CSM

Monthly ROI Verification

Needs review — This SOP contains our content but has not been verified by Nick. Treat as a working draft until marked Live.

Monthly ROI Verification: Confirming SEO Lead Conversions with Clients

Purpose

Accurate ROI tracking is what separates us from every other SEO agency that says “trust us, it’s working.” When we show a landscaper that our work generated $14,000 in revenue from 8 closed jobs last month, renewals are easy. When the data is vague or missing, cancellations happen.

This process ensures we capture real conversion data from clients every month so the ROI tracker reflects actual results, not guesses.

Schedule

Deadline: By the 5th of each month for the prior month’s data
All clients should be logged and Nick notified by end of day on the 5th

Owner

Kayla (Client Success Manager)

Step 1: Pre-Work Before Reaching Out

Complete this for each client before sending a text or making a call.

Open GHL and pull the client’s conversation history for the prior month
Check for inbound form submissions, phone calls, and messages tagged as SEO leads
Count all inbound leads that came through Google (organic search, map pack, GBP profile)
Separate SEO leads from other sources. Exclude:
- Referrals
- Facebook or social media leads
- Paid ad leads (Google Ads, LSA)
- Repeat/existing customers reaching back out
Write down your preliminary SEO lead count before reaching out
Note any standout leads (large jobs, commercial work, etc.) to reference in the message

You should never reach out to a client without already knowing the lead count. The client confirms conversions and revenue. We already have the lead data.

Step 2: Reach Out to the Client

Preferred method: Text message (faster, less intrusive, higher response rate)

Fallback: Phone call if the client doesn’t respond to texts

Keep it casual and short. These are contractors. They are busy. Do not send paragraphs.

Text Message Templates

Template A (Standard)

Hey [First Name]! Quick monthly check-in. We tracked [X] leads from Google last month for you. Do you know roughly how many of those turned into jobs? And a ballpark on total revenue from them? Just helps us keep your ROI numbers accurate.

Template B (When leads were strong)

Hey [First Name], solid month. We saw [X] leads come through from Google. How many of those closed? Any big jobs in there? Just need a rough revenue number for your ROI report.

Template C (When leads were low)

Hey [First Name], wanted to check in. We tracked [X] leads from Google last month. Did any of those turn into jobs? If so, roughly what revenue came from them? Appreciate the quick reply.

What to ask specifically

How many of those leads turned into jobs?
What was the approximate total revenue from those jobs?
Any wins worth mentioning? (Big project, new service area, great review, etc.)

Step 3: What to Capture

For each client, collect and record:

Data Point	Source	Notes
Number of SEO-sourced leads	GHL (you pull this)	Already tracked before outreach
Number that converted to jobs	Client confirms	Ask directly
Approximate revenue from those jobs	Client provides	Ballpark is fine
Notable wins or feedback	Client mentions	Use for case studies and testimonials

On profit: You do not need to ask the client about profit. The ROI tracker auto-calculates profit based on the industry margin already set in the system.

Step 4: Log the Data

Open TaskTrackerPro
Navigate to the client’s project
Go to the ROI tab
Enter the following for the prior month:
- Month: The reporting month (e.g., March 2026)
- Leads Received: Number of SEO-sourced leads (from your pre-work)
- Jobs Closed: Number the client confirmed converted
- Revenue: Approximate total revenue the client provided
- Profit: Auto-calculated, do not enter manually

Step 5: Follow-Up if No Response

Timeframe	Action
After 48 hours with no response	Send one follow-up text
After follow-up with no response	Log the lead count. Enter 0 for jobs closed and revenue. Add note: “Client unresponsive, lead data only.”
Client is unresponsive 2+ months in a row	Flag to Nick immediately

Follow-up text template

Hey [First Name], just circling back on last month’s leads. Quick reply with how many turned into jobs and rough revenue would be super helpful. No worries if you don’t have exact numbers, ballpark works!

Step 6: Red Flags to Escalate to Nick

Immediately notify Nick (Slack or in person) if any of the following occur:

Zero conversions for 2+ consecutive months. Client is getting leads but closing none of them. Could be a lead quality issue, a sales process issue, or a sign the client is unhappy.
Client expresses frustration about lead quality. “These leads are junk” or “nobody answers when I call back” type comments.
Client mentions considering cancellation. Any variation of “I’m thinking about pausing” or “not sure if this is worth it.”
Revenue numbers seem off. A landscaper reporting $50,000 from 3 leads, or a fence company reporting $200 from 5 jobs. If it doesn’t add up, flag it.

Do not try to handle these conversations yourself. Flag them and Nick will step in.

Step 7: Monthly Reporting

After all clients are logged for the month:

Verify every active client has an entry for the month (no blanks)
Send Nick a Slack message confirming ROI data is updated
Include a note on any clients that were unresponsive or flagged

Nick will review the dashboard and use the data for renewal conversations, case studies, and client reporting.

Checklist (Quick Reference)

Use this as a monthly checklist for each client:

Pulled GHL conversation history for prior month
Counted SEO-sourced leads (excluded other sources)
Texted/called client with lead count
Captured: jobs closed and revenue from client
Noted any wins or feedback
Logged all data in TaskTrackerPro ROI tab
Followed up if no response within 48 hours
Escalated any red flags to Nick
Notified Nick when all clients are complete