Key Points
- Standardized, scalable QBR templates enable MSPs to deliver consistent, outcome-focused Quarterly Business Reviews that clearly communicate IT performance, risks, and business value across all clients.
- Defined QBR workflows and internal roles reduce errors, improve efficiency, and make QBR delivery repeatableregardless of team size or client volume..
- Automated data collection using PowerShell, GPOs, registry queries, and scripts ensures accurate, up-to-date metrics for patching, security compliance, device health, and policy enforcement.
- Centralized data exports (CSV/JSON) and timestamps prevent stale reporting and manual errors, ensuring QBR data remains reliable and auditable.
- Clear, visual QBR presentation structures—including executive summaries, health metrics, and roadmaps—help clients quickly understand insights and drive strategic discussions.
When standardized and automated, Quarterly Business Reviews (QBRs) become strategic tools for communicating IT performance, identifying risks, and supporting growth planning. This article will discuss how to make a scalable Managed Service Providers (MSPs) QBR template that standardizes content structure and backend report generation.
Building a scalable QBR delivery system for MSPs
Building a scalable QBR delivery system involves three major parts: creating a system and workflow, automating and collecting data, and delivering insights. Each part consists of two sections.
📌 Recommended deployment strategies:
Building a system and workflow – Method 1: QBR template system
This step establishes a consistent and flexible template system, so QBRs are easy to produce, digest, and tailor.
📌 Use Case: MSPs looking to build a scalable QBR delivery system
- Define a master QBR template: Build a standard slide deck structure that all QBRs will follow to ensure client consistency. A template makes QBRs easier to prepare while keeping presentations focused on outcomes.
- Standardize slide design, language, and visuals: All QBR decks should have a consistent look, so clients will recognize the format quickly and digest information more easily. Professional design also reinforces the MSP’s credibility.
- Build internal documentation for QBR creation Standard Operating Procedures (SOPs): Develop a step-by-step SOP for creating QBRs to ensure that anyone can prepare them. Internal documentation also keeps the process scalable and repeatable.
Building a system and workflow – Method 2: Internal process framework for QBR execution
This step makes QBR prep a repeatable, error-free process.
📌 Use Case: MSPs who want to make QBR prep easier by defining roles and using a checklist
Task #1: Assign internal QBR roles
Defining roles simplifies QBR prep by eliminating confusion and ensuring accountability. Sample roles include the following:
- Account lead: Owns the QBR process and ensures deadlines are met.
- Data collector: Runs scripts, pulls reports, and compiles data.
- Presenter: Prepares talking points and leads the QBR meeting.
Task #2: Use a pre-QBR checklist
A checklist guarantees every QBR is focused on actionable insights. An example checklist should have the following:
- Ticket trends
- Backups
- Patch compliance
- Device health
Task #3: Schedule an internal review before the client presentation
Internal reviews prevent mistakes and ensure MSPs identify and correct errors. The review process varies by team, but generally involves an internal team walkthrough and a consistency check.
Automating and collecting data 1: PowerShell-driven data gathering
This step automates data collection using PowerShell to ensure QBRs are accurate, repeatable, and scalable.
📌 Use Case: MSPs who want to avoid manually pulling data
- Press Win, type PowerShell, then click Run as administrator.
- Copy and paste the following scripts into the prompt, then press Enter:
a. Patch Recency Audit:
Get-HotFix | Sort-Object InstalledOn -Descending | Select-Object -First 1
b. Disk Utilization Report:
Get-PSDrive -PSProvider FileSystem | Select Name, Used, Free
Task #1: Automate baseline metrics
Create consistent benchmarks for every QBR by automatically collecting:
- Patch status
- Disk usage
- Antivirus status
- Endpoint age
Task #2: Use exportable scripts that output CSV or JSON for QBR slide insertion
Save script results in CSV or JSON format to avoid copy-paste errors and ensure data is ready. Then, import the scripts into Excel or directly into QBR templates.
Task #3: Log when data was last pulled to avoid stale reporting
To do this, include a timestamp in the script outputs. An example PowerShell script looks like this:
Get-Date | Out-File “C:\QBR\LastDataPull.txt”
⚠️ Warning: Ensure you copy the correct script. Incorrect codes will result in failure or inaccurate data. (For more information, refer to: Things to look out for)
Automating and collecting data 2: GPO & Registry-based policy reporting
This step combines GPO reports and registry checks.
📌 Use Case: MSPs looking to get a clear view of client compliance posture
Pull local GPO results for inclusion in compliance slides
- Press Win, type cmd, then click Run as administrator.
- Copy and paste the following script into the prompt, then press Enter:
gpresult /scope:computer /v > “C:\QBR\GPOReport.txt”
This generates a report of all policies applied to that device.
Use registry queries to validate BitLocker, password policy, screen lock, etc.
- Press Win, type PowerShell, then click Run as administrator.
- Copy and paste the following scripts into the prompt, then press Enter:
a. BitLocker encryption check
Get-BitLockerVolume | Select MountPoint, ProtectionStatus
b. Password policy
reg query HKLM\SYSTEM\CurrentControlSet\Services\Netlogon\Parameters /v MinimumPasswordLength
c. Screen lock timeout
reg query “HKCU\Control Panel\Desktop” /v ScreenSaveTimeOut
⚠️ Warning: Ensure you copy the correct script. Incorrect codes will result in failure or inaccurate data. (For more information, refer to: Things to look out for)
Delivering insights 1: Visual delivery
This step ensures every QBR is consistent, clear, and strategically valuable
📌 Use Case: MSPs who want a well-structured QBR deck that’s clear and detailed
Your slide structure should be consistent across every QBR. For example:
- Slide 1: Executive summary with green, yellow, and red indicators.
- Slide 2-5: Metrics, security, asset health, and a roadmap.
- Slide 6: Feedback, upcoming initiatives, and next QBR date.
💡 Tips:
- Limit to 3 insights per slide
- Include “win stories” from the quarter (e.g., threats blocked, downtime prevented)
- Export a PDF + optional spreadsheet with detailed metrics appendix
⚠️ Warning: Avoid overloading slides with too much data to keep the client’s attention. (For more information, refer to: Things to look out for)
Delivering insights 2: Best practices and strategic use
This step turns the QBR into a strategic engagement tool, ensuring the right people attend, the correct follow-ups are captured, and the MSP drives ongoing value.
📌 Use Case: MSPs preparing a QBR for a client
Send the QBR presentation 48 hours in advance
Send the slide deck and the detailed appendix to give the client time to review and prepare questions.
Confirm client stakeholder availability
Ensure technical and business decision-makers are in the room. This includes the IT lead and executives, as they’ll approve budgets and projects.
Use QBRs to tee up projects, upsells, and renewals
This transitions the QBR from reporting past performance to pitching future projects.
Log client feedback and approved next steps into the PSA for follow-up
Logging feedback documents commitments and action items to avoid missed opportunities. You can do so by creating tickets for follow-up actions.
⚠️ Things to look out for
Risks | Potential Consequences | Reversals |
| Scripts fail or aren’t maintained | Incomplete or inaccurate data in QBRs | Version control scripts, test before use, assign script ownership |
| GPO or registry queries return incomplete data | QBR compliance slides become misleading | Cross-validate results using multiple sources. |
| Overloading slides with too much data | Clients lose focus and miss insights | Limit slides to 3 insights, move details to the appendix. |
NinjaOne services that help build scalable QBR delivery systems
NinjaOne can support QBR preparation by automating data collection, compliance checks, and reporting. With NinjaOne, MSPs can focus QBR meetings on strategy and client outcomes.
Script and schedule patching and disk usage audits
You can use NinjaOne’s scripting engine to run PowerShell scripts on a schedule. This automatically collects up-to-date metrics without manual effort. You can also save the results in CSV or JSON format and import them into QBR slides.
Automate tag-based ticket trend exports by client
Using NinjaOne, you can tag tickets by client, issue type, or priority and use the results to show recurring issues. This feature helps QBRs to display ticket volume trends and identify areas of productivity gains or areas requiring improvement.
Trigger registry-based compliance checks for BitLocker or password policy
NinjaOne runs compliance scripts on devices to check registry keys or use built-in modules. This provides security compliance evidence for the client and identifies risky endpoints.
Use reporting dashboards to build QBR visuals directly from real-time data
NinjaOne’s reporting dashboards aggregate live data and let you export reports as PDFs and CSVs or pull them into custom dashboards to eliminate manual slide building.
Quick-Start Guide
NinjaOne offers several features that can support creating a scalable QBR delivery system for MSPs:
1. Reporting Capabilities:
– NinjaOne has a robust Reporting feature with multiple report types– You can create scheduled reports that can be distributed daily, weekly, or monthly– Reports can be shared globally or with specific technician roles– Reports can be downloaded as PDFs and exported to CSV
2. PSA (Professional Services Automation) Tool:
– NinjaOne recently introduced a PSA tool integrated with QuickBooks– Allows automated billing and invoice generation– Supports creating service agreements and tracking time entries– Can generate invoices automatically on a recurring schedule
3. Dashboard and Insights:
Provides comprehensive dashboards with widgets for:
– Device health – Organization status – Patch coverage – Antivirus protection – Device types and OS distribution
4. Customization Options:
– Report templates can be customized– You can add or remove report sections– Supports adding your logo to reports– Allows setting up report sharing permissions
Turn QBRs into a managed service offering by building a scalable delivery system
Standardizing templates, automating data gathering, and formalizing the delivery process let MSPs transform QBRs into scalable, high-impact services for their client base. This approach also eliminates manual QBR builds while creating cross-client reporting benchmarks.
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