QBR reports that end in an expansion quote
Usage, adoption and your recommendations in one document, with the expansion as lines the customer ticks and signs.
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QuoteCloud lets a customer success team send the quarterly business review as a document: usage and adoption from your own data, your recommendations, and the expansion as optional lines the customer ticks, such as more seats or an API pack, then signs. An AI assistant can be set up to draft it through the MCP service for review.
Last reviewed by the QuoteCloud team
An engineered isometric drawing of Plinthwork's Q3 review for Mossbank Health Partners, PW-Q-0926, as a booklet lying open on a plinth: the cover page (1) and the usage page (2), whose bars rise from 104 to 134 active users against a dashed line at the 120 licensed seats, the months over the licence in aqua. In front, the expansion page (3) slides out with three lines, each with a check box (4); the first, 20 more Growth seats, is ticked, and a signature (5) draws when Dana signs. A circular detail enlarges the ticked box. A card lists Priyanka's recommendations: add 20 Growth seats because 14 people share logins, take the API capacity pack, and run an admin workshop. The expansion card lists 20 more Growth seats at $640 a month, the API capacity pack at $120 a month and an admin workshop at $1,200, stepping from the report opened to the seats ticked and signed, adding $640.00 a month.
Mossbank's Q3 review, page by page
What Dana reads: a summary, the usage, Priyanka's recommendations and the expansion she can sign in the same document.
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PlinthworkQuarterly business review PW-Q-0926 Sample · fictional business
Quarterly business review
Q3 review: Mossbank Health Partners
A quarter of steady growth: 134 people now use Plinthwork every month. Here's what they use, what we'd change and what it would cost, ready to tick and sign.
Cover
A review, not a slide deck
The quarter's headline in Priyanka's words, sent as a link Dana can open on any device.
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PlinthworkQuarterly business review PW-Q-0926 Sample · fictional business
Usage this quarter Apr–Sep 2026
134 active users of 120 seats licensed 120 licensed 104Apr 112May 119Jun 124Jul 130Aug 134SepPlinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows these figures; it doesn't measure them.
Usage
Usage from your own data
Active users against seats licensed, module adoption and API calls. Plinthwork's figures, shown in the document; QuoteCloud doesn't measure them.
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PlinthworkQuarterly business review PW-Q-0926 Sample · fictional business
What we recommend
- Add 20 Growth seats now: 14 people are sharing logins to stay inside 120.
- Take the API capacity pack: your integrations average 1.42 million calls a month.
- Run an admin workshop for the two new site leads before the winter schedule.
Dana WhitcombeCan the 20 seats be added before the renewal?
Priyanka, PlinthworkYes: tick them here and they're added from next month at your current price.
Recommendations
What we'd change
Three recommendations, each tied to a line on the next page. Dana asks a question in a comment; Priyanka replies.
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PlinthworkQuarterly business review PW-Q-0926 Sample · fictional business
Expansion, from next month
Item Qty Rate Amount Recommended · tick what you'd like Tick to add 20 more Growth seats$32 a seat a monthMonthly $32 $640.00/mo API capacity pack+1 million calls a monthMonthly $120 $120.00/mo Admin workshopHalf a day, online1 session $1,200 $1,200.00 - Subtotal
- $0.00
- Tax (10%)
- $0.00
- Total
- $0.00
- Added monthly
- $640.00/mo
Accept the expansion
Dana Whitcombe · Operations director, Mossbank Health Partners
Signed online · 16 Oct, 9:05 am
Agreement summary
- Added
- 20 Growth seats
- Monthly
- +$640.00 + tax
- From
- 1 Nov 2026
- Until
- Your renewal date
Certificate of authenticity and audit trail attached
Expansion
Tick and sign
The recommendations as optional lines. Dana ticks the 20 seats and signs; the review becomes the order.
The expansion is part of the review
The last page of Plinthwork's QBR holds the recommendations as optional lines: 20 more Growth seats, an API capacity pack and an admin workshop. Tick them as Dana would; the monthly addition and the one-off total follow.
Priyanka sees when the report is opened, what's ticked and when it's signed, and the signed expansion goes to Plinthwork's CRM and billing team. No hand-off to sales for a separate quote.
- Recommendations as lines to tick
- Monthly and one-off amounts kept apart
- Opens, changes and signatures in the activity
Price tables: Essentials and up
CRM and billing hand-offExpansion, from next month
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Recommended · tick what you'd like Tick to add | |||
| Monthly | $32 | $640.00/mo | |
| Monthly | $120 | $120.00/mo | |
| 1 session | $1,200 | $1,200.00 | |
- Subtotal
- $0.00
- Tax (10%)
- $0.00
- Total
- $0.00
- Added monthly
- $640.00/mo
Accept the expansion
Dana Whitcombe · Operations director, Mossbank Health Partners
Signed online · 16 Oct, 9:05 am
Agreement summary
- Added
- 20 Growth seats
- Monthly
- +$640.00 + tax
- From
- 1 Nov 2026
- Until
- Your renewal date
Certificate of authenticity and audit trail attached
Activity
- QBR report openedDana Whitcombe · Mossbank Health Partners
- 20 more Growth seats tickedBy the customer, in the expansion lines
- Signed by Dana WhitcombeCertificate of authenticity attached
- Deal updated in your CRMNative on Business, or through Zapier
What goes in a SaaS quarterly review
Plinthwork's QBR template, block by block. Every part is reusable, so each CSM starts from the same structure.
A short summary
The quarter in a paragraph, written by your CSM, or drafted by an AI assistant and checked before it's sent.
Usage and adoption
Active users against seats, modules and API calls from your own data, sent in through custom data items, Zapier or an assistant.
Recommendations
What you'd change and why, each tied to a line the customer can tick.
Expansion lines
More seats, add-ons and services as optional lines, priced from your product catalogue.
Comments
The customer asks a question beside the figure it's about; your CSM replies in the document.
A signature
Several signers, no account needed, a certificate of authenticity on the signed version.
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Mossbank Health Partners · PW-Q-0926
134 people using 120 seats is a conversation, not a surprise at renewal
The usage block shows it, the recommendation explains it, and the expansion line fixes it before the renewal.
Usage this quarter Apr–Sep 2026
Plinthwork's own usage data, as at 30 Sep 2026. QuoteCloud shows these figures; it doesn't measure them.
Send a QBR that ends in an expansion quote
Build the template once; each quarter, your CSMs fill in the figures and the recommendations.
Build the QBR template
Summary, usage, recommendations and an expansion price table with optional lines.
Bring in the figures
Usage from your own data, typed in, through Zapier or the API, or drafted by an assistant.
Write the recommendations
Your CSM explains what to change and ties each point to a line.
Send and review together
Walk the customer through it; they comment, tick lines and sign.
Hand it over
The signed expansion goes to your CRM; your billing system invoices it.
QBR report questions, answered
Can we send a QBR report as a QuoteCloud document?
Yes. Build a QBR template with a summary, usage charts or tables, your recommendations and an expansion price table, then send it as a link. The customer reads it on any device, comments, ticks the lines they want and signs in the same document.
Where do the usage figures come from?
From your own product data. Type them in, send them in as custom data items through Zapier or the API when the document is created, or have an assistant connected through QuoteCloud's MCP service draft the report for review. QuoteCloud shows the figures; it doesn't measure usage.
Can the customer accept part of the expansion?
Yes. Put each recommendation on its own optional line, such as more seats, an API pack or a workshop. The customer ticks what they want and the totals follow, with monthly and one-off amounts kept apart. The signed version records exactly what they chose.
Do we know when the customer has read the QBR?
Yes. Tracking shows when the document is opened, and the activity shows ticked lines, comments and signatures. Slack and Microsoft Teams alerts cover document updates, comments and actions, and Zapier can start a workflow when the document is signed.
Does QuoteCloud bill the expansion?
No. QuoteCloud records what the customer signed and can take a deposit or full payment on signing through Stripe or PayPal. Your billing system adds the seats and invoices them. QuoteCloud doesn't provision seats or bill subscriptions.
From the review to the renewal
The QBR, the renewal and the assistant that drafts both, built on the same templates and price book.
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Renewal quotes from usage dataSeats used against seats licensed, turned into a renewal order form before the agreement's expiry date.Explore
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Renewals & QBRs drafted by your AI assistantAn assistant connected through QuoteCloud's MCP service drafts from your CRM and usage data; your account executive reviews and sends.Explore
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Seat-based order formsSeats, plan and term the customer can adjust on the price lines before signing, with the totals following.Explore
- Plan tiers & add-onsStarter, Growth or Scale as a single choice in the order form, with add-ons the customer ticks.
- Ramp, usage & ROI calculatorsSeats × tier price × term, ramped by year, in a spreadsheet block whose cells set the price lines.
- Implementation statements of workDiscovery, migration, set-up and training as milestones, a plan on a Gantt chart and a deposit on signing.
- Discount approvals & deal deskDiscounts over your limit and large deals wait In Review for the right approver before the customer sees them.
- Security reviews & DPAsYour security answers, data processing terms and policies as locked blocks and attachments in the agreement.
- CRM, billing & data integrationsHubSpot, Salesforce, Pipedrive, Xero, QuickBooks and your own systems, connected the way each one really connects.
- Software & SaaS templatesReal QuoteCloud templates for SaaS proposals, software quotes, SLAs and acceptance forms.
- QuoteCloud implementation for software vendorsYour price book, order form and renewal templates, approval rules and integrations set up with your team.
- FAQAnswers to the questions software vendors, account executives and customer success teams ask most.
Make every quarterly review an expansion opportunity
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