Monthly Retainer Planner / Notion import + kit
Translate recurring work into a visible monthly capacity plan and useful client review.
Made for freelancers delivering recurring services.
Price and availability
Catalog price: $19 USD
One-time purchase · No subscription
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The task
An agreed monthly priority plan with visible capacity and tradeoffs.
Mark missing information so you can check it before using your work.
Read the first worksheet below to see whether its questions help with your task.
Included files
Each document has instructions, questions, and space for your answers. The final document includes a common mistake to check for before using your work.
The worked case contains five completed documents, one for each worksheet. Follow the evidence, decisions, and corrections across the same fictional project. The case is included in the workbook, reading edition, Markdown example, and optional Notion import.
Reconcile accepted scope, task and coordination effort, reserve and unassigned capacity; retain approved tradeoffs and blocked work, and keep unused-time terms and future-month approval separate from arithmetic.
Before you finish
A retainer is treated as unlimited availability.
Reserve recurring work first and explicitly trade off new requests against capacity.
Use the final worksheet to record what needs fixing and what you still need to check.
Free worksheet
{{project}} / month [ ] / provider {{business}} / priority owner {{contact}}
Purpose: make each requested output schedulable before treating it as included or accepted. Read the actual retainer agreement first: included services, capacity unit, coordination/review treatment, availability, extra work, unused capacity, and approval authority [ ]. Unknown terms need resolution; this kit cannot decide them for you. Request ID [ ]; received/source [ ]; buyer task and reason [ ]; exact output/quantity [ ]; acceptance check [ ]; requested deadline and external reason [ ]; approver [ ]. Separate a requested date from an accepted date. “Update graphics” needs the number, format, supplied content, and review boundary. Input readiness: approved copy/data [ ]; source files and rights/status [ ]; required access through approved invitations [ ]; dimensions/receiving requirements [ ]; dependencies/owner/date [ ]. Do not copy passwords, customer records, or unnecessary confidential material into the shared plan. Estimate: production [ ]; included review [ ]; task coordination already counted elsewhere [ ]; total [ ]; source and uncertainty [ ]. Count each hour once. If the budget is money, points, or outputs rather than hours, use the agreement’s actual unit and do not invent a conversion. Request register
| ID | output and acceptance | ready/blocked and reason | estimated effort | requested date | accepted plan/state |
|---|---|---|---|---|---|
| [ID] | [bounded output] | [input/owner] | [unit and range] | [date] | [scheduled/backlog/declined/waiting] |
Choose a state: ready for priority decision; blocked on input; needs separate scope; accepted into the plan; backlog not committed; declined with reason. A client sending a request does not automatically create included work or new availability. Clarification draft: “I have recorded [ID/output]. To schedule it we need [minimum input] from [owner] by [date]. Its current estimate is [effort and uncertainty]. The requested date is [date]; I will confirm a delivery window after inputs and priorities are agreed.” Ready when someone can estimate, accept, and later check the output without guessing its scope. Keep incomplete work visible without reserving an unsupported deadline.
Does each request describe an outcome and deadline? My answer: [ ] Source and date: [ ] Still to check: [ ] Next action, owner, and due date: [ ]
An agreed monthly priority plan with visible capacity and tradeoffs.
{{project}} / month [ ] / provider {{business}} / priority owner {{contact}}
Purpose: make each requested output schedulable before treating it as included or accepted. Read the actual retainer agreement first: included services, capacity unit, coordination/review treatment, availability, extra work, unused capacity, and approval authority [ ]. Unknown terms need resolution; this kit cannot decide them for you.
Request ID [ ]; received/source [ ]; buyer task and reason [ ]; exact output/quantity [ ]; acceptance check [ ]; requested deadline and external reason [ ]; approver [ ]. Separate a requested date from an accepted date. “Update graphics” needs the number, format, supplied content, and review boundary.
Input readiness: approved copy/data [ ]; source files and rights/status [ ]; required access through approved invitations [ ]; dimensions/receiving requirements [ ]; dependencies/owner/date [ ]. Do not copy passwords, customer records, or unnecessary confidential material into the shared plan.
Estimate: production [ ]; included review [ ]; task coordination already counted elsewhere [ ]; total [ ]; source and uncertainty [ ]. Count each hour once. If the budget is money, points, or outputs rather than hours, use the agreement’s actual unit and do not invent a conversion.
Request register
ID | output and acceptance | ready/blocked and reason | estimated effort | requested date | accepted plan/state
--- | --- | --- | --- | --- | ---
[ID] | [bounded output] | [input/owner] | [unit and range] | [date] | [scheduled/backlog/declined/waiting]
Choose a state: ready for priority decision; blocked on input; needs separate scope; accepted into the plan; backlog not committed; declined with reason. A client sending a request does not automatically create included work or new availability.
Clarification draft: “I have recorded [ID/output]. To schedule it we need [minimum input] from [owner] by [date]. Its current estimate is [effort and uncertainty]. The requested date is [date]; I will confirm a delivery window after inputs and priorities are agreed.”
Ready when someone can estimate, accept, and later check the output without guessing its scope. Keep incomplete work visible without reserving an unsupported deadline.
Your decision
Does each request describe an outcome and deadline?
My answer: [ ]
Source and date: [ ]
Still to check: [ ]
Next action, owner, and due date: [ ]
Before you start
- Available hours: [Source or notes]
- Recurring work: [Source or notes]
- New requests: [Source or notes]
What you will make
An agreed monthly priority plan with visible capacity and tradeoffs.This is the complete first worksheet from the current edition. The full kit adds the remaining four documents, a worked scenario, and the offline editing workbook, plus an optional Notion import ZIP with Markdown pages and CSV databases.
Worked example
Fictional example included in edition 2.49.1.
Fictional case: North Studio plans a 20-hour October design retainer for Fern Coaching. Three initial requests use 15 hours, with three hours for coordination and two for uncertainty. A three-hour banner replaces a four-hour slide revision by client decision. Recorded delivery and coordination total 17.5 hours; the remaining 2.5 hours are reconciled without claiming a cash credit or automatic carryover. A new page request remains blocked, and the next month is proposed rather than promised.
Bring available hours, recurring work, new requests. Mark anything you still need to check.
An agreed monthly priority plan with visible capacity and tradeoffs. Check your answers against the original records and note anything unresolved before sharing your work.
The download includes an optional NOTION-IMPORT.zip with authored Markdown page templates and sample-filled CSV databases. Import the files in Notion, then set field types and any database relations yourself. Alongside those files, you receive editable Markdown documents and an offline HTML workbook. Set up the imported pages and tables yourself. These are not native Excel, Canva, or Word templates. Extract the whole ZIP before opening the HTML files. Mobile file managers may not run local scripts; the text files and reading edition remain available.
The kit supplies structure, questions, and examples. You provide the facts, make the decisions, and adapt the finished output. You are responsible for checking the finished work. Custom implementation and professional review are not included.
Included Notion import files · fictional preview data
8 Notion page templates, 1 completed worked-case page and 3 sample-filled CSV databases. Extract the product download, then import NOTION-IMPORT.zip in Notion desktop or web.
# Monthly retainer plan · [period] - Agreement version and service period: [ ] - Agreed capacity and how the source defines it: [ ] - Coordination and review reserve: [ ] - Requests accepted, with owner and due date: [ ] - Work excluded or dependent on new inputs: [ ] - Known absences, approvals, and client-side dependencies: [ ] - If capacity is exceeded, options and client decision: [ ] - Date plan was confirmed by both owners: [ ]
| Retainer alias | Service period | Agreed monthly capacity | Coordination reserve | Included work reference | Excluded work reference | Overage or rollover terms reference | Client priority owner | Review date | Status |
|---|---|---|---|---|---|---|---|---|---|
| Sample: R-024 | November 2026 | 20 hours | 4 hours for review and calls | Signed scope / restricted record | New landing page build | Agreement clause 4 / restricted record | Client marketing lead | 11/25/2026 | Active |
Example rows are fictional. The import creates pages and databases; set property types and any relations inside Notion. You configure the tables after import.
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