Retainer Wallet: Prepaid Hours & Time Tracking

Install it free · Setup guide · Plans and pricing

Retainer Wallet is a HubSpot app for agencies, consultancies and IT service firms that sell prepaid hours. Your team logs time on HubSpot tickets, deals and companies with a timer or a manual entry. The app draws that time down from the client company’s prepaid retainer, oldest block first, and shows the hours left on the record and in company properties. It warns when the balance runs low, can roll unused hours into the next month by a rule you set, and, on Pro, opens one top-up deal and produces a client hours statement.

Retainer Wallet is an app for HubSpot by Kayabyte. It installs directly from this site. Every new account gets Pro for 14 days, no card needed.

What HubSpot already does, and where this app fits

HubSpot has no field for time spent on a ticket and no prepaid hour balance. Its ticket properties measure how long a ticket sat in a status, not how long someone worked on it. Most teams keep the balance in a spreadsheet next to HubSpot. You can build a rough version inside HubSpot with a number property on the company and a workflow, but someone has to do the subtracting by hand. The guides walk through the native options first. This app is for teams that want the balance to update itself as time is logged.

What it does

• Log time where the work is. A card on tickets and deals, and one on companies. Start a timer or add minutes and a description for any day. The timer is kept on our side, so it survives a page reload; each user has one running timer at a time.
• Draw-down from the right block. Time is taken from the oldest block that still has hours and has not expired. When the hours run out, the extra time is recorded as overage hours.
• Monthly or one-off retainers. A monthly retainer renews its hours each month from the start date. A one-off block is a fixed number of hours with an optional expiry date. Each retainer has its own rate, currency and rounding.
• Rounding. Round each entry up to 5, 6 or 15 minutes, or keep the exact minutes.
• Rollover rules. Unused hours expire, roll over in full, or roll over up to a percentage of the month’s hours. Carried hours become their own block, used first in the next month.
• Low-balance warning. You set a threshold, for example 20 percent. Below it the company’s balance status becomes Low. Use that property to start a HubSpot workflow, report on it or build a list.
• Numbers on the company. Hours purchased, used and remaining, percent used, overage hours, period end date and balance status are written to company properties, so HubSpot reports, lists and workflows can use them. Tickets get billable minutes and when time was last logged.
• Period summaries. When a period closes, a note on the company timeline records hours purchased, used and carried over.
• Workflow actions. “Log time”, “Get retainer balance” and “Top up retainer” are available in HubSpot workflows on every plan.
• Pro: priority multipliers. Count urgent tickets as, for example, two hours for each hour worked, by ticket priority.
• Pro: top-up deal. When the balance falls below the threshold, the app opens one deal for the company, with the amount set to your rate times the hours you choose. It opens one per block of hours: a new month, added hours or a changed threshold can open the next.
• Pro: client statements. A CSV and a printable page for a date range, which you save as PDF from your browser. The links work for 30 minutes.

Plans

Free: 1 user and 3 retainers. Starter is USD 29 per month: up to 5 users and unlimited retainers. Pro is USD 59 per month: unlimited users, priority multipliers, top-up deals and client statements. “Users” are the people who logged time in the calendar month. Every new account gets 14 days of Pro, no card needed. See plans and pricing.

What it does not do

• It does not send invoices, take payments from your clients or give clients a login. Statements are files you share yourself.
• It does not approve timesheets or send email.
• It does not convert currencies. Each retainer has its own currency.
• Hours already carried over do not change if you edit an entry from an earlier, closed period afterwards.
• A retainer’s start date, type and company cannot be changed after it is created.

Your data

The app stores your retainers, time entries (date, minutes, description, who logged them and the record), timers and its settings on Cloudflare, with the database in Europe. It does not store contacts or emails. When you disconnect the app in its settings, the data is deleted at once; if you uninstall in HubSpot, it is deleted when the uninstall reaches us, normally within an hour. Details are in privacy and data.

FAQ

Can HubSpot track prepaid hours or a retainer balance? Not on its own. HubSpot has no time-spent field on tickets and no prepaid hour balance. Retainer Wallet logs time on tickets, deals and companies and keeps the balance for each client company.

Does Retainer Wallet work with tickets, deals and companies? Yes. Cards appear on all three. Time on a ticket or deal is drawn from the retainer of the record’s primary company; with several companies on a ticket you can choose which one.

What happens when the prepaid hours run out? The extra time is recorded as overage hours, the balance status becomes Overage, and on Pro the top-up deal can already have been opened when the balance first went low.

Can unused hours roll over to the next month? Yes. Choose that hours expire, roll over in full or roll over up to a percentage of the month’s hours, per retainer.

Does it create invoices? No. It tracks hours and gives you a statement on Pro. Invoicing stays in your own tools.

How much does it cost? Free covers 1 user and 3 retainers; Starter is USD 29 per month; Pro is USD 59 per month; every new account gets 14 days of Pro, no card needed.

More

• Setup guide: install, permissions, first retainer, workflows, disconnect
• Plans and pricing
• Privacy and data, security, data processing agreement and sub-processors
• Terms of service
• Guides for HubSpot admins
• Support: support@kayabyte.dev

HubSpot is a registered trademark of HubSpot, Inc. Kayabyte is an independent developer and is not affiliated with or endorsed by HubSpot.