For teams who answer the phone
They had a week of training for a job that takes months to learn, and the answers are spread across a knowledge base, a policy PDF, a spreadsheet and somebody’s memory. RetainFlow puts the right question in front of them at the right moment, keeps them inside what they are allowed to offer, and writes the note before the call ends.
No card needed. Nothing to install. Set up in an afternoon.
Built for teams where somebody other than the owner takes the calls. If that is still you, this will not help you yet.
Why is the customer calling?
What changed since the last visit?
Discount offered
Over 20% needs a manager. Do not offer this yet.
Before you finish
Confirmed who I am speaking toAsked what changed before offering anythingThe screen a rep works from. Your call types, your questions, your limits.
It is that nobody can hold all of it in their head, and the new ones have not had time to try.
6–8 months
before a new agent performs like an experienced one
30–60%
of agents leave in a year, depending on the industry
$10–20k
to replace one, before counting the calls they got wrong
Put those together and, on an average floor, half your team is somewhere inside that ramp at any moment — taking real calls, from real customers, with real money on them.
Every one of those is a pause on a call that was already going badly. RetainFlow does not replace any of those systems. It puts the one piece that matters on the screen, at the moment it matters.
How it works
Cancelling, a billing question, a complaint, a new order. One click and the screen becomes that call — the questions for it, in order, and nothing else.
Questions and answers appear as they become relevant. What they may offer goes amber before they say a number they cannot honour. A refund or a proration works itself out.
One click copies it, laid out the way your team writes notes. Paste it wherever you already work. The next person to open that account can see exactly what was said and what was offered.
CANCELLATION — 14 Mar · 4 min · handled by J. Ruiz CUSTOMER: D. Whitfield · acct 55-40219 ON: Standard plan, customer since 2023 WHY THEY WANT TO LEAVE Reason: Problem came back after the last visit In their words: "same issue about two weeks later" WHAT WAS OFFERED Send someone back out — accepted Skip the next charge, keep the plan — declined Discount: none (within limits) OUTCOME Stayed — follow-up booked Follow-up: Tue 18 Mar, morning Refund due: $0.00 CHECKED [x] Confirmed who I was speaking to [x] Asked what changed before offering anything [x] Said what happens next, and when
Where this fits best
Subscription and membership businesses
Gyms, alarm monitoring, software, box services. Cancellation calls all day, and a save is worth the rest of the year.
Home and field services
Pest control, lawn care, HVAC maintenance. Plans, seasonal expectations and a front desk that also books the work.
Insurance and financial services
The highest turnover of any sector, and the calls where a missed disclosure is a finding rather than an awkward moment.
Healthcare and clinics
Intake, eligibility, rescheduling. A lot to ask in the right order, and a lot that must not be said.
Anyone with more products than a person can hold
One rep, four product lines, and a customer who does not care which team owns their question.
Not on this list? The questions are yours to write — nothing here assumes what you sell.
On the call
Everywhere else
In every plan
The slowest part of any tool like this is the blank page — so you do not start on one. Paste the procedure you already have, whatever shape it is in: a cancellation SOP, a page of training notes, the sheet of what the office may offer. It comes back as headings, questions, the answers under each question and a checklist, for you to correct rather than compose.
Your wording
It follows what your document says, not our idea of how a call should go.
Your approval
Every line arrives as a suggestion you can retype, relabel or drop. Nothing reaches your team until you publish it.
Never uploaded
The reading happens in your own browser. Only the script you approve is saved — so you can try it with a real internal document.
It reads the shape of a document rather than the meaning of it, so it will label some lines wrongly and you change those with a dropdown. A version that understands what it is reading is next, and it is in every plan at no extra cost when it lands.
Why this exists
I take calls for a living. I got a week of training for a job that takes months, and learned the rest of it by getting things wrong on real customers while they waited.
That is normal, and it is expensive — for the customer on the phone, for the company paying for the mistake, and for the person who quits at month four because the job feels impossible.
So I built the screen I wanted in front of me. Then people who run teams told me they wanted the same thing for the opposite reason: so that what they trained still happens after the trainer leaves the room.
— Edwin C., who built RetainFlow and still answers the phone
Pricing
Only the number of people changes. Cheaper than replacing one rep who left because the job felt impossible.
A small team on the phones.
$49 /month
or $490/year — two months free
Up to 5 people
Most teams
A shift, a desk, or a whole department.
$119 /month
or $1,190/year — two months free
Up to 15 people
Several teams, one way of working.
$279 /month
or $2,790/year — two months free
Up to 40 people
In every plan
Buy now and you are set up in minutes. Prefer to try it first? 14 days free, no card, cancel any time.
Payments are handled by Gumroad, our payment processor.
Questions
No. It is for any team where somebody answers the phone and has to get something right — two people at a desk or two hundred on a floor. The smallest useful team is two: with one person, the process is already in their head.
It is built around the shape of a call, not a sector. If your people follow a process, choose between options, and write a note afterwards, it fits. You write the questions, so the wording is yours — we do not assume anything about what you sell.
No. It does not touch your calendar, your CRM or your billing, and it connects to nothing. It guides the call and writes the note, which you paste wherever you already work. That is on purpose. Connecting two systems together means IT people, permissions and a project — and a tool that needs a project before it helps anybody usually never gets started. This one works on Tuesday.
No. Answers are assembled in the rep's browser and copied to their clipboard. Names, account numbers, card details, what somebody complained about — none of it reaches our servers. We keep that a call happened, why, and how long it took, so managers get numbers. That is the whole list.
An afternoon for the first call type, and you never start on a blank page: begin from a ready-made script, or paste in the procedure you already wrote and correct what comes back. You do not have to write down everything your team does before any of it is useful — one call type is enough to start.
There is nothing to learn. They click why the customer called and answer what is on the screen, in order. The hard part — what to offer, what they are allowed to offer, working out a refund — is what the screen does for them.
That is one of the main reasons this exists. Set what a rep can offer alone, what needs a manager, and what is never allowed. It turns amber as they type the number, before it is said out loud.
It stays, and you can still read it and copy it out. The account becomes read-only rather than dark. We are not going to hold your own process hostage.
Nothing changes under them. Editing makes a draft; reps keep seeing the published version until you publish the new one. A script cannot change halfway through a conversation.
Set up one call type this afternoon and that is one call they will not be guessing their way through.
No card needed. Cancel any time. Your scripts stay yours either way.