AI Retainer Scope Tracking Agent

How Cassidy automates retainer scope tracking using AI

Step 1: Trigger on period start or client request

The Workflow activates at the beginning of each billing period or when a new client request arrives via email, Slack, or your project management tool—ensuring nothing slips through the cracks.

Step 2: Parse SOW and classify requests

Cassidy pulls the retainer's contract terms from your Knowledge Base and uses AI to compare incoming requests against inclusions, exclusions, and revision caps—automatically tagging each item as in-scope, out-of-scope, or requiring approval.

Step 3: Monitor burn and surface alerts

As time entries and task completions flow in from your delivery and timekeeping tools, Cassidy calculates real-time burn by service line and deliverable type, then triggers threshold alerts at 70%, 85%, and 100% to account managers via Slack or email.

Step 4: Draft change-orders for scope exceptions

When work exceeds the agreed scope, Cassidy automatically drafts a change-order with pricing from your rate cards, routes it for internal approval, and updates budgets once the client signs off—keeping an auditable trail throughout.

Step 5: Generate and reconcile invoices

At period close, Cassidy compiles base fees, itemized overages, and any add-ons into a clean invoice, applies rollover rules, and syncs the final document to QuickBooks, Xero, or your accounting system for faster payment cycles.