How to automate Quarterly Business Reviews

A quick overview on how to save 150 hours of work

Quarterly business reviews can be that thing you always look forward to because you know that it will help you achieve your goals with your customers, but also dread, because of the work it takes to put together. It can be painstaking. The sort where you don’t mind prepping for the call, rehearsing what to say, and giving an incredible experience for the customer, but jumping from tool-to-tool to get there can be frustrating.

We felt that way too so we created a way to automate QBR decks (or really and PDF deck generation from a template). We also have a bunch of integrations to pull from that can help fill out the deck for you.

This is a quick guide on how to automate that.

But first a quick glimpse:

I know the video might be fast (it’s actually a gif), but we’ll break it down a bit.

The setup

Step 1 - Create a template.

The material you share for each customer can be a little bit different from what you’re populating from customer to customer, but the entire structure is relatively similar. This makes QBR decks a perfect candidate for starting with a template.

Step 2 - Drag and drop fields into your template using Callypso.

Once you have your template simply upload it to Callypso. Then drag and drop the fields you want.

In this example, I populate the Account Name from our CRM (Salesforce). You can use any field from any of our integrations to populate information here so it’s configurable. Think Zendesk tickets, Freshdesk, notes, any data point that we detect can be pulled in automatically.

Step 3 - Choose the customer(s) to apply this template to.

Step 4 - Let the tool fill out the fields and automate your qbr deck creation.

Voila!

I did an easy one by pulling in the account’s name but here’s a more complex one of pulling in ticketing data:

This one pulled from Zendesk tickets. It pulled in the type, subject, status, and priority. Now you don’t have to go and manually click and search for all of this for your entire book of business.

Now thing of automating this data pull for all the main data points you’d need in a QBR across your entire book of business.

Doing this once could save 1.5 hours or more. Doing it a hundred times saves 150 hours +++.

Before and after

Before doing it this way we anticipate it takes reps 2.5 hours to complete the average QBR deck. With this type of automation, it can cut it down to 45 minutes or less. This gives you a ton of time back in your day to focus on the outcomes of the QBR and time to spend with customers.

Before this automation, CSMs, AEs, and AMs, spent their time in deck-creation-purgatory. Now they can get time back in their day to focus on delivering value to customers.

Please email me your thoughts at michael at callypso dot io!! I’d love to hear from you!