Managing multiple services for a single client can quickly become complex for Chartered Accountants and accounting firms. From GST filings and TDS returns to accounting and tax audits, handling billing separately for each service wastes time and increases errors.
That’s where the Retainer feature in Practive comes in.
Practive’s Retainer module helps CA firms bundle multiple services under one agreement and manage structured billing effortlessly.
Watch the video below to understand what the Retainer feature is and how to create and use it in Practive.
What is a Retainer in Practive?
A Retainer is a service package offered to a client for a fixed amount over a defined period (monthly, quarterly, yearly, or custom duration).
Instead of raising separate invoices for each service, you can:
- Combine multiple services into one agreement
- Define total contract value
- Split billing automatically
- Track tasks and invoices in one place
This makes client management more professional and organized.
Why CA Firms Need Retainer Management Software
Most CA firms provide recurring compliance and advisory services such as:
- GSTR-1 & GSTR-3B Filing
- Accounting & Bookkeeping
- TDS Returns
- Tax Audit
- Income Tax Filing
Without a structured retainer system, firms often face:
- Missed invoices
- Manual billing errors
- Difficulty tracking outstanding payments
- Poor visibility of client profitability
Practive solves this with a smart, automated Retainer system.
Key Features of Practive Retainer Module
1. Bundle Multiple Services Under One Agreement
Create a single retainer and attach multiple services like GST, Accounting, Audit, and Tax Filing.
This ensures clarity for both your team and your client.
2. Flexible Billing Frequency
You can divide the total retainer amount into:
- Monthly
- Quarterly
- Half-Yearly
- Yearly
- One-Time
- Non-Billable
You simply define the frequency (1 = Monthly, 3 = Quarterly, etc.), and the system handles the rest.
3. Automatic Invoice Generation
Enable “Create Invoice Automatically” and invoices will be generated as per your billing settings.
No manual entry required.
No missed invoices.
No dependency on memory.
4. Prepaid & Postpaid Billing Mode
Choose your preferred billing method:
- Prepaid – Invoice generated before service period
- Postpaid – Invoice generated after service period
This gives flexibility based on your firm’s billing policy.
5. Auto-Renewal Option
Enable Renew Automatically to continue the retainer after expiry.
Perfect for annual compliance clients.
6. Complete Tracking Dashboard
From the Retainer dashboard, you can track:
- Assigned services
- Task status
- Invoice history
- Paid amount
- Outstanding amount
Everything is visible in one place — improving financial control.
7. Retainer Templates (Time-Saving Feature)
Create predefined Retainer Templates with services and billing settings.
When creating a new retainer, simply select a template and all details will auto-fill.
This ensures:
- Faster onboarding
- Standardized service packages
- Reduced setup errors
Benefits of Using Retainer in Practive
1. Professional Client Agreements
Present structured service packages instead of informal task-based billing.
2. Predictable Revenue
Know your monthly or yearly expected income from each client.
3. Reduced Billing Errors
Automation eliminates manual mistakes.
4. Better Cash Flow Management
Track outstanding and paid amounts in real time.
5. Improved Team Accountability
Each service under the retainer is assigned and tracked.
6. Higher Client Retention
Structured long-term agreements build trust and stability.
Example Use Case
Suppose you onboard a client for FY 2025–26 with:
- GST Compliance
- Accounting
- TDS
- Tax Audit
- Income Tax Filing
Total Package Value: ₹1,80,000
Billing Frequency: Monthly
Practive will automatically generate invoices of ₹15,000 per month — without any manual calculation.
Meanwhile, you can monitor tasks and payments from a single dashboard.
Why Practive Retainer is Ideal for CA Firms
Unlike generic billing software, Practive is designed specifically for Chartered Accountants and accounting firms.
It connects:
- Tasks
- Clients
- Billing
- Invoices
- Payment tracking
All within one unified system.
Conclusion
If your CA firm handles multiple recurring services per client, manual billing is no longer sustainable.
Practive’s Retainer Management System helps you:
✔ Bundle services
✔ Automate billing
✔ Track payments
✔ Improve cash flow
✔ Standardize client packages
Start managing client retainers professionally and scale your practice with confidence.
