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Deliver the retainer every month, and keep the client every year

Every renewal on one board, each month’s deliverables with an owner, and every extra request written down where the team will see it. Your account team and your AI assistant work from the same record.

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  • Two-week cycles on Plus and Pro
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From month one to the renewal call, on one record.

A retainer is sold once a year and delivered every month. Scoped keeps the renewal, the monthly work, and every request the client made on the same client page, so the conversation about year two starts from what you actually delivered in year one.

Know which renewals are coming, months before the call

Put each retainer on the board well before it ends: the client, what the year is worth, who owns the conversation, and a note of when it renews. Name the stages the way your team already talks about renewals: Renewal due, Review call, Terms sent, Renewed.

The board shows every renewal in play, what each one is worth, and which ones have gone quiet. Cobble Hill Bikes’ $30,000 paid search renewal has sat in Terms sent for eleven days without a reply, and it’s in plain sight, not buried in a thread you meant to chase. The notes from the review call are on the card, so whoever follows up knows the client wants more spend behind the spring season next year.

When the client signs, move the card to Renewed. The terms go out from your own documents and the invoices from your accounting software; the amount, the date, and the whole conversation stay on the card, and on the client’s page for next year.

Next Tuesday. The renewals due before January are on one board, and the one that went quiet after terms has a follow-up call on it before lunch.

See the sales pipeline

Try it: drag the $54,000 card to Renewed.

Retainer renewals on the board, with the stages named the way the team talks about renewals and the year’s value on each card.

Deliver each month’s work, with an owner on every piece

When Hartwell Coffee Roasters renews at $4,500 a month, one click turns the renewal into year two’s project, with the client attached and year one still on their page. Break the month into what you promised: the plan, two brewing guides, the holiday gift guide page, the newsletter, next month’s social calendar, the month-end call. Each piece has an owner and a status.

On Plus and Pro, plan the month in two-week cycles, each a short push that holds exactly the work due in it. What slipped in the first half of October is plain to see before the second half starts, not discovered at the month-end call. The Focus view shows each person what’s waiting on them, so the writer isn’t stuck behind a sign-off nobody knew was theirs.

Clients ask for extras. When Hartwell wants a wholesale landing page on top of the month, the answer goes on the phase as a comment the whole team sees: outside the retainer, quoted as its own project from your usual quoting tool, and added to the pipeline as a new deal on the same client. Nobody absorbs it quietly, and nobody has to remember the phone call when it comes up again in March.

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A renewed retainer: the month’s deliverables, each with an owner and a status, with the client’s extra request noted where it landed.

Walk into the renewal with the whole year on one page

Every deliverable, comment, and extra request stays on the project, so the year-end review isn’t a week of digging through email for what shipped in April. Twelve months of deliverables sit on the record, each with what got done and who did it.

Before the renewal call, open the client’s page: the contacts, the starred note that their marketing director cares more about wholesale than retail, every renewal and one-off project, and the comments from the month that went sideways. The client hears that you remember the whole year, not just last month.

If a retainer does end, archive the project. The client keeps the history, so when they come back in eighteen months, whoever answers the phone starts from the record, not from scratch.

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A retainer’s activity: every update recorded with who made it, including the assistant’s note under the account lead who authorized it.

Ask what was in the retainer, and what wasn’t.

Connect Claude Code or Codex to your workspace and ask it about the real work: the renewals coming up, what shipped this month, and what the client asked for that wasn’t in the retainer.

  1. Get me ready for Hartwell’s month-end call and note what’s done, what’s open, and who owns it.It reads the retainer’s phases and comments, answers with what’s done, what’s open, and who owns each, and posts that summary on the project under your name.
  2. Which retainers renew before January, and which clients haven’t had a review call yet?It reads the board and the notes on each card, and lists each renewal with the date you noted, its amount, and whether the review-call notes are there.
  3. What did Maple Run ask for this year that wasn’t in the retainer?It reads the client’s projects and comments and lists each extra request noted there, when it came in, and what you agreed.

You connect the assistant to one workspace and choose what it may change; a read-only connection can’t write at all. Every update is recorded under your name and the connection it came through. How assistant updates work.

The assistant’s update is recorded under the person who asked for it, with the connection it came through.

Every month you delivered, on the page you renew from.

A retainer isn’t won back at the renewal call. It’s kept in the months before it, and those months need a record the whole team can read.

One record from first call to finished jobCustomers, quotes, and jobs live together. The won quote becomes the job with the customer attached, so nothing is retyped between the sale and the work.Your AI assistant, on the real workConnect Claude Code or Codex to the one workspace you pick. Every change it makes is recorded under the person who authorized it, and you can revoke it at any time.Your records stay yoursExport your whole workspace whenever you want it, with no ticket and no waiting. What an export contains, and what it leaves out, is documented.Priced for the business you runFree for three people, and your first workspace gets 30 days of Pro with no card. Paid plans are priced per workspace, not per seat.

Claude Code or Codex on every retainer, month after month.

Two named setup paths for AI assistants, each maintained and tested, plus your whole workspace to export whenever you want it.

Claude CodeAdd Scoped to Claude Code, sign in once, and it works in the one workspace you picked.CodexAdd Scoped from the Codex command line, then approve the connection in your browser.Bring your dataImport projects and issues from a supported CSV export, with a note of anything that didn’t come across.Export anytimeYour whole workspace, whenever you want it, with documented boundaries.Scoped ConnectComing soon: the desktop app that keeps your records on a database you control.
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Another agency is already pitching your client. Make the renewal a formality.

Next Tuesday, every piece of Hartwell’s October has an owner, Theo knows the gift guide page is his before anyone asks, and the wholesale page is its own deal instead of an extra folded into the month. Maple Run’s review call on Thursday starts with twelve months of work already on their page. Scoped takes an afternoon to set up.

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