Retainer Depletion Calculator

What This Calculator Does

This retainer depletion calculator tracks the hourly burn rate on a client retainer balance, projects the depletion date, and calculates the optimal time to request replenishment. It accounts for blended billing rates (attorney and paralegal hours at different rates), estimates weekly charges based on average hours billed, generates a week-by-week burn schedule, and flags when the balance reaches a replenishment threshold (typically 15% to 25% of the original retainer). The tool helps both law firms and clients manage retainer cash flow and avoid work stoppages due to depleted funds.

Step-by-Step Example

Real-World Use Cases

Common Mistakes to Avoid

• Not requesting replenishment early enough. Once a retainer is depleted, most engagement agreements require stopping work until funds are received. Request at 20% to 25% remaining to allow time for payment.

• Using average weekly hours without accounting for litigation surges. Discovery deadlines, depositions, and motion practice can spike hours 3x to 5x above normal weeks. Build in a buffer for intensive periods.

• Forgetting to include all timekeepers. Many matters involve associates, paralegals, law clerks, and sometimes multiple partners. Include all billing rates and hours for an accurate burn projection.

• Not updating the projection as the matter evolves. Retainer burn rate should be recalculated monthly as the pace of work changes, especially after major case developments.

• Setting the retainer too low for the scope of work. If the projected depletion date is less than 60 to 90 days from engagement, the initial retainer may be insufficient and will require frequent replenishment requests.

Frequently Asked Questions