Setup guide

Retainer Wallet · Install it free · Plans and pricing

1. Install

1. Open the install link. A short page lists what the app can do; click Continue to HubSpot.
2. Pick the HubSpot account. You need to be a Super Admin there, or have App Marketplace access.
3. Check the access list and click Connect app.
4. HubSpot shows an “unverified app” notice for apps that are not installed from the HubSpot Marketplace. Check that the redirect domain is kayabyte.dev, type I accept the risk and click Connect.

HubSpot then opens the app’s settings. The app creates a property group called Retainer Wallet with a few properties on companies and tickets. Every new account gets 14 days of Pro, so you can try every feature. After that the account moves to Free unless you choose Starter or Pro.

2. What the app can access

• Companies: read and update, to show the balance, write it to company properties and add period notes to the timeline. The app also creates its properties on companies and tickets.
• Tickets: read and update, to show the timer and entries on tickets, read the ticket priority and write two ticket properties (billable minutes, when time was last logged).
• Deals: read and update, for the card on deals and, on Pro, to open a top-up deal. Pipelines are read so you can choose where the top-up deal goes.
• Owners: read, to show who logged time and to pick app admins. Top-up deals get the company’s owner, read from the company.

The app does not touch contacts or emails.

3. Add the cards

Add the cards to the right sidebar of tickets, deals and companies: Retainer Wallet: Log time for tickets and deals, and Retainer Wallet for companies. In HubSpot, open a record, open edit mode from the Actions menu, choose + Sidebar card, then the App cards tab. Accounts on the older layout use Settings > Objects > Record Customization instead. HubSpot’s article Add and manage app cards has the current steps. You need Super Admin or the permission to customize the record page layout.

4. Create the first retainer

1. Open Settings > Integrations > Connected apps > Retainer Wallet > Settings.
2. Under Retainers, add one. Pick the client company, a name, Monthly (hours renew each month) or One-off block, and the hours.
3. Set the start date, an hourly rate and currency (shown on statements and used for the amount of top-up deals), the rounding, the low-balance threshold and the rollover rule: expire, roll over all of it, or roll over up to a percentage of the month.
4. On Pro you can also set priority multipliers and a top-up deal (pipeline, stage and hours).

The start date, type and company cannot be changed after the retainer is created. If a company has two active retainers, the one with the higher priority is used first, then the oldest.

5. Log time

On a ticket or deal, click Start timer and Stop and log, or add minutes, a day and a description by hand. Untick Billable for time that should not draw down the balance. Time goes to the retainer of the record’s primary company; with several companies on a ticket you choose one. On a company, Log time on the company works the same way. The balance, the progress bar and the company properties update within seconds; the app also recalculates every hour.

People can edit or delete their own entries; app admins can edit any entry. Editing or deleting re-runs the draw-down from that entry’s date forward.

6. Use the balance in HubSpot

The company gets these properties: Hours purchased (period), Hours used (period), Hours remaining, Percent used, Balance status (Healthy, Low, Exhausted, Overage), Period end date and Overage hours. Build reports and lists on them, or start a workflow when the balance status becomes Low.

Three workflow actions appear under integrated apps: Log time, Get retainer balance (hours remaining, percent used and status, to branch on) and Top up retainer (adds a block of hours, for example when a top-up deal is won; available in company-based workflows). Workflows themselves need HubSpot Professional or Enterprise.

7. Client statements (Pro)

On the company card, choose a date range and Create statement. You get a CSV and a printable page; use your browser’s Print and choose Save as PDF. The links expire after 30 minutes. Statements show who logged the time by name (never an email address) and the record by name (ticket subject, deal name or company name; the ID if the record is gone). A statement holds at most 5,000 entries: pick a shorter range for more. Long statements are built in the background and the page reloads until they are ready.

8. App admins

The user who installs the app is an app admin. Admins add other admins, manage retainers and plans, and can edit any time entry. Everyone who can open the card sees the retainer balance and entries of that company, whatever their HubSpot record permissions.

9. Disconnect and delete data

In the settings, type DELETE and click Disconnect. The app is uninstalled and the data it stored for the account is deleted at once. Uninstalling from Settings > Integrations > Connected apps also works; the data is then normally deleted within an hour. The properties and notes the app wrote stay in your HubSpot account. A paid subscription is cancelled at the end of the paid period.

Questions

support@kayabyte.dev. We answer within one working day.