Maintenance summary
A maintenance report your client can check at any time.
Clients can review the work, used hours and remaining retainer balance in their project. The report updates from your team’s time entries, so there is no new file to prepare.
Report excerpt
September 2026
The detail
Each line explains where the hours went
A line can come from a client ticket or from planned work recorded directly in the summary. The description, date and time by work type stay together.
Monthly subtotals make a long period easier to scan, while ticket links preserve the original request and discussion.
Traceable work
Move from a report line back to the related ticket.
Visible exceptions
Entries with a request date after the end date are marked outside the period.
Shared view
The client reads the same operational totals as the team.
The totals
Logged time updates used hours, the remaining balance and the usage rate
The total in hours and equivalent days is calculated from the time lines. The remaining balance is the original hour bank minus that total.
At 80% consumed, Tolus shows a visual warning. If the balance goes negative, the overrun stays visible so you can discuss the next step with your client.
Access
Clients read the report in their project
Clients read the live summary in their project. To share a document, choose the retainer and period, open the client report and save it as a PDF from your browser’s print dialog. Internal notes are excluded.
Insights brings time, ticket activity and retainer balances together. Filter by project, date range or contributor. Electronic signatures and scheduled report emails are not included.
Make the right choice
For shared maintenance reporting
Tolus is a good fit if
- You need a live view of maintenance work and the retainer balance.
- You want ticket detail and summary figures to stay connected.
- You prefer a stable link to another emailed spreadsheet version.
These needs require an additional tool
- Your contract requires an automatically generated signed PDF.
- You need billing, margin and team-utilisation reports in one suite.
- You want SLA and customer-satisfaction analytics.
Frequently asked questions
What to check before you choose
Can the client see individual time entries?
Yes. Client-visible entries appear in the project summary with their description, date and hours by work type.
Can we keep the report as a PDF?
Yes. Open the client report, select your period and choose “Print / Save as PDF”. Your browser creates the document from this view, without internal notes.
Can we compare projects and contributors?
Insights shows hours by project, work type and contributor, alongside ticket activity and retainer balances. Time without a work date is shown separately, not assigned to an assumed period.
Does Tolus notify us before the hours run out?
The interface flags the retainer from 80 per cent consumed. It does not currently send a dedicated automated threshold email.
Bring Tolus to your next client review
Log a few work entries and open the retainer report. Your 30-day trial needs no credit card.