Use case · Meeting assistant and QBR recap
Leave the QBR
with the recap already written
Briefed from the record before it starts, captured while it runs, checked against the contract as it goes, and written up before anyone has a chance to remember it differently.
- Briefed an hour before
- Commitments captured in the room
- Checked against the signed SOW
Delivery
Sample dataOpen
AnyCRM. Delivery.
Before
The brief, an hour before, read from the account, not from a folder. Two service levels missed since the last review, Both on the escalation path. Their new operations director joined in March, Has never seen a QBR from you. Open commitment from the last QBR, Reporting change, still not delivered
During
It joins, listens and captures, transcript, decisions and owners. "If you can get the weekend cover in place we will look at moving the second queue across." Operations Director, in the call Decision captured. Expansion signal
Risk
Weekend cover was agreed in the room and is not in the contract. The SOW scopes weekday coverage on this queue. Saying yes in a QBR without a change note means delivering something unpriced, or retracting it next month in front of a new director. Outside scope.
Your call
Three moves offered: Raise a change note and price the weekend cover; Offer four weekends as a trial, written down; Clarify in the recap that it needs a scope change. The recap does not go out until you pick.
Resolved
Change note raised on the account, Weekend cover, owner and date attached. Last QBR's open commitment closed, Reporting change shipped and confirmed in the recap. Nothing agreed out loud is left undocumented. Commitments owned. Expansion signal on the deal.
Deliverables
QBR recap, Decisions, owners, dates and the change note. Tasks created, One per commitment, both sides. The email to the client, Written, waiting for your send. Sent to Orchardline Systems, filed on the account, the change note open with an owner.
Close
The QBR ends when the call ends.
Orchardline Systems, whose new operations director had never seen a QBR from you, and asked for weekend cover in the room.
How it works
Four steps, and none of them is typing.
- 1
Briefed an hour before.
Orchardline Systems
Sample- Raise it first
Two service levels missed since the last review
Both on the escalation path
- From the contacts
Their new operations director joined in March
Has never seen a QBR from you
- Owed
Open commitment from the last QBR
Reporting change, still not delivered
Service levels missed since the last review, the commitment still owed from it, and the fact that the person in the chair joined in March and has never seen one of these.
- 2
It joins, listens and captures.
Meeting
Sample“If you can get the weekend cover in place we will look at moving the second queue across.”
Operations Director, in the call
Decision capturedExpansion signalTranscript, decisions and owners, including the expansion signal somebody dropped into the middle of a sentence about weekend cover.
- 3
A promise outside the SOW, flagged.
Orchardline Systems
SampleWeekend cover was agreed in the room and is not in the contract.
Outside scopeAgreeing weekend cover on a weekday-scoped queue means delivering something unpriced or retracting it next month. Raise a change note, offer a written trial, or clarify in the recap that it needs a scope change.
- 4
The recap goes out the same day.
Documents
SampleQBR recap
Decisions, owners, dates and the change note
Tasks created
One per commitment, both sides
Recap sent
Decisions, owners, dates and the change note, as a document and as an email written and waiting for you to send, with a task created for every commitment on both sides.
The risk beat
When something turns, it tells you and shows you the moves.
Here the turn is: Weekend cover was agreed in the room and is not in the contract. Three moves were offered and a person took one: raise a change note and price the weekend cover.
Risk beat · AnyCRM AI
Sample data- 1
Detection
Weekend cover was agreed in the room and is not in the contract.
- 2
Explanation
The SOW scopes weekday coverage on this queue. Saying yes in a QBR without a change note means delivering something unpriced, or retracting it next month in front of a new director.
Outside scopeMatched against the signed SOW - 3
Options
- Raise a change note and price the weekend cover
- Offer four weekends as a trial, written down
- Clarify in the recap that it needs a scope change
- 4
Human choice
Raise a change note and price the weekend coverA person presses one. Nothing is sent or written until then.
- 5
Resolution
Nothing agreed out loud is left undocumented.
Every commitment from the call is on the account with an owner, and the one that changed the scope is a priced change rather than a favour someone remembers differently.
Commitments ownedExpansion signal on the deal
Where the answers come from
The record you already have.
A quarterly review is a conversation about a record both sides half remember. The record itself already holds the missed service levels, the open commitment and the person who joined in March.
Service level history
What has been met and missed since the last review
The last QBR recap
Including the commitment that was never closed
Contact records
Who is new, who has moved, who has never attended
The output
The pre-read brief
Every line points back at one of these.
The meeting transcript
Decisions and owners, captured as they are said
The signed SOW
What is in scope, so a promise can be checked
The activity timeline
Every call, email and task since the last review
What you receive
Documents, not a dashboard.
A recap that goes out the same day with owners and dates on every commitment, and a change note where something agreed out loud sits outside the contract.
See the full CS Teams pageThe pre-read brief
The pre-read brief
What to raise first, and who is in the room
- Tasks
The QBR recap
Decisions, owners, dates and open items
- Tasks
Tasks on both sides
One per commitment, with a date
The change note
The change note
Where something agreed sits outside the contract
Why BPOs need this
What we heard, in their words.
The problem
The recap goes out four days later and half of it is guessed.
A customer success lead
The problem
We agreed something in a QBR and delivered it free for a year.
A delivery manager
The problem
Last quarter's commitment surfaced when the client raised it.
An account director
Questions
The honest answers.
Does it join the call itself?
Yes, and it captures the transcript, the decisions and the owners. The brief that prepares you for it comes from the account an hour before.
How does it know something is out of scope?
It matches the commitment against the signed SOW on the account. A weekday-scoped queue and a weekend promise do not reconcile, and it says so before the recap goes out.
Who sends the recap?
You do. It is written, the tasks are drafted, and nothing reaches the client until a person presses send.
What happens to the expansion signals?
They are captured on the deal as signals with the quote behind them, so the renewal conversation later has them rather than starting from scratch.
The meeting assistant in full: how it briefs from the account, what it captures in the room, and how commitments become tasks and change notes on the record.
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