
AI-powered QBR meeting agents are revolutionizing how Key Account Managers prepare for and conduct their quarterly business reviews. These agents automate the tedious aspects of QBR preparation, from data gathering to presentation creation, allowing managers to focus on building relationships and driving strategic discussions. This technology streamlines workflows, reduces preparation time, and enhances overall meeting effectiveness.
Before Meeting
Your AI agent automatically gathers relevant data, creates performance dashboards, and drafts an executive summary. You walk into the preparation phase with a comprehensive overview of the account's performance.
During Meeting
As you review the data and discuss strategic initiatives, your AI agent can provide real-time insights, suggest talking points, and update the presentation with key decisions. This keeps the meeting focused and productive.
After Meeting
Post-meeting, your AI agent generates a summary of key decisions, assigns action items, and tracks progress. This ensures accountability and keeps the account moving forward.
What you’ll need
You don't need to be a developer to set up this integration. Follow this simple guide to get started:
- Meeting Notetaker Agent template
- Calendar account
- Meetings to join
- Relevance AI Account

Who this agent is for
This agent is designed for Key Account Managers, Customer Success Managers, Sales Directors, and anyone responsible for conducting Quarterly Business Reviews (QBRs) with clients. It's ideal for individuals and teams who manage multiple client accounts and need to efficiently prepare for and conduct impactful QBRs. Whether you're a seasoned account manager or new to the role, this agent simplifies the QBR process and ensures you deliver consistent, high-quality reviews.
How this agent makes QBRs easier
Automate data gathering and analysis
Instead of manually compiling data from various sources, the agent automatically gathers relevant metrics and presents them in a clear, concise dashboard. This saves significant time and reduces the risk of errors.
Generate executive summaries and talking points
The agent automatically generates executive summaries that highlight key performance trends and suggest talking points for the QBR. This helps you focus on the most important aspects of the account's performance.
Suggest strategic recommendations
Based on account history, industry trends, and best practices, the agent can suggest strategic recommendations for the client. This helps you add value to the QBR and position yourself as a trusted advisor.
Create professional presentations
The agent can automatically create professional presentations with key data points, charts, and graphs. This ensures that your QBRs are visually appealing and easy to understand.
Benefits of AI Agents for Key Account Managers
What would have been used before AI Agents?
Key Account Managers traditionally relied on manual data gathering, spreadsheet analysis, and presentation creation to prepare for QBRs. This process was time-consuming, prone to errors, and often resulted in inconsistent meeting quality. They would spend valuable time compiling data, creating charts, and writing summaries, taking away from their core responsibilities of relationship building and strategic planning.
What are the benefits of AI Agents?
AI agents offer a streamlined and automated approach to QBR preparation, freeing up Key Account Managers to focus on more strategic tasks. The most significant benefit is the time saved by automating data gathering, analysis, and presentation creation. The agent handles everything from pulling relevant metrics to generating executive summaries, reducing the administrative burden on the manager.
AI agents also improve the quality and consistency of QBRs by ensuring that all key data points are included and presented in a clear, concise manner. This helps managers deliver impactful reviews that demonstrate the value of their services. Furthermore, the agent provides strategic insights and recommendations, helping managers add value to the QBR and strengthen their relationships with clients.
By integrating with existing CRM and data analytics tools, the agent provides a seamless and user-friendly experience. This eliminates the need for manual data entry and ensures that all information is accurate and up-to-date. Ultimately, AI agents enhance productivity, reduce stress, and allow Key Account Managers to focus on building strong client relationships and driving business growth.
Traditional vs Agentic meeting planning
Traditionally, Key Account Managers spent days preparing for each QBR, manually compiling data and creating presentations. Now, AI agents automate this, freeing up time for client engagement. Before, finding key performance insights required hours of spreadsheet analysis. With an agent, performance dashboards are generated instantly, highlighting key trends. Strategic recommendations used to be based on gut feeling and limited data. Now, they're data-driven and informed by industry best practices. Creating presentations was a time-consuming task. The agent automates this, ensuring consistent branding and visual appeal. Finally, manual follow-up was prone to errors and delays. The agent automates action item assignment and progress tracking, ensuring accountability.

Tasks that can be completed by a QBR Meeting Planner Agent
Key Account Managers juggle numerous tasks, from managing client relationships to developing strategic plans and driving business growth. A QBR meeting planner agent can handle many of the administrative tasks associated with preparing for and conducting QBRs, allowing managers to focus on their core responsibilities.
Finding Optimal Meeting Times
The agent analyzes the availability of all participants and suggests the best possible meeting times, considering time zones, preferences, and existing commitments.
Gathering and Analyzing Data
The agent automatically gathers relevant data from various sources, such as CRM systems, marketing automation platforms, and sales databases, and presents it in a clear, concise dashboard.
Generating Executive Summaries
The agent automatically generates executive summaries that highlight key performance trends and provide an overview of the account's performance.
Creating Presentations
The agent can automatically create professional presentations with key data points, charts, and graphs, ensuring that the QBR is visually appealing and easy to understand.
Suggesting Strategic Recommendations
The agent can suggest strategic recommendations based on account history, industry trends, and best practices, helping managers add value to the QBR.
Recording Meeting Minutes and Action Items
The agent can record meeting minutes, track action items, and send follow-up emails to ensure that everyone is aware of their responsibilities.
Integrating with Video Conferencing Platforms
The agent can integrate with video conferencing platforms like Zoom, Google Meet, and Microsoft Teams, automatically generating meeting links and adding them to the calendar invitations.
Handling Time Zone Conversions
The agent automatically converts meeting times to each participant's local time zone, eliminating confusion and ensuring everyone attends at the correct hour.

Things to Keep in Mind When Building a QBR Meeting Planner Agent
Building an effective QBR meeting planner agent requires careful planning and attention to detail. The goal is to create an agent that seamlessly integrates with your existing workflows and provides a user-friendly experience for all participants.
Define Clear Objectives
Before you start building your agent, define clear objectives for what you want it to achieve. Do you want to reduce preparation time, improve meeting quality, enhance client engagement, or all of the above? Having clear objectives will help you prioritize features and measure success.
Integrate with Existing Systems
Ensure that your agent integrates seamlessly with your existing CRM, data analytics, and presentation tools. This will make it easier for users to adopt the agent and incorporate it into their daily routines.
Prioritize User Experience
Make sure that the agent is easy to use and intuitive. The interface should be clean and uncluttered, and the QBR preparation process should be straightforward and efficient.
Automate Data Gathering and Analysis
Configure the agent to automatically gather and analyze relevant data from various sources. This will save significant time and reduce the risk of errors.
Provide Customizable Templates
Allow users to customize the agent's templates to match their branding and presentation style. This will ensure that the QBRs are consistent with your company's image.
Handle Time Zone Conversions Accurately
Ensure that the agent accurately converts meeting times to each participant's local time zone. This is especially important for teams that are distributed across different geographic locations.
Test Thoroughly
Before you roll out the agent to your entire team, test it thoroughly to ensure that it is working correctly and that it meets your objectives. Gather feedback from users and make any necessary adjustments.
Continuously Improve
Once your agent is live, continue to monitor its performance and gather feedback from users. Use this information to identify areas for improvement and make ongoing enhancements.
The Future of AI Agents in QBR Planning
The future of AI agents in QBR planning is bright, with advancements in natural language processing, machine learning, and artificial intelligence promising to further streamline and enhance the QBR process. Future agents will be able to understand complex client needs, anticipate potential challenges, and proactively suggest solutions.
AI agents will also become more personalized, learning individual client preferences and tailoring their recommendations accordingly. They will be able to identify preferred communication styles, presentation formats, and even preferred topics of discussion, creating a more seamless and engaging QBR experience.
Furthermore, AI agents will play a larger role in facilitating collaboration and communication during QBRs. They will be able to transcribe meeting minutes, track action items, and even provide real-time translation services, making QBRs more productive and inclusive.
AI agents will also integrate with other business applications, such as project management tools and CRM systems, providing a holistic view of client-related activities and enabling better decision-making.
Ultimately, the future of AI agents in QBR planning is about creating intelligent systems that not only automate the QBR process but also enhance client relationships, improve communication, and drive better business outcomes.
