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Module: 1. AAU Agency/Module 1 - Mindset Tracking 10
Lesson: 06. The Importance of Lead Tracking
Duration: 19:38
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[00:00 -> 00:06] All right, so in this module, we are talking about lead tracking and how important it is
[00:06 -> 00:08] to your business.
[00:08 -> 00:15] I told you this before that it's something I'm going to hammer home as much as I can because
[00:15 -> 00:22] one of the problems that when you're talking to clients is they 95 probably percent of
[00:22 -> 00:28] the time that I talk to a client, they have absolutely no idea where their money is coming
[00:28 -> 00:29] from.
[00:29 -> 00:34] What I mean by that is they don't know how they got those clients.
[00:34 -> 00:41] They'll say they do, but the majority of the time they're wrong or just mistaken that
[00:41 -> 00:43] they came from somewhere else.
[00:43 -> 00:48] So a conversation with a client might be, so tell me a little bit about what you're doing
[00:48 -> 00:50] for your marketing right now.
[00:50 -> 00:56] And they'll say, well, we do some Facebook ads and we do, we have a magazine that we put
[00:56 -> 01:00] an article in and we get a lot, most of our money from referrals.
[01:00 -> 01:03] Oh yeah, so you're tracking that?
[01:03 -> 01:04] Well, we ask people.
[01:04 -> 01:09] I'm like, okay, so you've got it all down on the spreadsheet or something and most of
[01:09 -> 01:15] the time they're like, well, no, we just know that that's where we get most of them.
[01:15 -> 01:18] That's kind of an easy cop out.
[01:18 -> 01:24] They just are saying something to give me an answer.
[01:24 -> 01:28] You know when somebody's tracking, you know, when you're talking to a client and they're
[01:28 -> 01:31] like, we get 16% of our leads from X.
[01:31 -> 01:37] We get 42% of our leads from Y. They know the numbers and very few people are you going
[01:37 -> 01:39] to find those?
[01:39 -> 01:43] So I get this and I can't tell you how many times I've gotten this.
[01:43 -> 01:49] When I'm talking to a client, I say, so you know, you're tracking that and they're like,
[01:49 -> 01:52] well, we know it's working because the phone is ringing.
[01:52 -> 01:55] That is actually what they tell me.
[01:55 -> 01:56] And I say, so how's that work?
[01:56 -> 02:01] And they're like, well, you know, that magazine ad comes out, you know, once a month and the
[02:01 -> 02:05] day that that comes out our phone rings.
[02:05 -> 02:10] And I'm like, oh, okay, but are you asking people about that?
[02:10 -> 02:14] And they're like, no, we just know it works because every month on that day, the phone rings.
[02:14 -> 02:20] So what's funny is that once I get them, you kind of have to train them on this and train
[02:20 -> 02:22] them on the importance of this.
[02:22 -> 02:29] But if you can't train them on this, if you're not doing it yourself, these, these, this is
[02:29 -> 02:36] one of the most important chapters in the entire, in the entire training, just because it will
[02:36 -> 02:38] show you what's working and what's not.
[02:38 -> 02:42] And I try to train all of my clients on this.
[02:42 -> 02:47] Unfortunately, a lot of them just don't want to change their ways, but the ones that do, they're
[02:47 -> 02:49] the ones that flourish.
[02:49 -> 02:54] So it's, you know, like I said, it's one of the most important modules.
[02:54 -> 02:57] And I'm going to show you my lead tracking spreadsheet, but it also tracks revenues and
[02:57 -> 02:58] expenses.
[02:58 -> 03:00] And it all does it on one.
[03:00 -> 03:02] And remember, I talked about simplifying.
[03:02 -> 03:05] This is oversimplifying it.
[03:05 -> 03:10] This is not something that a Fortune 500 company would look at because they'd look at it and
[03:10 -> 03:12] be like, oh, that's too simple.
[03:12 -> 03:16] Like literally, there's just not enough in here for them.
[03:16 -> 03:19] But for a small business, this is all you need.
[03:19 -> 03:22] If you want to do it some other way, absolutely do it some other way.
[03:22 -> 03:23] I'm showing you how I do it.
[03:23 -> 03:26] And of course, I'll let you have this tracking spreadsheet.
[03:26 -> 03:29] So here is an example.
[03:29 -> 03:30] Now don't let all of this throw you.
[03:30 -> 03:34] This is just, I filled this in for you just to show you how this works.
[03:34 -> 03:35] Okay.
[03:35 -> 03:36] Just follow with me here.
[03:36 -> 03:40] What you want to do is you want to start in the overview and you want to list your lead
[03:40 -> 03:45] sources or your potential lead sources here, right?
[03:45 -> 03:48] That this whole spreadsheet works together.
[03:48 -> 03:53] So you're going to want to list we happen to advertise using Google ads.
[03:53 -> 03:56] Maybe we do some Facebook paid ads.
[03:56 -> 03:58] Referrals is always one you want on there.
[03:58 -> 04:02] B&I is a networking group that we used to be a part of.
[04:02 -> 04:05] Website is if somebody just happens to find me on the net, you know, searching digital
[04:05 -> 04:08] marketing agency, mini-apples or something.
[04:08 -> 04:13] Me and family, that is maybe I'm out on the golf course and I meet somebody and he asked
[04:13 -> 04:17] me what I do and I give him a card and he decides to call me for some business.
[04:17 -> 04:21] Or if I'm, you know, referred by my wife or something to one of her friends who maybe
[04:21 -> 04:23] owns a business.
[04:23 -> 04:28] Partners, these are other agencies that we have partnered with YouTube because we started
[04:28 -> 04:33] doing a lot more YouTube marketing and what other other sources that you are using or
[04:33 -> 04:35] thinking about doing.
[04:35 -> 04:37] You will list those here.
[04:37 -> 04:43] Now what happens is it will pull into your lead source column here.
[04:43 -> 04:49] So let's say on the sixth we talked to somebody and that came in from YouTube.
[04:49 -> 04:52] You'll just check this box and you will go down.
[04:52 -> 04:55] You will find YouTube and it's right there.
[04:55 -> 04:56] Okay.
[04:56 -> 05:00] The reason why this is important is because it tallies the totals for you.
[05:00 -> 05:04] So if it was from YouTube, the referral, this is from if I get a referral.
[05:04 -> 05:07] So I can say, you know, if this was a referral, I know.
[05:08 -> 05:09] Who referred them?
[05:09 -> 05:10] Okay.
[05:10 -> 05:12] So but this one was from YouTube.
[05:12 -> 05:13] So that's not applicable.
[05:13 -> 05:14] Here's the leads name.
[05:14 -> 05:19] I just, you know, I obviously keep it their privacy here.
[05:19 -> 05:21] Here's their email, their phone number.
[05:21 -> 05:24] I happen to track what state they're in.
[05:24 -> 05:25] You don't have to do that at all.
[05:25 -> 05:27] Here's how much I quoted them.
[05:27 -> 05:28] Okay.
[05:28 -> 05:31] Because sometimes you're going to talk clients and you're going to quote them different things.
[05:31 -> 05:37] So you need to be able to go back somewhere and figure out, oh, I quoted John F.
[05:37 -> 05:38] $500.
[05:38 -> 05:42] Now, but oh, but Philippe, his was 15.
[05:42 -> 05:45] So you need to know that because sometimes you're not going to make a sale on the first
[05:45 -> 05:50] phone call and you need to go back and be able to determine, oh, I know exactly how much
[05:50 -> 05:52] I talked to that person about.
[05:52 -> 05:54] If you get some revenue, you'll put it in here.
[05:54 -> 05:55] Any notes.
[05:55 -> 06:03] So for example, I got a website lead from Donisa and it was too expensive.
[06:03 -> 06:07] And when a deal is dead or it's a deal, I list that here.
[06:07 -> 06:09] And I just do that to keep track of all these leads.
[06:09 -> 06:15] So I know there's 19 total leads, but there's a couple that are missing here, right?
[06:15 -> 06:18] So I've got 21 leads.
[06:18 -> 06:19] How come only 19?
[06:19 -> 06:22] Oh, this one's not done and this one's not done.
[06:22 -> 06:29] Now what I will do is let's just say, for instance, here's Facebook Paydads.
[06:30 -> 06:35] Leona businesses instead of, yeah, do dealage.
[06:35 -> 06:36] Do deal.
[06:36 -> 06:37] Excuse me, do diligence.
[06:37 -> 06:45] So I'll leave that one open, but it might say something like follow up in two months.
[06:45 -> 06:47] And I'll probably put that on my calendar.
[06:47 -> 06:54] But I come back to this lead sheet pretty much daily because if I've got a bunch of leads
[06:54 -> 06:59] that I need to follow up on, this helps me kind of keep all my notes and keeps all my
[06:59 -> 07:01] leads, everything in one place.
[07:01 -> 07:06] Now once a week, so let's say we have a week period right here.
[07:06 -> 07:09] Okay, so pretty close to that.
[07:09 -> 07:13] And I'm going to go back at the end of the week and I'm going to be like, all right,
[07:13 -> 07:18] so John F, we quoted them $500 and we closed that.
[07:18 -> 07:22] We got $500 out of it and I'm going to put deal.
[07:22 -> 07:26] Okay, I'm going to put the ones that are dead that are dead leads.
[07:26 -> 07:31] So I don't have to worry about following back up with them, but I'm going to say, okay,
[07:31 -> 07:36] Brian G, we got $500 off that one, Matt D, we got $500 off that one.
[07:36 -> 07:42] Now what this thing will do is it will total all of your revenue down here.
[07:42 -> 07:47] Now, as you go through the month, I let put a lot more lines, but down at the bottom of
[07:47 -> 07:52] the sheet, it will total all of them on this overview.
[07:52 -> 07:53] That just happened.
[07:53 -> 07:55] Excuse me on this example, just pulls them right here.
[07:55 -> 08:02] You can see that this particular month, we made $7,250.
[08:02 -> 08:06] We quoted out $10,000, but we made $7,250.
[08:06 -> 08:08] Here's the most important part.
[08:08 -> 08:14] We made, we had five leads from Google ads, two from referrals, one from BNI, you get the
[08:14 -> 08:19] idea, YouTube, look at this, we're killing it with YouTube this month.
[08:19 -> 08:25] But where this gets really valuable is, wait a minute, we did some Facebook paid ads and
[08:25 -> 08:28] we got three leads, no revenue.
[08:28 -> 08:34] Now, I also want to add that these numbers are not accurate.
[08:34 -> 08:38] If you're closing, if you're getting this many leads and you're working this system, this
[08:38 -> 08:41] number is going to be substantially higher.
[08:41 -> 08:43] So I don't want you to see these numbers and freak out.
[08:43 -> 08:47] I just did because it was easy just for this example.
[08:47 -> 08:49] So don't let these numbers throw you.
[08:49 -> 08:51] So none of those leads closed.
[08:51 -> 08:56] Then maybe I go back to last month and I'm like, okay, seven Facebook paid ads leads, no
[08:56 -> 08:58] revenue.
[08:58 -> 09:02] Maybe the month before that there was six, no revenue.
[09:02 -> 09:05] What lead source do you think I'm going to stop spending time on?
[09:05 -> 09:09] Yeah, we're not getting anything from Facebook paid ads.
[09:09 -> 09:13] We're going to stop putting our time and money there and put that time and money towards something
[09:13 -> 09:17] that's working, maybe like Google ads or YouTube.
[09:17 -> 09:22] This will help you figure out what is working for you and what is not so you can stop doing
[09:22 -> 09:24] what isn't.
[09:24 -> 09:29] I've had people, you know, do these magazine ads like in these home service magazines where
[09:29 -> 09:37] literally $800 a month they're paying for just one ad that goes out once a month.
[09:37 -> 09:42] When they started tracking, they realized they've been running this ad for a year and a half and
[09:42 -> 09:45] never made a single sale from it.
[09:45 -> 09:46] Just what?
[09:46 -> 09:50] They're not spending $800 in a magazine ad anymore.
[09:50 -> 09:54] But you need to do this not only for your own business, but train your clients on how
[09:54 -> 09:56] to do it.
[09:56 -> 10:00] Talk to them about the importance of it because the companies that do the best are the ones
[10:00 -> 10:05] that are tracking their leads every single time.
[10:05 -> 10:10] I work with a lot of companies that are just one truck or two trucks or three trucks.
[10:10 -> 10:16] Now the companies that have 14 or 15 trucks, they know where every single dollar is going
[10:16 -> 10:22] because they don't waste time and money doing things that aren't working for them.
[10:22 -> 10:23] They just stop.
[10:23 -> 10:25] They take that money and put it towards what is.
[10:25 -> 10:27] They're tracking every single dime.
[10:27 -> 10:29] So you just go to January.
[10:29 -> 10:31] First of all, you fill out the overview.
[10:31 -> 10:37] You enter your lead sources in here and this will pull all the months and put it in here.
[10:38 -> 10:41] So I'm going to show you a quick example.
[10:41 -> 10:48] So let's say you filled out January's and February's and maybe it's only March.
[10:48 -> 10:49] Right?
[10:49 -> 10:52] But you've got all of these leads.
[10:52 -> 10:56] You can go back to your overview and you can see that you made 6,000 enough 15 leads from
[10:56 -> 10:59] Google Ads and so on and so forth.
[10:59 -> 11:00] And there it is.
[11:00 -> 11:01] Okay?
[11:01 -> 11:02] Pretty simple stuff.
[11:02 -> 11:05] It shows January at 21 leads, 18 or close.
[11:05 -> 11:06] That means three are open.
[11:06 -> 11:09] Well, let's go back in January and find out what's open.
[11:09 -> 11:12] Now, I also have revenue tracked here.
[11:12 -> 11:17] When you get a check that comes in or when you get a payment, you just fill it out here,
[11:17 -> 11:19] fill out the client name.
[11:19 -> 11:21] Over here, you want to fill out your services.
[11:21 -> 11:23] I filled out just a couple that you might have.
[11:23 -> 11:25] So maybe you have a setup fee.
[11:25 -> 11:27] You have Google Ads monthly management.
[11:27 -> 11:29] I do consulting.
[11:29 -> 11:31] There's miscellaneous.
[11:31 -> 11:33] Maybe we make some affiliate revenue.
[11:33 -> 11:35] Right?
[11:35 -> 11:40] And then you just go over here under my services after somebody pays and you select whichever
[11:40 -> 11:41] one you want.
[11:41 -> 11:44] So maybe I made $1,000 in affiliates.
[11:44 -> 11:50] Now the lead was from, here's your lead sources again.
[11:50 -> 11:52] And it pulls from right here.
[11:52 -> 11:53] Okay?
[11:53 -> 11:59] So you need to enter that in there as well.
[11:59 -> 12:01] Maybe it was from this test.
[12:01 -> 12:02] Okay?
[12:02 -> 12:07] And it will show you your total revenue right here and which lead source.
[12:07 -> 12:08] Okay?
[12:08 -> 12:13] So you can see that you made $1,000 off management, 750 off setups.
[12:13 -> 12:15] This will obviously change as the year goes on.
[12:15 -> 12:19] Now your revenue here should match your revenue here, which it does.
[12:19 -> 12:23] And then you have your revenue here and your expenses.
[12:23 -> 12:25] Expenses are on this sheet.
[12:25 -> 12:28] Put the date, who you paid it to.
[12:28 -> 12:29] You put your categories here.
[12:29 -> 12:31] So these happen to be some of our categories.
[12:31 -> 12:36] They might be the same as yours, but it will help you determine where you're spending your
[12:36 -> 12:37] money.
[12:37 -> 12:39] Once again, we track everything.
[12:39 -> 12:43] So you paid Google ads, $750.
[12:43 -> 12:47] But you just select which one it is and it will tally it.
[12:47 -> 12:53] So maybe you office furniture, Ikea, when you set your business license up, you're going
[12:53 -> 13:00] to say like paid to state Minnesota where I live.
[13:00 -> 13:02] That's where we would get it.
[13:02 -> 13:06] Category would be scroll up there.
[13:06 -> 13:09] If you don't see anything when you click this, you get a scroll up.
[13:09 -> 13:12] Let's see, office expense.
[13:12 -> 13:15] Let's just say software, taxes, travel, utilities.
[13:15 -> 13:28] Let's just say, you know, general business expense or whatever licensing or whatever.
[13:28 -> 13:38] Then you can click this and maybe is a hundred bucks, right?
[13:38 -> 13:42] So then you can go through and at any point in the year, you can be like, why?
[13:42 -> 13:47] I've already spent $750 on meals in the January.
[13:47 -> 13:48] What's going on?
[13:48 -> 13:53] Something needs to change there, but it totals your expenses up here and you go back to the
[13:53 -> 13:59] overview or excuse me, you can go back to your revenue tab and you can see here's your
[13:59 -> 14:00] revenue.
[14:00 -> 14:01] Here's your expenses.
[14:01 -> 14:03] Are you at a profit or a loss?
[14:03 -> 14:04] Because that's all it comes down to.
[14:04 -> 14:07] You can get as fan-ties you want with your accounting.
[14:07 -> 14:09] What it comes down to is money in and money out.
[14:09 -> 14:15] Are you bringing more money in than you're sending out than you're profitable, right?
[14:15 -> 14:17] You got to figure out your own salary too.
[14:17 -> 14:24] So if you're paying yourself a salary, put that here.
[14:24 -> 14:33] So maybe on the 31st, paid to Mike Bancini salary.
[14:34 -> 14:42] You got to select it from here and then maybe I paid myself $500, whatever it might be, right?
[14:42 -> 14:43] Track everything.
[14:43 -> 14:46] That way you know what's working in your business and what's not.
[14:46 -> 14:49] I can't stress this enough.
[14:49 -> 14:55] That's why you have all these different tabs for tracking for the month because you are not
[14:55 -> 15:01] going to have any revenue or not have any idea where it's coming from if you don't do this.
[15:01 -> 15:07] I can tell you 100% were every single penny that has come into my business for the last
[15:07 -> 15:11] four years because I track this religiously.
[15:11 -> 15:13] So how do we do this?
[15:13 -> 15:17] Not only are we asking these people but a lot of the time it's because we know our tracking
[15:17 -> 15:18] phone numbers.
[15:18 -> 15:19] This is what we're going to use later.
[15:19 -> 15:21] This is called call rail.
[15:21 -> 15:25] You don't need to go get a separate business line and all that stuff.
[15:25 -> 15:29] This is where we get tracking phone numbers and we will set tracking phone numbers up for
[15:29 -> 15:33] our clients because we need to be able to determine what's working and their ads and
[15:33 -> 15:35] what isn't.
[15:35 -> 15:40] So you can get different services.
[15:40 -> 15:42] There's other ones called Grasshopper and CallFire.
[15:42 -> 15:44] I've used all of them.
[15:44 -> 15:49] This tends to be I think the most inexpensive but one of the easiest ones to work with.
[15:49 -> 15:52] And you just start with a package.
[15:52 -> 15:54] It's $45 for 10 phone numbers.
[15:54 -> 15:58] You might not use all those 10 phone numbers I happen to.
[15:58 -> 16:00] It's because I have my phone number in 10 different places.
[16:00 -> 16:02] We have one phone number on our website.
[16:02 -> 16:07] We have one phone number on our Google ads exclusively because if somebody clicks one of
[16:07 -> 16:13] our ads and calls us, I need to make sure I know where I'm attributing that lead to our
[16:13 -> 16:15] Google ads.
[16:15 -> 16:19] If we do anything with social media, we have a separate phone number for that.
[16:19 -> 16:25] But what's cool is that all you literally do is just put your phone number on whatever
[16:25 -> 16:27] you're advertising.
[16:27 -> 16:32] And then you can actually program that phone number into your cell phone.
[16:32 -> 16:36] So for example, I can program the Google ad number into my phone.
[16:36 -> 16:43] So if I'm sitting or doing some work and one day my phone rings and I see Google ads
[16:43 -> 16:47] pop up, I'm going, oh my gosh, that I'm paying for that lead.
[16:47 -> 16:49] Somebody clicked my Google ads.
[16:49 -> 16:51] That's the only place I have that phone number.
[16:51 -> 16:52] I better pick this up.
[16:52 -> 16:53] This is important.
[16:53 -> 16:57] And then I automatically know, hey, this is coming from my Google ads.
[16:57 -> 16:59] I better put my sales hat on.
[16:59 -> 17:01] And that's how we track everything.
[17:01 -> 17:07] Now there's a 10, I think it's a 10 phone number package, but the, you know, you can get
[17:07 -> 17:09] them for a little bit cheaper, a few numbers.
[17:09 -> 17:12] You'll use some of these numbers for your clients as well.
[17:12 -> 17:15] So you're not really paying for all of this.
[17:15 -> 17:18] Your clients are going to be paying for a lot of it too.
[17:18 -> 17:21] For example, we'll show you how to set it up.
[17:21 -> 17:23] I know it sounds complicated, but it really isn't.
[17:23 -> 17:29] And each client will get a rolling kind of number system of about five phone numbers,
[17:29 -> 17:32] which runs about $10 a month per client.
[17:32 -> 17:36] And I'm not paying for those unless my clients are paying me, right?
[17:36 -> 17:40] So it's not like I have all these phone numbers that are just sitting there.
[17:40 -> 17:43] If they're not being used, I'm not paying for them.
[17:43 -> 17:47] So once I get a client, I go in here and I set up a client.
[17:47 -> 17:50] I set up a system for my client, which we'll show you how to do.
[17:50 -> 17:53] And it runs me about $10 a month per client, which they're paying for out of their
[17:53 -> 17:55] management fees to us.
[17:55 -> 17:57] So this is what we use.
[17:57 -> 18:02] We're going to show you how to use this system and it works very, very well.
[18:02 -> 18:08] So and then as the leads come in, we will just enter that information into our lead tracking
[18:08 -> 18:11] spreadsheet, which I will put down below this video.
[18:11 -> 18:16] So I know that's a lot, but it's also something that you need to start using right away.
[18:16 -> 18:19] If you don't use this, this might be too much.
[18:19 -> 18:21] Maybe you don't want to see this.
[18:21 -> 18:25] Maybe you already have your own CMS or contact management system.
[18:25 -> 18:26] That's fine.
[18:26 -> 18:31] I just know I've used this for four or five years and this has worked just fine for me.
[18:31 -> 18:33] So this is one of those things where I say simplify it.
[18:33 -> 18:38] I don't need to pay $100 a month for a contact management system that this is all I need.
[18:38 -> 18:40] Now your business may be different.
[18:40 -> 18:41] Maybe you have more leads.
[18:41 -> 18:45] I put a spot for a hundred leads a month here.
[18:45 -> 18:46] You can expand it.
[18:46 -> 18:47] You can do whatever you want with this sheet.
[18:47 -> 18:48] You can use it.
[18:48 -> 18:49] You can throw it away.
[18:49 -> 18:52] This just happens to be what I use because it tracks all my leads.
[18:52 -> 18:57] It tracks my revenue and it tracks my expenses all on one spreadsheet.
[18:57 -> 19:01] So when I go to my accountant, he's laughing at me because I give him these, I print out
[19:01 -> 19:07] these 30 numbers and he's like, okay, 750 for meals.
[19:07 -> 19:09] I do all his work for him.
[19:09 -> 19:11] $1,000 it cost me for taxes.
[19:11 -> 19:15] If I go somewhere in travel, I put it under that and I just give him those numbers.
[19:15 -> 19:18] How am I spent $1,000 on outsourcing?
[19:18 -> 19:21] And he's just like, okay, we know where your money is going.
[19:21 -> 19:23] You're spending way too much money on meals.
[19:23 -> 19:27] You need to cut that back.
[19:27 -> 19:30] So yeah, once again, it doesn't have to be complicated.
[19:30 -> 19:36] Once again, this is what I use and hopefully this or something like it can work for you.
[19:36 -> 19:37] All right.
[19:37 -> 19:38] See you in the next training.

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All right, so in this module, we are talking about lead tracking and how important it is to your business. I told you this before that it's something I'm going to hammer home as much as I can because one of the problems that when you're talking to clients is they 95 probably percent of the time that I talk to a client, they have absolutely no idea where their money is coming from. What I mean by that is they don't know how they got those clients. They'll say they do, but the majority of the time they're wrong or just mistaken that they came from somewhere else. So a conversation with a client might be, so tell me a little bit about what you're doing for your marketing right now. And they'll say, well, we do some Facebook ads and we do, we have a magazine that we put an article in and we get a lot, most of our money from referrals. Oh yeah, so you're tracking that? Well, we ask people. I'm like, okay, so you've got it all down on the spreadsheet or something and most of the time they're like, well, no, we just know that that's where we get most of them. That's kind of an easy cop out. They just are saying something to give me an answer. You know when somebody's tracking, you know, when you're talking to a client and they're like, we get 16% of our leads from X. We get 42% of our leads from Y. They know the numbers and very few people are you going to find those? So I get this and I can't tell you how many times I've gotten this. When I'm talking to a client, I say, so you know, you're tracking that and they're like, well, we know it's working because the phone is ringing. That is actually what they tell me. And I say, so how's that work? And they're like, well, you know, that magazine ad comes out, you know, once a month and the day that that comes out our phone rings. And I'm like, oh, okay, but are you asking people about that? And they're like, no, we just know it works because every month on that day, the phone rings. So what's funny is that once I get them, you kind of have to train them on this and train them on the importance of this. But if you can't train them on this, if you're not doing it yourself, these, these, this is one of the most important chapters in the entire, in the entire training, just because it will show you what's working and what's not. And I try to train all of my clients on this. Unfortunately, a lot of them just don't want to change their ways, but the ones that do, they're the ones that flourish. So it's, you know, like I said, it's one of the most important modules. And I'm going to show you my lead tracking spreadsheet, but it also tracks revenues and expenses. And it all does it on one. And remember, I talked about simplifying. This is oversimplifying it. This is not something that a Fortune 500 company would look at because they'd look at it and be like, oh, that's too simple. Like literally, there's just not enough in here for them. But for a small business, this is all you need. If you want to do it some other way, absolutely do it some other way. I'm showing you how I do it. And of course, I'll let you have this tracking spreadsheet. So here is an example. Now don't let all of this throw you. This is just, I filled this in for you just to show you how this works. Okay. Just follow with me here. What you want to do is you want to start in the overview and you want to list your lead sources or your potential lead sources here, right? That this whole spreadsheet works together. So you're going to want to list we happen to advertise using Google ads. Maybe we do some Facebook paid ads. Referrals is always one you want on there. B&I is a networking group that we used to be a part of. Website is if somebody just happens to find me on the net, you know, searching digital marketing agency, mini-apples or something. Me and family, that is maybe I'm out on the golf course and I meet somebody and he asked me what I do and I give him a card and he decides to call me for some business. Or if I'm, you know, referred by my wife or something to one of her friends who maybe owns a business. Partners, these are other agencies that we have partnered with YouTube because we started doing a lot more YouTube marketing and what other other sources that you are using or thinking about doing. You will list those here. Now what happens is it will pull into your lead source column here. So let's say on the sixth we talked to somebody and that came in from YouTube. You'll just check this box and you will go down. You will find YouTube and it's right there. Okay. The reason why this is important is because it tallies the totals for you. So if it was from YouTube, the referral, this is from if I get a referral. So I can say, you know, if this was a referral, I know. Who referred them? Okay. So but this one was from YouTube. So that's not applicable. Here's the leads name. I just, you know, I obviously keep it their privacy here. Here's their email, their phone number. I happen to track what state they're in. You don't have to do that at all. Here's how much I quoted them. Okay. Because sometimes you're going to talk clients and you're going to quote them different things. So you need to be able to go back somewhere and figure out, oh, I quoted John F. $500. Now, but oh, but Philippe, his was 15. So you need to know that because sometimes you're not going to make a sale on the first phone call and you need to go back and be able to determine, oh, I know exactly how much I talked to that person about. If you get some revenue, you'll put it in here. Any notes. So for example, I got a website lead from Donisa and it was too expensive. And when a deal is dead or it's a deal, I list that here. And I just do that to keep track of all these leads. So I know there's 19 total leads, but there's a couple that are missing here, right? So I've got 21 leads. How come only 19? Oh, this one's not done and this one's not done. Now what I will do is let's just say, for instance, here's Facebook Paydads. Leona businesses instead of, yeah, do dealage. Do deal. Excuse me, do diligence. So I'll leave that one open, but it might say something like follow up in two months. And I'll probably put that on my calendar. But I come back to this lead sheet pretty much daily because if I've got a bunch of leads that I need to follow up on, this helps me kind of keep all my notes and keeps all my leads, everything in one place. Now once a week, so let's say we have a week period right here. Okay, so pretty close to that. And I'm going to go back at the end of the week and I'm going to be like, all right, so John F, we quoted them $500 and we closed that. We got $500 out of it and I'm going to put deal. Okay, I'm going to put the ones that are dead that are dead leads. So I don't have to worry about following back up with them, but I'm going to say, okay, Brian G, we got $500 off that one, Matt D, we got $500 off that one. Now what this thing will do is it will total all of your revenue down here. Now, as you go through the month, I let put a lot more lines, but down at the bottom of the sheet, it will total all of them on this overview. That just happened. Excuse me on this example, just pulls them right here. You can see that this particular month, we made $7,250. We quoted out $10,000, but we made $7,250. Here's the most important part. We made, we had five leads from Google ads, two from referrals, one from BNI, you get the idea, YouTube, look at this, we're killing it with YouTube this month. But where this gets really valuable is, wait a minute, we did some Facebook paid ads and we got three leads, no revenue. Now, I also want to add that these numbers are not accurate. If you're closing, if you're getting this many leads and you're working this system, this number is going to be substantially higher. So I don't want you to see these numbers and freak out. I just did because it was easy just for this example. So don't let these numbers throw you. So none of those leads closed. Then maybe I go back to last month and I'm like, okay, seven Facebook paid ads leads, no revenue. Maybe the month before that there was six, no revenue. What lead source do you think I'm going to stop spending time on? Yeah, we're not getting anything from Facebook paid ads. We're going to stop putting our time and money there and put that time and money towards something that's working, maybe like Google ads or YouTube. This will help you figure out what is working for you and what is not so you can stop doing what isn't. I've had people, you know, do these magazine ads like in these home service magazines where literally $800 a month they're paying for just one ad that goes out once a month. When they started tracking, they realized they've been running this ad for a year and a half and never made a single sale from it. Just what? They're not spending $800 in a magazine ad anymore. But you need to do this not only for your own business, but train your clients on how to do it. Talk to them about the importance of it because the companies that do the best are the ones that are tracking their leads every single time. I work with a lot of companies that are just one truck or two trucks or three trucks. Now the companies that have 14 or 15 trucks, they know where every single dollar is going because they don't waste time and money doing things that aren't working for them. They just stop. They take that money and put it towards what is. They're tracking every single dime. So you just go to January. First of all, you fill out the overview. You enter your lead sources in here and this will pull all the months and put it in here. So I'm going to show you a quick example. So let's say you filled out January's and February's and maybe it's only March. Right? But you've got all of these leads. You can go back to your overview and you can see that you made 6,000 enough 15 leads from Google Ads and so on and so forth. And there it is. Okay? Pretty simple stuff. It shows January at 21 leads, 18 or close. That means three are open. Well, let's go back in January and find out what's open. Now, I also have revenue tracked here. When you get a check that comes in or when you get a payment, you just fill it out here, fill out the client name. Over here, you want to fill out your services. I filled out just a couple that you might have. So maybe you have a setup fee. You have Google Ads monthly management. I do consulting. There's miscellaneous. Maybe we make some affiliate revenue. Right? And then you just go over here under my services after somebody pays and you select whichever one you want. So maybe I made $1,000 in affiliates. Now the lead was from, here's your lead sources again. And it pulls from right here. Okay? So you need to enter that in there as well. Maybe it was from this test. Okay? And it will show you your total revenue right here and which lead source. Okay? So you can see that you made $1,000 off management, 750 off setups. This will obviously change as the year goes on. Now your revenue here should match your revenue here, which it does. And then you have your revenue here and your expenses. Expenses are on this sheet. Put the date, who you paid it to. You put your categories here. So these happen to be some of our categories. They might be the same as yours, but it will help you determine where you're spending your money. Once again, we track everything. So you paid Google ads, $750. But you just select which one it is and it will tally it. So maybe you office furniture, Ikea, when you set your business license up, you're going to say like paid to state Minnesota where I live. That's where we would get it. Category would be scroll up there. If you don't see anything when you click this, you get a scroll up. Let's see, office expense. Let's just say software, taxes, travel, utilities. Let's just say, you know, general business expense or whatever licensing or whatever. Then you can click this and maybe is a hundred bucks, right? So then you can go through and at any point in the year, you can be like, why? I've already spent $750 on meals in the January. What's going on? Something needs to change there, but it totals your expenses up here and you go back to the overview or excuse me, you can go back to your revenue tab and you can see here's your revenue. Here's your expenses. Are you at a profit or a loss? Because that's all it comes down to. You can get as fan-ties you want with your accounting. What it comes down to is money in and money out. Are you bringing more money in than you're sending out than you're profitable, right? You got to figure out your own salary too. So if you're paying yourself a salary, put that here. So maybe on the 31st, paid to Mike Bancini salary. You got to select it from here and then maybe I paid myself $500, whatever it might be, right? Track everything. That way you know what's working in your business and what's not. I can't stress this enough. That's why you have all these different tabs for tracking for the month because you are not going to have any revenue or not have any idea where it's coming from if you don't do this. I can tell you 100% were every single penny that has come into my business for the last four years because I track this religiously. So how do we do this? Not only are we asking these people but a lot of the time it's because we know our tracking phone numbers. This is what we're going to use later. This is called call rail. You don't need to go get a separate business line and all that stuff. This is where we get tracking phone numbers and we will set tracking phone numbers up for our clients because we need to be able to determine what's working and their ads and what isn't. So you can get different services. There's other ones called Grasshopper and CallFire. I've used all of them. This tends to be I think the most inexpensive but one of the easiest ones to work with. And you just start with a package. It's $45 for 10 phone numbers. You might not use all those 10 phone numbers I happen to. It's because I have my phone number in 10 different places. We have one phone number on our website. We have one phone number on our Google ads exclusively because if somebody clicks one of our ads and calls us, I need to make sure I know where I'm attributing that lead to our Google ads. If we do anything with social media, we have a separate phone number for that. But what's cool is that all you literally do is just put your phone number on whatever you're advertising. And then you can actually program that phone number into your cell phone. So for example, I can program the Google ad number into my phone. So if I'm sitting or doing some work and one day my phone rings and I see Google ads pop up, I'm going, oh my gosh, that I'm paying for that lead. Somebody clicked my Google ads. That's the only place I have that phone number. I better pick this up. This is important. And then I automatically know, hey, this is coming from my Google ads. I better put my sales hat on. And that's how we track everything. Now there's a 10, I think it's a 10 phone number package, but the, you know, you can get them for a little bit cheaper, a few numbers. You'll use some of these numbers for your clients as well. So you're not really paying for all of this. Your clients are going to be paying for a lot of it too. For example, we'll show you how to set it up. I know it sounds complicated, but it really isn't. And each client will get a rolling kind of number system of about five phone numbers, which runs about $10 a month per client. And I'm not paying for those unless my clients are paying me, right? So it's not like I have all these phone numbers that are just sitting there. If they're not being used, I'm not paying for them. So once I get a client, I go in here and I set up a client. I set up a system for my client, which we'll show you how to do. And it runs me about $10 a month per client, which they're paying for out of their management fees to us. So this is what we use. We're going to show you how to use this system and it works very, very well. So and then as the leads come in, we will just enter that information into our lead tracking spreadsheet, which I will put down below this video. So I know that's a lot, but it's also something that you need to start using right away. If you don't use this, this might be too much. Maybe you don't want to see this. Maybe you already have your own CMS or contact management system. That's fine. I just know I've used this for four or five years and this has worked just fine for me. So this is one of those things where I say simplify it. I don't need to pay $100 a month for a contact management system that this is all I need. Now your business may be different. Maybe you have more leads. I put a spot for a hundred leads a month here. You can expand it. You can do whatever you want with this sheet. You can use it. You can throw it away. This just happens to be what I use because it tracks all my leads. It tracks my revenue and it tracks my expenses all on one spreadsheet. So when I go to my accountant, he's laughing at me because I give him these, I print out these 30 numbers and he's like, okay, 750 for meals. I do all his work for him. $1,000 it cost me for taxes. If I go somewhere in travel, I put it under that and I just give him those numbers. How am I spent $1,000 on outsourcing? And he's just like, okay, we know where your money is going. You're spending way too much money on meals. You need to cut that back. So yeah, once again, it doesn't have to be complicated. Once again, this is what I use and hopefully this or something like it can work for you. All right. See you in the next training.

