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- A retainer is a fixed monthly fee that reserves a set number of your hours for one client.
- The fee is usually your hourly rate times the included hours, with a small discount for the commitment.
- Admin time and tool costs lower your effective rate, so count them when you set the price.
- Hours beyond the included amount should be billed at a stated overage rate.
How to use the freelance retainer calculator
Set hours and rate
Enter the hours included each month and your standard hourly rate.
Choose the discount
Enter any retainer discount you offer for the monthly commitment.
Add admin time and length
Enter the unbilled admin hours you expect each month and the contract length in months.
Review the price
Read the monthly fee, your effective rate, the overage rate and the total contract value.
How the retainer is calculated
The monthly fee starts from the value of the included hours at your standard rate. A discount reduces it, and the effective rate shows what you really earn once admin hours and costs are counted.
Retainer pricing
Monthly fee = included hours × standard rate × (1 − discount %)
Effective rate = (monthly fee − tool costs) ÷ (included hours + admin hours)
Overage rate = standard rate × overage multiplier
Contract value = monthly fee × months
The discount is a trade for predictable income, so keep it modest.
Worked examples
A 20-hour monthly retainer
You offer 20 hours per month at 75 per hour with a 10% discount and expect 2 unbilled admin hours. Extra hours are billed at 1.25 times your rate, and the contract runs 6 months.
- Standard value 1,500.00
- Discount at 10% 150.00
- Monthly fee 1,350.00
- Rate per included hour 67.50
- Effective rate 61.36
- Overage rate 93.75
- 6-month contract 8,100.00
The client saves 150 a month, and you get steady income, but your effective rate is below 75 because of admin time.
A 10-hour retainer with no discount
You offer 10 hours at 100 per hour with no discount and 1 admin hour per month, over 12 months.
- Monthly fee 1,000.00
- Effective rate 90.91
- Overage at 1.25× 125.00
- 12-month contract 12,000.00
With no discount, the only gap between your rate and your effective rate is the admin time.
Retainer prices by included hours
The table shows the monthly fee at 75 per hour with a 10% discount for different monthly hour allowances.
Monthly fee by hours
Standard rate 75 per hour, 10% retainer discount.
- 10 hours 675.00
- 20 hours 1,350.00
- 30 hours 2,025.00
- 40 hours 2,700.00
Larger allowances give the client a bigger total saving, which is why some freelancers increase the discount with the hours.
Where a retainer calculator helps
Predictable income
Turn project work into a steady monthly fee you can plan around.
Set a fair discount
See what the commitment discount costs you each month.
Count the hidden time
Admin hours and tool costs show your real earnings per hour.
Plan overage
Decide the rate for extra work before the client asks for it.
A retainer works best with a clear agreement on what the hours cover, whether unused hours roll over, how fast you respond and how extra work is approved. To check what a retainer pays after all your time, try the Effective Hourly Rate Calculator. For one-off work, use the Freelance Project Quote Calculator.
Freelance retainer calculator FAQ
What is a freelance retainer?
It is a recurring monthly fee that reserves a set amount of your time or a defined scope of work for one client.
How do I price a retainer?
Multiply the included hours by your standard rate, then apply a modest discount for the commitment. The calculator also shows your effective rate after admin time.
Should I give a retainer discount?
A small discount, often 0% to 15%, can be a fair trade for steady income. Avoid discounts so large that your effective rate falls too far.
What happens to unused hours?
That is a term you set. Some freelancers let hours expire each month, others allow a limited rollover. Write the rule in the agreement.
How should I bill extra hours?
Many freelancers bill them at the standard rate or a premium such as 1.25 times, and ask for approval before starting the extra work.
Is a retainer better than hourly billing?
It gives you predictable income and gives the client priority access. Hourly billing can suit uncertain workloads. Many freelancers use both.