Retainer Pricing Calculator
Turn hours and a rate into a monthly retainer the client can say yes to — and you can live with.
Retainers are the steadiest income a freelancer or agency can have, but only when the price is set on purpose. This retainer pricing calculator starts from the monthly hours you will actually reserve for the client and your hourly rate, which together give the undiscounted monthly fee. Because retainers promise ongoing work, a modest discount is common — but the discount has to be earned by commitment, not given away for asking. The calculator applies the discount you choose, shows the discounted monthly fee, and multiplies it out to an annual figure so both sides can see what the year is worth. Compare that annual number with the one-off project income the same hours would earn: if the retainer pays much less, either raise the rate, shrink the hours, or shorten the commitment. A retainer that quietly underpays you every month is worse than no retainer at all. All calculations run in your browser and nothing is stored.
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How to use the result
- Write the discounted monthly fee into the agreement, with the hours it covers and what happens to unused hours.
- Use the effective hourly rate as a sanity check: if the discount pushes it below your floor, the retainer is too cheap.
- Re-price at renewal: if the work consistently takes more hours than agreed, the next retainer should reflect that.
Frequently asked questions
How big should the retainer discount be?
Typically 0–15%. The discount buys commitment and predictable income, not unlimited availability. Tie it to a minimum term so the client earns it.
Do unused hours roll over?
Decide up front and write it down. Common options: use-it-or-lose-it monthly, one-month rollover, or hours banked up to a cap. Silence on this point causes most retainer arguments.
What if the client needs more hours?
Bill overage at the undiscounted hourly rate, or agree a top-up block in advance. Overages at the discounted rate quietly erase the point of the retainer.