Retainer renewals you see coming
An end date on every retainer, the Expiring Soon filter, the year ahead re-issued as a new version after your review, and renewal offers bulk-sent to retainer clients.
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Agencies give every retainer agreement in QuoteCloud an expiry date and use the Expiring Soon filter to see which end soon. After the agency's own review meeting, the year ahead is re-issued as a new version for the client to sign, and renewal offers can be bulk-sent as personalised copies on Essentials and up. Nothing renews by itself.
A fictional agency's documents list in QuoteCloud on the Expiring Soon filter: four retainers that end in the next 60 days, the nearest, an SEO and content retainer for a dental practice, in 12 days.
From the review meeting to a new term, signed
One agency's renewal routine for a 12-month retainer, using QuoteCloud's expiry dates, versions, bulk send and signatures. The routine is the agency's; nothing in it runs by itself.
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90 days
Book the review
The account lead books the annual review meeting with the client, in your own calendar.
Your calendar -
60 days
See what's ending
Filter the documents list to Expiring Soon: every retainer ending in the next 60 days, nearest first.
Expiring Soon -
45 days
Hold the review
Your meeting, your judgement: which channels stay, move up a tier, drop or get added.
Your review -
30 days
Send the year ahead
Re-issue the agreement as a new version with the new tiers and dates, or bulk-send one renewal offer to many clients.
New version · bulk send Bulk send: Essentials and up -
Expiry
Signed, or simply ended
The client signs the new term and pays its first month, or the old retainer ends on its date.
eSignature
Drawn by us to show an agency's own process. QuoteCloud doesn't renew agreements, raise prices, send renewal reminders or bill monthly fees.
One renewal offer, six personalised copies
Ambergrove's retainers ending between November and January get the same 2027 renewal proposal, bulk-sent from one template. Each client receives their own copy with their name and details, and the agency sees each one's status: sent, opened or accepted.
Fernhill Cycles signed and moved SEO up to Momentum. Lumen Yoga left a comment with a question, answered inside the proposal. Clients with bigger changes get their own re-issued agreement instead.
- Bulk send on Essentials and up, with volume-based costs
- Per-client status: sent, opened, accepted
- Comments and replies inside each copy
Bulk send: Essentials plan and up
Bulk send in QuoteCloud- Fernhill Cyclesops@fernhill.example.com AcceptedSigned, moved SEO to Momentum
- Lumen Yoga Studioshello@lumenyoga.example.com OpenedLeft a comment
- Harbour Kids Dentalpractice@harbourkids.example.com AcceptedSigned
- Oakvale Homewaresmarketing@oakvale.example.com Sent
- Northgate Physioadmin@northgate.example.com Opened
- Saltmeadow Bakehouseorders@saltmeadow.example.com Sent
- Sent
- 6
- Opened
- 4
- Accepted
- 2
The annual review
The review is your meeting. The renewal is a document.
Bring your own reports and your read of the year to the review. QuoteCloud doesn't pull analytics or build reports; it carries what you agree into a new version the client can sign.
Four ways a review can end, and what you send
Whatever the review decides, the client signs a document that says it, with the new term and fees in full.
Same channels, new year
Re-issue the agreement as a new version with the new dates. Or include the client in a bulk-sent renewal offer.
Up a tier
A new version with SEO or social moved to the next tier, its deliverables and monthly fee, from your channel tiers.
Fewer or different channels
Drop a channel, add email or content, and add-ons the client can tick, all in the new version.
Ending well
No new document: the retainer ends on its expiry date. Nothing renews or bills by itself.
See every retainer that's ending this quarter
Free for 14 days, no credit card required. Set expiry dates on your agreements and use the Expiring Soon filter from day one.
Every retainer says when it ends
Kinroy's agreement states its term, 1 December 2026 to 30 November 2027, and what happens at the end: Ambergrove will send a renewal proposal before then, and nothing renews by itself.
The monthly fees are repeating charges over those 12 months, so a review starts from the fees the client agreed to, not from a forwarded email.
- Expiry date on the document, seen in Expiring Soon
- Term and repeating charges in the agreement
- Later months invoiced by your agency
Agreement term
- Monthly feesShown above as repeating charges. Ambergrove invoices each month after the first; the first month and onboarding are paid on signing.
- Ad spendPaid by Kinroy directly to the ad platforms. Not part of our fees.
- Ending or renewingThe agreement ends on 30 Nov 2027. We'll send a renewal proposal before then; nothing renews by itself.
Monthly fees over the term
| Service | Visits | Per month |
|---|---|---|
| SEO · Growth | Monthly | $2,600.00 |
| Social media · Growth | Monthly | $2,100.00 |
| Paid search & social · Growth | Monthly | $1,600.00 |
| Email · Foundation | Monthly | $750.00 |
| Content · Foundation | Monthly | $1,100.00 |
| Monthly review call | Monthly | $380.00 |
- Monthly
- $8,530.00
- Term
- 12 months · $102,360
- D
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- F
- M
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Renew a retainer after the review in five steps
From the meeting notes to a signed year ahead.
Find it in Expiring Soon
Open the documents list on the Expiring Soon filter and pick the retainer you reviewed.
Re-issue as a new version
Start the year ahead from the signed agreement, so the scope, terms and signers carry over. Version history is on Business.
Change tiers and dates
Move channels up or down, add or remove add-ons, and set the new term and expiry date.
Send it to every signer
The same signers, or new ones, each with their own link. Answer questions in the comments.
Signed, first month paid
The client signs the new term and pays its first month on signing, through your Stripe or PayPal account.
Renewal and review questions, answered
Does QuoteCloud renew retainers automatically?
No. QuoteCloud doesn't auto-renew agreements, raise prices or bill monthly fees. Each retainer has an expiry date, and the Expiring Soon filter shows which ones end soon. Your agency decides what to offer, re-issues the agreement or sends a renewal proposal, and the client signs the new term. If nobody signs, the old retainer simply ends on its date.
How do I see which retainers are ending soon?
Give each agreement an expiry date, then filter the documents list to Expiring Soon. It lists the documents nearing their date, so the account team can plan reviews and renewals for the quarter. QuoteCloud doesn't send renewal reminders to your clients; when and how you approach each one is up to your agency.
Can I send the same renewal offer to many clients?
Yes. Bulk send, on the Essentials plan and up, sends one template as a personalised copy to each recipient, and shows each copy's status: sent, opened or accepted. Bulk send has volume-based costs. Clients whose channels or tiers change after their review usually get their own re-issued agreement instead.
Does QuoteCloud produce reports for the annual review?
No. QuoteCloud doesn't connect to analytics or ad platforms and doesn't build performance reports. The review is your agency's own meeting, using your own reporting. QuoteCloud's part is the document that follows: the year ahead re-issued as a new version, with the new tiers, fees and dates, for the client to sign.
How do I change a client's tiers for the new year?
Re-issue the agreement as a new version, change the channel tiers, add-ons and dates, and send it to the signers. Each change shows in the price table with its monthly fee, and the client signs the whole new term. On the Business plan, version history keeps every earlier version of the agreement.
More for marketing agencies
Every page of the QuoteCloud marketing services microsite.
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Retainer proposals & scope tiersSEO, social, paid, email and content as good, better and best tiers, with add-ons the client ticks and monthly fees shown in the agreement.Explore
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Brand, website & campaign project proposalsRebrands, website content and launch campaigns as phases with a Gantt, a moodboard and a deposit on signing.Explore
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Ad spend estimates & management feesThe client's media budget shown as their own estimate, apart from your management fee, so nobody mistakes one for the other.Explore
- SEO, social, paid, email & content scopesWhat each channel includes at each tier, written once as reusable scope blocks and dropped into every proposal.
- Case studies, team bios & AI-drafted summariesCase studies, bios and your method as library blocks, and an executive summary the AI Co-Worker helps draft for you to accept.
- Scope of work, deliverables & revision roundsDeliverables, revision rounds and what's out of scope as locked terms, and changes as a revised version the client signs.
- Onboarding questionnaires & client briefsThe brand questionnaire inside the proposal, so the brief arrives with the signature instead of three weeks later.
- Sign-off & the first payment on signingThe marketing lead and finance each sign, and the onboarding fee or first month is paid on signing through Stripe or PayPal.
- CRM & integrations for agenciesPipedrive direct, HubSpot through Zapier, Make and the API, and Xero or QuickBooks for the invoices you send.
- Marketing proposal templatesReal QuoteCloud templates for agency, SEO, social media, digital marketing, PR, copywriting and logo design proposals.
- QuoteCloud implementation for agenciesYour proposal converted, channel tiers in the catalogue, case studies in the library and the team trained.
- FAQAnswers to the questions agencies, studios, PR firms and freelancers ask most.
Next year's retainer, signed before this one ends
Free for 14 days. No credit card required.