Did You Know You Can Automate Quarterly Business Reviews in HighLevel?
Turn automatic HighLevel quarterly business reviews into a client retention system
Quarterly business reviews are a great opportunity to strengthen client relationships, demonstrate value and identify opportunities for growth. But when QBRs rely on manual reminders, they can easily become inconsistent or get forgotten altogether.
With HighLevel workflows and calendars, you can automate the quarterly business review process so clients are invited at the right time and your team knows exactly when to prepare.
How HighLevel quarterly business review automation works
Instead of manually tracking when every client is due for a review, you can use a change in pipeline stage to automatically start a quarterly business review workflow.
For example, when a client's opportunity moves into an Onboarding Complete stage, HighLevel can trigger a workflow that waits 90 days, sends the client an invitation to schedule their review and creates a preparation task for your team.
Here’s how to set it up:
1️⃣ Trigger your HighLevel quarterly business review workflow
Create a new workflow and select Pipeline Stage Changed as the trigger. Choose your pipeline and set the pipeline stage filter to your completed onboarding stage.
Now, moving a client into that stage can automatically start the QBR process.
2️⃣ Wait 90 days before the quarterly business review
Add a Wait action and set the duration to 90 days.
This creates the quarterly delay without requiring your team to manually track dates or set individual reminders.
3️⃣ Send the quarterly business review invitation
After the 90-day wait, add a Send SMS or email action inviting the client to schedule their quarterly review.
Include your HighLevel calendar link directly in the message so clients can quickly choose a time that works for them.
4️⃣ Create a quarterly business review preparation task
Add an Add Task action to make sure your team is prepared before the meeting.
For example, create a task such as "Prepare QBR report for [Contact Name]", assign it to the team member responsible for the review and set an appropriate due date.
Why automate quarterly business reviews in HighLevel?
A repeatable HighLevel quarterly business review workflow can help you:
✓ Keep client reviews on a consistent schedule
✓ Reduce manual reminders and follow-ups
✓ Make it easier for clients to book their reviews
✓ Give your team time to prepare
✓ Create a more scalable client retention process
Once your workflow is published, your team can focus on delivering a valuable quarterly review instead of worrying about when to schedule it.
With HighLevel quarterly business review automation, a simple pipeline update can kick off a repeatable system designed to keep client relationships active and reviews on schedule.
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