Free Excel template · 6 September 2026
Excel maintenance retainer tracker: used hours, balance and period
Not ready to use Tolus yet? We offer this free, standalone Excel template to help you track a retainer. It needs no account or subscription and is not the Tolus software. Instructions and a fictional example are included.
Inside the file
Three sheets, each with one job
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Retainer summary
Set the agreed amount in hours or days. Used time, the balance and monthly subtotals update from Tickets.
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Tickets
Enter each intervention once. Six fictional entries show how it works; clear them to start your own tracker.
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Instructions
Setup steps, calculation rules and how to extend the tables. No cells are locked.
Included logic
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Used hours
Sum of the time-entry column.
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Remaining hours
Original hour bank minus used time.
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Consumption rate
Used hours divided by the original volume.
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Warnings
A flag from 80 per cent and a marker outside the period.
Before you rely on it
Using the tracker with your team
The workbook does not read time from your ticketing tool. It has no access controls, comments or attachments, and it cannot decide how an overrun should be handled.
That may be perfectly adequate for one retainer or one person. A shared tool becomes useful when several people enter time, clients check the balance often or file versions start to disagree.
Excel .xlsx format. 100 entry rows and 24 months prepared, freely extensible. Monthly summaries use the request date. Copy calculated columns down if Excel does not extend them automatically.
Share the retainer balance with your client
Tolus connects tickets and time to the retainer, then gives the client one live view.