Track retainer hours without turning capacity scenarios into prescribed targets.

1. Separate client and retainer records

Create one client table and one retainer table. Give each record a stable ID and store the entered fee, included hours, start and end dates, and internal status without repeatedly typing the same details in the time log.

The workbook stores the commercial record you enter. It does not interpret a contract, decide employment status, establish entitlement or verify that an amount or term is correct.

• Client ID
• Retainer ID
• Entered fee and included hours
• Entered dates
• Internal status and note

2. Log time as dated source rows

Use one row per dated time entry with the client ID, retainer ID, description and entered hours. This makes monthly totals reproducible and keeps adjustments visible.

Avoid storing passwords, access tokens, sensitive client documents or unnecessary personal information in the time description. A general tracker is not a secure credential or case-management system.

3. Keep entered hours and capacity scenarios distinct

Entered time describes rows already added to the log. Capacity uses assumptions such as working days, hours per day and a chosen allocation percentage. Display them in separate sections and make every assumption visible and editable.

A remaining-hours or available-capacity figure does not prescribe workload, confirm availability or predict delivery. It is arithmetic based on the current entries and assumptions.

4. Review monthly summaries by stable ID

Aggregate entered hours and fees by month, client and retainer ID. Show unmatched IDs, duplicate records and blank dates before presenting a dashboard total.

Comparisons between entered fee and hours do not determine a suitable rate, profitability, fairness or contract compliance. They are internal records for further review.

5. Close the month with source checks

Review missing dates, zero or negative entries, duplicate IDs, time rows without a retainer and totals that differ from the underlying source. Correct the source row rather than overwriting the dashboard.

Preserve any external invoice, agreement or time-approval record outside the spreadsheet. A PASS check confirms only the internal condition described.