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NT-021 / Decision pack

Retainer utilisation review

Compare reserved retainer time with recorded delivery.

Compare actual delivery hours with the agreed reserved hours and fee for the same period. Do not treat unused time as refundable without the actual agreement.

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Editable .xlsxPDF guideNo macros

Start with the decision

How much reserved time was used, and what does that imply for renewal?

Freelancers reviewing a completed retainer period.

From input to next step.

  1. 01

    Use the contract period

    Enter the reserved hours and fee for one consistent retainer period. Separate out-of-scope work.

  2. 02

    Record actual hours

    Use a reconciled work log rather than a percentage estimate. Keep time quality and client outcomes outside the ratio.

  3. 03

    Review the arrangement

    Discuss persistent overuse or underuse with the client. Record any agreed future change separately from historical results.

A look inside

The example, in plain sight.

Fictional values from the workbook. Amounts are illustrative currency units, not a market rate or a customer result.

Retainer period
Period A
Reserved hours
20
Delivery hours
15
Period fee
1,200.00
Utilisation
75.0%
Unused hours
5
Fee per delivered hour
80.00

Before you use the result.

  • Zero reserved hours leaves the utilisation rate unavailable.
  • A high utilisation ratio is not proof of value.
  • Refund or rollover terms come from the agreement.

A historical retainer review, not an automatic billing or refund calculation.

A few useful answers.

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What will I receive?

Each product includes a PDF guide, an editable Excel workbook, a fictional worked example, a blank worksheet with 50 prepared rows and a decision log. Working kits also include an implementation plan and an adaptable message. The exact file list is on each product page.

What software do I need?

A PDF reader and spreadsheet software that supports standard .xlsx formulas. The workbooks contain no macros or external data connections. Formula results depend on your inputs and your spreadsheet software recalculating them. No paid AI account is required.

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