AI QBR Prep Agent

Auto-generate Quarterly Business Review briefs in under a minute. The agent scans your CRM for upcoming QBRs, pulls usage + support + call data for each account, and uses GPT-4 to write a structured QBR brief directly into a Google Doc. Cuts 4-6 hours of manual prep down to seconds.

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What this replaces

CSMs typically spend 4-8 hours per QBR pulling data from 4-5 systems, screenshotting dashboards, and writing talking points by hand. By the time they're done, the data is already stale. This agent runs every Monday morning and produces a fresh brief for every QBR scheduled in the next 7 days.

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Prerequisites

• n8n instance (self-hosted or n8n Cloud)
• Salesforce with API access (or HubSpot — see "Alternate CRMs" below)
• Gong account with API access (or Chorus/Fireflies — see "Alternate Call Tools")
• Zendesk account with API access
• Mixpanel project with Service Account key (or Amplitude)
• OpenAI API key with GPT-4 access
• Google account with Docs API enabled

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Setup Steps

1. Import the workflow

In n8n, go to Workflows → Import from File and select workflow.json.

2. Configure credentials (in order)

Salesforce (OAuth2)

• Credentials → New → Salesforce OAuth2
• Connected App with api + refresh_token scopes
• Required read access: Account, Opportunity, Event (for QBR calendar entries)

Gong API

• Credentials → New → HTTP Header Auth
• Header name: Authorization
• Value: Basic
• Or use the official Gong API key from Settings → Company → API

Zendesk API

• Credentials → New → Zendesk API
• Subdomain, email, API token (from Zendesk → Admin Center → Apps & integrations → Zendesk API)

Mixpanel Service Account

• Credentials → New → HTTP Header Auth
• Header: Authorization: Basic

OpenAI

• Credentials → New → OpenAI
• API key from platform.openai.com → API Keys

Google Docs

• Credentials → New → Google Docs OAuth2
• Required scope: https://www.googleapis.com/auth/documents

3. Configure the QBR detection query

• Open the "Find Upcoming QBRs" node (Salesforce)
• Default SOQL filter: Subject LIKE '%QBR%' AND ActivityDate >= TODAY AND ActivityDate <= NEXT_N_DAYS:7
• Change if your QBRs use different naming (e.g., EBR, Quarterly Review)

4. Set the Google Doc template

• Open the "Create QBR Doc" node
• Set parent folder ID (the Google Drive folder where briefs should land)
• Optional: pre-create a template doc and set its ID in templateId

5. Tune the GPT-4 prompt (optional)

• Open the "Generate QBR Brief" node
• The system prompt is in the System Message field
• Customize sections, tone, length to match your CS playbook

6. Activate the workflow

• Toggle to Active
• Runs every Monday at 7:00 AM server time
• Briefs land in Google Drive folder, named: QBR Brief - [Account] - [Date]

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What the AI produces

For each account, the brief includes:

Section

Source data

What GPT-4 does

Executive Summary	All sources	2-3 sentences on overall account health and trajectory
Wins to celebrate	Mixpanel + Salesforce	Top 3 adoption/expansion wins last quarter
Risks to address	Zendesk + Gong + usage drop	Top 3 risk signals with severity
Expansion signals	Mixpanel + Salesforce ops	Detected opportunities with $ estimate
Recent conversations	Gong	Summary of last 3 calls + open action items
Recommended agenda	All sources	5-point QBR agenda prioritized by importance
Talking points	All sources	5-7 ready-to-say lines for the CSM

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Alternate CRMs

• HubSpot: Replace the Salesforce node with HubSpot CRM. Use the Engagements endpoint and filter on type = MEETING with hs_meeting_title LIKE '%QBR%'.
• Pipedrive: Use the Activities endpoint, filter by type and date.

Alternate Call Tools

• Chorus: Replace Gong node with Chorus API (use the /v1/calls endpoint, filter by account_id and last 90 days).
• Fireflies: Use the Fireflies GraphQL API (transcripts query, filter by participants).
• Otter.ai: Use the Otter API (/calls endpoint).

Cost estimate

Per QBR brief:

• OpenAI GPT-4 input + output (~6k tokens): $0.20-$0.40
• All other API calls: free under standard plan limits

For a team running 20 QBRs/quarter, total OpenAI cost = ~$8-16/quarter. Compare to 80-120 CSM hours saved.

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Troubleshooting

"No upcoming QBRs found" — check your Salesforce filter. Some teams use Type = 'Customer Meeting' instead of Subject LIKE '%QBR%'. "Gong API returns empty calls" — verify the account email is the same in Gong as in Salesforce. Gong matches by participant email. "GPT-4 output is generic" — the system prompt needs more business context. Add your industry, ICP, and product description to the System Message field. "Docs created but blank" — check Google Docs API quota (free tier is 60 writes/min, easy to hit during peak runs).

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Roadmap

• v1.1 — Add Slack notification with brief link when each QBR doc is ready
• v1.2 — Auto-attach the brief to the Salesforce QBR event so the CSM sees it in their calendar
• v2.0 — Slack-Connect channel sentiment integration

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Built by OnboardSuccess — AI for Customer Success, without the vendor spin.