaS tool can help you set up a monthly retainer with a client and ensure you get paid on time and in full. With AI-powered contracts, payment links, and automatic reminders, you can streamline your invoicing and payment process, reducing the risk of missed payments and improving cash flow. Sign up for a free trial today and start growing your business with confidence.
Get paid faster, automatically
AI contracts, invoices with payment links, and automatic reminders. All in one place. Free for 7 days.
Start free trial