What does a business systems retainer include?
A business systems retainer is a monthly service where a specialist maintains, supports and improves the systems your business runs on: job management software such as Simpro, CRM, automations, integrations and IT. Depending on the level, it ranges from keeping everything working, to delivering a planned improvement every month, to acting as a part-time systems and operations director.
Why businesses use a systems retainer
New systems make a big difference when they launch. But software updates, staff change and workarounds creep back in, and without someone responsible for the systems they slowly stop working as intended. A retainer gives that responsibility to a specialist, so it doesn’t fall back on the owner.
What a systems retainer typically includes
- Monitoring and maintenance of automations and integrations
- Admin support for tools such as Simpro, your CRM and Microsoft 365
- A helpdesk your team can contact when something isn’t working
- Small changes and fixes within an agreed monthly allowance
- Regular reviews of how your systems are performing
The three levels of support
Most businesses fit one of three levels. At CB Tech Consulting we call them:
- Systems Care: keep everything working, with maintenance, support and a quarterly health check.
- Systems Growth: everything in Systems Care plus a planned improvement every month, a monthly review and an owner dashboard.
- Systems Director: part-time systems and operations leadership, with regular working sessions, quarterly planning and larger builds as part of a roadmap.
See the full details on our Systems Partner retainers page.
Which level of support fits your business?
Retainer or one-off project?
A one-off project, such as a Systems Build, is right when you need one specific system designed and built. A retainer is right when you want those systems maintained and continually improved. Many businesses start with a project and move onto a retainer once the system is live.
How retainers are priced
Systems retainers are usually a fixed monthly fee, based on the number of systems supported, the size of the team and how much improvement work is included each month. The fee should be agreed up front so there are no surprises.
Frequently asked questions
Written by Charlie Baker BSc (Hons), founder of CB Tech Consulting, a business systems consultancy in Witham, Essex and an official Simpro Partner. Last reviewed October 2026.