Automate QBR preparation

Automate QBR preparation

Quarterly Business Reviews are some of your highest‑leverage meetings—but preparing for them can swallow entire days. If your CSMs are hunting through dashboards, tickets, and contracts just to build slides, they have less time left to actually strategize with customers.

Why manual QBR prep drags teams down

When every QBR starts with a scavenger hunt, both the quality and volume of your reviews suffer.

• Shallow conversations: CSMs rush to assemble screenshots and basic stats, leaving little time to uncover real insights or recommendations.
• Uneven coverage: Smaller accounts get skipped because the prep burden is too high, even though they still have churn and expansion potential.
• Inconsistent story: Different CSMs define “health” and “usage” differently, so customers see a different picture depending on who presents.
• Burnout and opportunity cost: Highly skilled CSMs become report builders instead of trusted advisors.

UpdateMate helps you standardize and automate QBR prep so every review is grounded in the same high‑quality data and story.

What a great QBR brief includes

Strong QBRs follow a familiar pattern that makes it easy for both your team and your customers to stay aligned.

• Clear health snapshot: A simple view of logins, adoption, and support sentiment that shows whether the account is trending up or down.
• Usage story over time: Key metrics for the last quarter—active users, feature adoption, value moments—framed against goals and previous periods.
• Support and risks summary: A concise view of major incidents, recurring themes, and any open risks that need attention.
• Opportunities and next steps: Concrete recommendations for deeper adoption, new use cases, or expansions that support the customer’s goals.

With UpdateMate, you can generate this brief automatically for every QBR, regardless of size or segment.

How to automate QBR prep with UpdateMate

You can build a “QBR Assistant” agent that compiles data, writes a first draft of the narrative, and packages everything into a customer‑ready brief.

1. Connect your CRM, support, and product tools

Start by letting UpdateMate pull context from the systems your team already trusts.

“Connect to Salesforce (or HubSpot), our ticketing tool (for example, Zendesk), and our product analytics (such as Amplitude or Mixpanel).”

This gives the agent a complete view of the account’s history, usage, and commercial context.

2. Trigger QBR prep at the right moment

Next, define when the brief should be prepared so your CSMs never have to remember manually.

“Check my Google Calendar for events with ‘QBR’ or ‘Business Review’ in the title. For each customer meeting scheduled in the next 3–5 days, generate a QBR brief.”

You can also trigger based on renewal dates—for example, automatically preparing a QBR 90 days before renewal for key accounts.

3. Compile a standardized account dossier

Then, have UpdateMate assemble the information your CSMs normally gather by hand.

“For the past 90 days, pull: 1) active user trends and key feature adoption, 2) top support themes and critical incidents, 3) current plan, contract value, and renewal date, and 4) known stakeholders and champions.”

Ask the agent to highlight notable changes—such as spikes in usage, new teams onboarding, or a drop in logins after a key incident.

4. Generate a QBR brief your team can refine

Finally, turn that raw data into a structured document that’s 80% of the way to a finished presentation.

“Create a Google Doc or Notion page titled ‘[Customer] QBR Brief’. Organize it into sections: Health Overview, Usage Trends, Support & Risks, and Recommendations. Add a short executive summary at the top in plain language.”

You can also have UpdateMate drop the link into the CSM’s calendar event and Slack them a summary, so they can fine‑tune the recommendations instead of starting from scratch.

With QBR prep automated by UpdateMate, your team spends less time building decks and more time having strategic conversations that grow retention and expansion.