Monthly Retainer Renewal Workflow

Retaining clients is cheaper than acquiring new ones. This workflow ensures that every month, you demonstrate value before you send the invoice.

Workflow Stages

1. Performance Review (Day 25)

Role: Account Manager

• Action: Analyze the previous month's data.
• Metrics:
  • Tasks Completed vs. Planned.
  • Social Media Growth (Followers, Reach).
  • Website Traffic / Leads.

2. Strategy Call Prep

Role: Strategist

• Action: Create a "Strategy Deck" for next month.
• Content:
  • "What worked well?"
  • "What are we doing differently next month?"
  • Proposed Content Calendar themes.

3. Client Renewal Call

Role: Account Manager

• Action: Present the report and strategy.
• Goal: Re-align on goals and get verbal confirmation for renewal.

4. Invoicing

Role: Finance / Admin

• Action: Generate invoice in Quickbooks/Xero (or Stripe).
• Email: Send to client with the subject: "Invoice #[Number] - [Month] Retainer".
• Attachment: Attach the Performance Report PDF to remind them of the value.

5. Project Setup

Role: Project Manager

• Action: Create the new Project bucket in Yuktis (e.g., "Social Media November 2024").
• Tasks: Clone the recurring task templates for the new month.

Retention Tips

• Over-deliver: If you promised 12 posts, deliver 13. That one extra post costs you little but buys immense goodwill.
• Proactive Communication: Don't wait for the client to ask "How's it going?". Send a weekly Friday update email.