How Proper Tracking Transformed a Marketing Agency’s Outreach into an Art

I partner with businesses to achieve scalable growth by combining data-driven marketing strategies, precise tracking solutions, and smart automation that maximize ROI.

Skills & Educations:

My Skills:

My Role : Google Ads Manager

Duration : Google Ads Manager

My Role : Google Ads Manager

Education:

My Role : Google Ads Manager

Duration : Google Ads Manager

My Role : Google Ads Manager

Background

Dentists Marketing Company (DMC), a marketing agency based in Austin, Texas, specializes in Google Ads optimization and local SEO for dental clinics in the USA.

Their target audience: dental clinics with low or no Google reviews — practices that needed help ranking better on Google Maps and attracting new patients.

To reach these potential clients, the team used cold email outreach, contacting dental clinic owners directly through a professional business email.

They manually compiled lists of U.S. dental clinics from online directories, filtered those with fewer than 10 Google reviews, and started outreach.

The campaign volume was around 3,000–4,000 emails per month, pitching Google Ads management and GMB optimization services.

But there was a serious flaw — they had no tracking at all.

The Problem (Pain Points):

Dentists Marketing Company (DMC)’s outreach seemed busy, but performance was invisible.
The team had no data to measure or improve campaigns.

Here’s what was happening:
No open rate or click rate tracking — emails were sent blindly through a single domain inbox.

No UTM parameters on website links — all clicks appeared as direct traffic in Google Analytics.
No CRM or pipeline tracking — replies were handled manually, without data on conversion to calls or sign-ups.
No insight into which states, messages, or timings worked best.

In the founder’s words:

“We kept emailing dentists, but we had no idea which emails actually worked. It felt like shouting into the void.”

The result:

4–5% average reply rate, but no understanding of which campaigns drove those replies.
Leads went untracked — many potential clients were lost due to lack of follow-up visibility.
Ad spend was wasted on cold prospects because outreach couldn’t identify qualified clinics.

Here’s what I discovered:

1. No Email Performance Visibility

The agency sent all emails manually via a custom business domain.
Lacked tracking pixels for opens and clicks.
Couldn’t monitor deliverability or spam placement.

2. No Attribution in Google Analytics

Website traffic from email appeared as direct because of missing UTMs.
Conversion sources couldn’t be linked to outreach campaigns.

3. No Funnel Connection

Leads from emails were manually copied to spreadsheets, losing metadata (who clicked, when, which message).
Sales calls couldn’t be attributed back to the outreach campaign that generated them.

4. No Segmentation

All dentists were treated equally — there was no data on which states or review thresholds performed best.

Solution

I rebuilt their email tracking and outreach measurement system from scratch — turning their blind outreach into a measurable funnel.

1. Implemented Email Tracking Infrastructure

Integrated outreach via Smartlead + custom SMTP using their own domain. And added:

Open tracking pixel
Unique click tracking links
Bounce rate and deliverability reports

Then, verified DKIM/SPF/DMARC to ensure strong sender reputation.

2. Added Dynamic UTM Tracking

3. Website Event Tracking (via GTM + GA4)

Implemented events for:

form_submit (contact forms)
book_call (Calendly)
phone_click (mobile calls)

And, connected GA4 with Google Ads for audience building and remarketing.

4. CRM Integration

Linked outreach tool to HubSpot CRM through Zapier.
Each email event (open, click, reply) was automatically logged with its UTM tag and campaign data.
The sales team could now see which email brought each lead.

5. Reporting Dashboard

Built a Looker Studio dashboard visualizing:

Open rate & click rate by state
Top-performing subject lines
Conversion rate per email variant
Lead pipeline by outreach batch

Results (After 45 Days)

Within six weeks of proper tracking implementation:

Email Outreach Tracking — Before vs After
Metric	Before	After
Email Open Rate	N/A (Untracked)	58% Average
Click-Through Rate (CTR)	Unknown	11.6% Average
Reply Rate	4.3%	22.9% Qualified Replies
Lead-to-Call Conversion	Untracked	31% of replies booked a call
New Retainers	0–2 / month	9 new dental clinics in 2 months

Other key insights:

California & Florida clinics had the highest engagement (72% open rate).
Subject lines with location personalization (“Grow Your Dental Clinic in Texas”) performed 2.4× better.
Emails sent between 9–10 AM local time had the highest open rates.

Total new monthly revenue generated: $21,000+ USD in retainers — all directly traceable to the tracked campaigns.

Impact

Tracking turned their outreach from a guessing game into a growth engine:

They now knew which dentists responded, when, and why.
Campaigns could be scaled and optimized with proof of performance.
Their sales team stopped wasting time on unqualified leads.
Their Google Ads retargeting campaigns used GA4 audiences built from email traffic, increasing conversions by 47%.

“Once we saw real numbers, everything changed. We finally knew which emails made dentists respond.”

— Fahim, Co-founder & CEO,
@Dentists Marketing Compan

Key Takeaway

For outreach-focused agencies, tracking is not optional — it’s the foundation of predictable growth.

With the right tracking system:

Every email becomes measurable.
Every click tells a story.
Every reply turns into actionable insight.

How Proper Tracking Transformed a Marketing Agency’s Outreach into an Art

Skills & Educations:

My Skills:

Education:

Background

The Problem (Pain Points):

In the founder’s words:

The result:

Here’s what I discovered:

1. No Email Performance Visibility

2. No Attribution in Google Analytics

3. No Funnel Connection

4. No Segmentation

Solution

1. Implemented Email Tracking Infrastructure

2. Added Dynamic UTM Tracking

3. Website Event Tracking (via GTM + GA4)

4. CRM Integration

5. Reporting Dashboard

Results (After 45 Days)

Impact

Key Takeaway

My Services

I Help You Grow Your Business, Build Your Brand

How Proper Tracking Transformed a Marketing Agency’s Outreach into an Art

Skills & Educations:

My Skills:

Education:

Background

The Problem (Pain Points):

In the founder’s words:

The result:

Here’s what I discovered:

1. No Email Performance Visibility

2. No Attribution in Google Analytics

3. No Funnel Connection

4. No Segmentation

Solution

1. Implemented Email Tracking Infrastructure

2. Added Dynamic UTM Tracking

3. Website Event Tracking (via GTM + GA4)

4. CRM Integration

5. Reporting Dashboard

Results (After 45 Days)

Impact

Key Takeaway

My Services

I Help You Grow Your Business, Build Your Brand

Get Your Free Quote Now!