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QBR scheduling

Updated

Overview

Quarterly Business Reviews (QBRs) are structured meetings with your clients to review the past quarter's performance and plan ahead. CRM handles the full QBR workflow — creating the record, generating AI-written slide content from live data, scheduling the meeting, and inviting attendees.

Creating a QBR Record

  1. Go to QBR in the left navigation.
  2. Click New QBR.
  3. Select the Company — the client this QBR is for.
  4. Enter the Period — for example, Q1 2026 or Q2 2026.
  5. Assign an Owner — the account manager running the review.
  6. Add any internal Notes.
  7. Click Save. The QBR starts in Draft status.

Cross-Populating Data

Instead of manually typing out metrics, CRM can pull real data from connected products. The pull is not on an individual review record: it is the One-Click QBR control on the QBR > Reviews list.

  1. Go to QBR > Reviews.
  2. Pick the Company and click Generate QBR. CRM looks that company's review up, or creates one.
  3. CRM collects data from:
    • PSA — open tickets, closed tickets, contract details.
    • RMM — device counts and active alerts.
  4. The data fills in the relevant slide content automatically.

Cross-populate only pulls whatever data is available. If you do not have all products connected, the slides for those sections will be partially empty — which you can fill in manually.

Generating the AI Narrative

Once the data is populated, you can have THEO write the executive summary slide:

  1. Click Generate Narrative.
  2. THEO reviews the cross-populated data and writes a concise executive summary covering highlights, risks, and recommended actions.
  3. Review and edit the narrative before the meeting. You can regenerate it as many times as you like.

Managing Slides

Each QBR has an ordered set of slides. Common slide types include:

  • Title slide
  • Executive summary
  • Metrics and performance
  • Open items and action items
  • Roadmap and upcoming projects

Click Deck Studio on the QBR record to edit the deck: toggle blocks from the library, drag to reorder them, and tune each block's content. Present runs it full-screen on the day of the meeting, and the record's Presentation tab shows the generated slide thumbnails.

Scheduling the Meeting and Sending Invitations

  1. Open the QBR record.
  2. Click Schedule.
  3. Pick a Date and Time for the meeting.
  4. CRM records the scheduled time and moves the QBR status to Scheduled.
  5. Click Invite to invite attendees:
    • Enter each attendee's Name and Email.
    • Use + Add another for a second attendee on the same invite.
    • Click Send Invites. CRM records each invitee and emails them an invitation. CRM does not track RSVP replies, so there is no accepted/declined status to read.

Setting Up Recurring QBR Schedules

A schedule records the cadence and the next review date for a client, so the next review is on the calendar instead of in somebody's head:

  1. Go to QBR > Schedules.
  2. Click New Schedule.
  3. Select the Company.
  4. Set the Frequency — Monthly, Quarterly, Semi-Annual or Annual.
  5. Set the Next Date.
  6. Click Create Schedule. The list then shows each client's frequency and its next date.

CRM does not create the next QBR record for you. The schedule tells you when a review is due; create the record yourself when the time comes — see Creating a QBR Record above.

Frequently Asked Questions

What happens after I mark a QBR as Completed?

The QBR record closes out and stays on the company record. CRM does not create the next QBR record for you — the schedule's Next Date tells you when the next review is due, and you create the record when the review happens.

Can I regenerate the narrative after editing slide content manually?

Yes. Click Generate Narrative again at any time. Be aware this will replace the current narrative text. Save a copy if you want to keep it.

Can attendees access the slide deck before the meeting?

Not directly from the invitation. The slides are viewed inside CRM. You can present from the CRM QBR page during the meeting or export the content to share externally.

Can the cross-populate step be run more than once?

Yes. Run it again any time to refresh the data, for example if new tickets closed or revenue figures updated after you first ran it.

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