This article addresses commonly asked questions about using retainer invoices in Harvest. For more information on creating and drawing from retainers see How to create and draw from a retainer and Managing a retainer.

Who can create and draw from retainers?

Only people with Administrator permissions can create and add funds to retainers from Invoices > Retainer. However, Managers with special permissions can set an invoice created based on tracked time, expenses, or fixed fees to draw from a client's retainer. 

Why don't I see the option to draw from a retainer on my invoice? 

There are a few different reasons you may not see the option to draw from a retainer. 

The invoice was created without choosing to draw from a retainer

You'll only see the option to draw from the retainer when creating an invoice. If an invoice has been saved without being set to draw from the retainer, you cannot edit the invoice to have it draw from the retainer. Instead, you'll need to delete and then recreate the invoice. 

A project on the invoice is not included in the client's retainer. 

If you don't see the option to draw from a retainer when creating an invoice, it means there is one or more projects included on the invoice that are not covered by the client's retainer. 

Why can't I create a retainer for a project?

If you don't see a project available for selection when creating a retainer it's most likely because you already have a retainer that includes that project. This could be a retainer only for that project or a retainer for the client that includes all of the client's projects. 

Another reason you may not be able to create a retainer for a project is if the project is non-billable. Only billable projects (Time & Materials and Fixed Fee types) are available to include on retainers. 

How do I add a new project to an existing retainer?

Unfortunately, it isn't possible to add a new project to a client's existing retainer. Instead, you'll need to archive the existing retainer and create a new one. 

How do I apply a retainer to an exisiting invoice?

Invoice was created without the option to draw from a retainer

If an invoice has been saved without being set to draw from the retainer, you cannot edit the invoice to have it draw from the retainer. Instead, you'll need to delete and then recreate the invoice. 

The retainer did not have enough funds to cover the full invoice amount initally, but funds have been added. 

If the retainer did not cover the invoice amount initally, but you have added money to your retainer since you created the invoice, you can edit the invoice and save it again without making any changes. That will prompt the system to re-try drawing down the retainer, and the new funds will apply to your invoice.

This is only possible if the invoice was initally created to draw from the retainer. 

Why don't retainer invoices copy to Xero or QuickBooks Online?

Retainer invoices are not copied to Xero or QuickBooks Online because they are not considered income until the money taken in from that invoice is used to offset a regular invoice. A retainer is normally considered a liability until the work has been completed, and if it were copied to Xero or QuickBooks Online, it would be counted twice and your books would be off.

Regular invoices that draw from a retainer will get copied over to Xero or QuickBooks Online. The retainer payments or manually recorded payments on these invoices will get copied over to Xero or QuickBooks Online as well if you've enabled payment copy for your account.