Marketing agency · Client services
Retainer renewal
Renew retainers on results, not on a last-minute call about price. The review starts two months before the end date, the client sees what the term delivered, and their renewal decision is recorded through a shared link.
- Duration: 4 to 8 weeks
- How often: For every retainer, two months before it ends
- Steps: 7 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
The renewal comes up when the contract has already ended.
The renewal meeting is about price, not results.
Fees stay the same for years while the work grows.
A verbal yes never reaches the contract or the invoice.
With it
Every retainer starts its renewal run two months before the end date.
The client sees a summary of the goals, results and work of the term.
Time spent is compared with the fee, and any change is approved and explained.
The client records the decision, and finance updates the contract and billing from it.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A retainer is two months from its end date. The account director starts a run with the client name and the contract end date.
- 1
Start the renewal review
Week 1Account director · Team
Check the contract terms and the notice period, and record the current fee so the team can review the term.
Checklist
- Contract terms checked
- Notice period noted
- Account manager asked for the term review
Fields to fill in
- Client name (required)
- Contract end date (required)
- Current monthly fee (required)
- Notice period
- 2
Review the term and the account's health
Hidden from the shared linkWeeks 1 to 2Account manager · Team
Compare the results with the goals in the contract, list the extra work and approved changes of the term, and rate the account's health.
Checklist
- Monthly reports reviewed
- Approved scope changes counted
- Time spent compared with the fee
Fields to fill in
- Results against the contract goals (required)
- Extra work and changes this term
- Account health (required)
- 3
Draft the renewal summary
Hidden from the shared linkWeek 2Renewal writer · AI agent
The renewal writer drafts a summary of the term for the client and an outline of the proposal for the next term, from the values on the run.
Fields to fill in
- Draft term summary (required)
- Draft proposal outline (required)
Checked by: The account director corrects both and approves the fee in step 4.
- 4
Decide the renewal terms
Hidden from the shared linkWeek 3Account director · Team
Correct the summary and the outline, set the fee and the scope for the next term, and note why the fee changes if it does.
Checklist
- Summary checked against the reports
- Fee covers the time really spent
- Goals for the next term are realistic
Fields to fill in
- Proposed monthly fee (required)
- Reason for a fee change
Approval: Nothing goes to the client until the account director approves the summary, the scope and the fee.
- 5
Hold the renewal meeting
Week 4Account manager · Team
Present the term summary and the proposal, then email the client the proposal together with the shared link for their decision.
Checklist
- Term summary presented
- Goals for the next term discussed
- Proposal and shared link emailed
Fields to fill in
- Meeting date (required)
- Client's feedback on the term (required)
- 6
Client decides on the renewal
Weeks 4 to 6Client contact · Shared link
The client reads the proposal the account manager emailed and, through the shared link, records whether they renew, who signs, the start date of the new term and what should change.
Checklist
- Proposal read
- Renewal contract signed
Fields to fill in
- Decision (required)
- Signed by (required)
- Start date of the new term
- What should change next term
- 7
Update the contract and billing
Week 6Finance manager · Team
Check the client's decision. If they renew, set the new fee in billing and file the signed contract; if they leave, record the end date and start a client offboarding run.
Checklist
- Client's decision checked
- New fee set in billing
- Signed contract filed
Fields to fill in
- Link to the signed contract
- New fee starts on
Done when
The client has signed the renewal or given notice, and the new fee, scope and start date, or the end date, are recorded.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Renewal writer
Turns the results and work of the term into a first renewal summary and proposal outline.
What it does
- Reads the results, extra work and account health recorded in step 2
- Writes a summary of the term for the client
- Drafts an outline of the proposal for the next term
- Records both in its step
Checked by: The account director corrects both and approves the fee in step 4.
Questions this template answers
Start well before the notice period, with the results of the term in hand. This run starts two months before the end date, and step 2 reviews the results before anyone talks about price.
Show results against the goals in the contract, the work delivered and the changes approved during the term. Step 2 records them, and in step 3 the renewal writer turns them into a term summary for the client.
Compare the time you really spent with the fee, and explain the change with the work it pays for. The checklist in step 2 compares time with fee, and in step 4 the account director approves the new fee and records the reason.
Rate the account's health from results, satisfaction and extra work, and act on a weak score before the meeting. Step 2 records the account health, so the account director sees at-risk clients in step 4.
Let AI draft the term summary and the proposal outline from what your team recorded, and keep pricing with a person. The renewal writer drafts both in step 3, and in step 4 the account director corrects them and approves the fee.
Ask for the decision, the signer and the start date in one place after the meeting. In step 6 the client records them through the shared link, and step 7 updates the contract and billing from that decision.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.