A quarterly business review template is a ready-made deck for looking back at the last 90 days of a business relationship and agreeing priorities for the next quarter. It gives every QBR the same agenda, metrics and action list.
A QBR template is the fixed structure you reuse every quarter to review how a partnership performed against what was promised. Both sides see the same results, the same targets and the same open issues, so the meeting is about decisions rather than collecting facts.
Account and customer success teams run QBRs with their customers. Procurement and IT teams run the mirror image with their key suppliers: the buyer sets the agenda, brings the usage and spend data, and holds the vendor to its service levels before the next renewal.
A standard QBR runs for about an hour, every 90 days, with decision makers from both sides. The template keeps each section to its time slot so the roadmap and action items never get squeezed out.
Who is in the room, the purpose of the meeting and the time each section gets.
The quarter in three lines and how it lines up with the goals agreed last time.
What was delivered or launched, with the outcome each one produced.
KPIs against target, spend against budget and the value returned.
What went wrong, the root cause and what changes next quarter.
Next quarter's initiatives, then actions with owners and deadlines.
Ready to use in PowerPoint, Google Slides and PDF. Fill it in, save it, reuse it.
Two weeks out, pull usage, spend, SLA and ticket data for the quarter. Ask the other side for theirs.
Fill the deck and send it as a pre-read three working days before. Nobody should see a number for the first time in the room.
Run the seven sections to time. Spend the most minutes on metrics and the roadmap.
Close with action items, each with one owner and a date. Read them back before anyone leaves.
Send minutes within 48 hours and open next quarter's deck with this quarter's actions.
The simplest QBR is three slides: What happened, How we measured it, What we do next. Add the full seven-section agenda once the meeting is a habit.
Copy this agenda onto your first slide and keep the timings visible. If the meeting runs over, cut from milestones, never from action items. The download has one slide per section plus a title and appendix slide.
Attendees and roles, the purpose of this QBR and the agenda with timings. Confirm last quarter's actions are closed or carried over.
Three lines on the quarter, the overall RAG status and how results map to the goals both sides agreed.
Deliverables completed, features launched, projects closed and the business result of each.
KPIs against target, trend over four quarters, spend against budget and the value delivered for the money.
Missed targets, incidents and escalations, with root cause and the fix already in place or proposed.
Priorities for next quarter, upcoming releases or projects, and any change to scope, volume or contract.
Each action with one named owner and a deadline, plus the date of the next QBR.
A vendor QBR between a buyer and its analytics supplier. Illustrative company and figures.
Vendor: [Orbit Analytics] Buyer: [Lumen Retail] Quarter: [Q3 2026] Overall status: [Amber] 1. Delivery: [Dashboard migration finished on 14 Aug, two weeks late.] 2. Service: [Uptime 99.95% against a 99.9% SLA; two P1 incidents, both closed inside 4 hours.] 3. Value: [Licence use at 71% of 400 seats; 115 seats unused at renewal.] Ask for this meeting: [Agree a seat true-down before the 1 Feb renewal notice date.]
Illustrative data. Keep the summary to three numbered lines and one ask.
Pick metrics both sides agreed at the start of the contract, so nobody argues about definitions in the room. Show four quarters of trend for the two or three that matter most. Leave everything else in the appendix.
| KPI | Target | Q2 | Q3 | Status |
|---|---|---|---|---|
| Uptime | 99.9% | 99.97% | 99.95% | On track |
| P1 response time | 1 hour | 40 min | 75 min | Missed |
| Tickets closed in SLA | 95% | 96% | 93% | At risk |
| Licence utilisation | 85% | 74% | 71% | At risk |
| Spend vs budget | 100% | 98% | 101% | On track |
| Milestones on time | 4 of 4 | 3 of 3 | 3 of 4 | At risk |
Illustrative KPIs and targets from the sample vendor QBR. See more vendor management KPIs.
One calculation, agreed in advance, so the value discussion stays factual.
Illustrative figures. Unused seats count against ROI, so true them down at renewal.
Most published QBR decks are written for sellers presenting to customers. The buyer version uses the same seven sections, but the data comes from your own contract, spend and usage records, and the roadmap includes your renewal plan. That shifts the meeting from a sales pitch to a performance review.
| Supplier tier | QBR frequency | Who attends |
|---|---|---|
| Strategic (top spend or critical) | Quarterly | Executive sponsor, business owner, procurement |
| Important | Twice a year | Business owner, procurement |
| Transactional | Annual review only | Procurement |
A common tiering approach; adjust to your own supplier list. Read more on supplier performance management.
Send minutes within 48 hours while memories are fresh. Keep them to one page: decisions, actions and the next meeting date. The action log carries forward, so the first slide of next quarter's deck is this table.
QBR minutes: [Vendor] and [Company], [Quarter] Date: [Date] Attendees: [Names and roles] Decisions 1. [Seat count reduced from 400 to 300 at renewal, effective 1 Feb.] 2. [Vendor to report P1 response time weekly until back within SLA.] Risks raised - [Two-week slip on the migration; no further slip accepted.] Next QBR: [Date, time, location or link]
| Action | Owner | Deadline | Status |
|---|---|---|---|
| Send 12-month usage report by user | Vendor account lead | 24 Oct | Open |
| Confirm seat true-down in writing | Procurement | 31 Oct | Open |
| Root cause report on two P1 incidents | Vendor technical lead | 17 Oct | Done |
| Share Q1 data platform plans | Business owner | 15 Nov | Open |
Illustrative action log.
Here is the full deck for the sample review between Lumen Retail and Orbit Analytics. Write each slide title as a sentence that states the finding, so someone reading only the titles still gets the story.
| Slide | Title as written | Content |
|---|---|---|
| 1 | Q3 business review: Orbit Analytics | Date, attendees, agenda with timings |
| 2 | Q3 was amber: service held, adoption lagged | Three-line summary and the one ask |
| 3 | Migration finished, two weeks late | Milestones with planned and actual dates |
| 4 | Uptime beat SLA; P1 response missed | KPI table with status colours |
| 5 | 115 seats paid for but unused | Utilisation trend over four quarters |
| 6 | Value covered cost this quarter | ROI calculation |
| 7 | P1 delays came from out-of-hours cover | Root cause and fix |
| 8 | Q4: self-serve reports for store managers | Roadmap and dependencies |
| 9 | Renewal on 1 Feb: true down to 300 seats | Commercial position and dates |
| 10 | Five actions, each owned | Action log and next QBR date |
Illustrative deck for a fictional buyer and supplier.
Bring contract terms, renewal dates and price benchmarks to every vendor QBR with Spendflo.
See how it worksRed, amber or green rating for each goal or KPI, so problems stand out on one slide.
Service level agreement: the measurable targets, such as uptime or response time, written into the contract.
A fee reduction the vendor owes when it misses an SLA target, if the contract provides for one.
Seats or volume actually used, divided by what you pay for.
Reducing licences or volume to match real usage, usually only allowed at renewal.
The senior person on each side who can approve changes to scope, budget or the relationship.
Share the deck three working days ahead so the meeting is spent on decisions.
Measure the same KPIs every quarter, defined the same way, so trends mean something.
Without someone senior on each side, nothing beyond small fixes gets approved.
Check SLAs, service credits and the renewal date before every vendor QBR.
Opening with the old action log shows whether commitments are kept.
If most slides are product updates, ask the vendor to move them to the appendix.
Ten to twelve slides is enough; detail belongs in the appendix.
An action owned by a team is owned by nobody, so name one person.
Bring up seat counts and pricing two QBRs before the notice date, not at the last one.
Schedule 60 minutes with both sponsors and agree five to eight KPIs from the contract.
Export spend, usage, SLA and ticket figures for the quarter, and ask the other side for theirs.
Complete the seven sections and send the deck as a pre-read three working days before.
Keep to the timings, read back the actions and send minutes within 48 hours.
Lumen pays for 400 seats at 480.00 per seat a year; usage shows 285 active. The QBR deck put utilisation on slide 5 and the renewal date on slide 9. Orbit agreed to renew at 300 seats, cutting the annual cost from 192,000.00 to 144,000.00. Illustrative figures.
Every part on this page, in PowerPoint, Google Slides and PDF, with the examples filled in.
Procurement leads, the vendor presents performance, and the roadmap covers renewal, pricing and scope changes.
Customer success leads, the focus is adoption and outcomes, and the roadmap shows how the customer gets more value.
A team reports to leadership on goals, budget and headcount; drop the commercial slides and add hiring and spend.
Best for presenting to executives.
Best when both sides edit the deck.
Agenda, minutes and action log, ready to print.
Spendflo has handled 15,000+ agreements, at 30% average savings on software spend.
See your savingsA good quarterly business review template keeps the meeting short, factual and focused on decisions. For vendor QBRs, the real payoff comes when the review feeds directly into the renewal.
Quick answers to what people ask most about the quarterly business review template.
A quarterly business review should cover an agenda, an executive summary, milestones and wins, metrics and ROI, challenges, the next quarter's roadmap and action items with owners. Download the template on this page to get all seven sections laid out as slides with timings.
A good QBR is about an hour long, sends data ahead as a pre-read and ends with owned actions and a date for the next review. It spends most of its time on metrics and the roadmap, not on product updates. The free download follows that structure.
Yes, the example part above shows a ten-slide deck for a fictional retailer reviewing its analytics supplier, with each slide title written as a finding. Download the template to get the same slides ready to edit in PowerPoint or Google Slides.
A typical business review compares a quarter's results with targets, explains misses and agrees next steps, as in the filled executive summary and action log above. You can download the template and replace the sample figures with your own.
You can download a free QBR template from this page in PowerPoint, Google Slides or PDF. It includes the 60-minute agenda, a metrics and ROI slide, a vendor prep checklist and a minutes and action log.
Vendor management
Purchase orders
Contracts
Sourcing and RFx
Budgets and business cases
Procurement
Accounts payable
Purchasing
Software buying
Supply chain
Spendflo keeps contracts, renewal dates and software price benchmarks in one place, so your next supplier review starts with the facts.
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