A LinkedIn outreach client report template needs seven numbers, three sentences of explanation and one decision for next week, and it should fit on one screen. The template is below, in a code fence that you can copy. With the GTM Bud connector, your AI fills it from current campaign results in the chat. In our estimate, which is not a measurement, a report that took an hour per client then takes about 10 minutes.
This article is for the account manager at an outreach agency whose weekly reports are due on Friday at 3 pm. If you have five clients, that is the whole of Friday morning. The method here gets it done between lunch and 2 pm.
One fact first, so that nothing below surprises you: the AI writes the report in the chat. GTM Bud has no scheduled report and no PDF report. You ask, you read, you copy the text into the email or the document that your client already knows.
What goes into a LinkedIn outreach client report?
Seven numbers, in the order of the funnel. A client reads top to bottom and stops at the first number that looks wrong, so the order is part of the message.
| # | Number | What it tells the client |
|---|---|---|
| 1 | Leads reached | How many people the campaign contacted |
| 2 | Connection requests accepted / sent | Whether the audience accepts this sender |
| 3 | Conversations | How many people got a real message |
| 4 | Replies | How many answered |
| 5 | Interested | Who wants to talk |
| 6 | Warm and Not interested | Who said later, and who said no |
| 7 | Meetings booked | The result the client pays for |
Numbers 1 to 6 come from the campaign results in GTM Bud. For one campaign the results give leads reached with a split by channel, connection requests sent and accepted, conversations, the replies by label (Interested, Warm, Not interested) and a count of replies that have no label yet. Every result has an as-of time.
Number 7 does not come from GTM Bud. The results have no meeting count. Take it from the calendar or the CRM where the meeting was booked, and type it into the chat. If that tool has a connector in the same chat, your AI can read it. That is a function of your AI app and that tool. GTM Bud has no CRM integration through the connector.
Two definitions prevent most client arguments:
- A conversation is a lead that got a direct message, an InMail or an email, or that replied. A connection request alone is not a conversation.
- A label is a judgment. Somebody, a person or the AI, marked the reply Interested, Warm or Not interested. Label the open replies before you report, or number 5 is too low.
The report template
Copy this. The square brackets are the fields.
[CLIENT NAME] | LinkedIn outreach | Week [NN]
Prepared by [AGENCY NAME], numbers as of [DATE, TIME]
1. THE WEEK IN ONE LINE
[One sentence: what happened and what it means.]
2. NUMBERS This week Since launch
Leads reached [n] [n]
Requests accepted [n] of [n] [n] of [n]
Conversations [n] [n]
Replies [n] [n]
Interested [n] [n]
Warm [n] [n]
Not interested [n] [n]
Meetings booked [n] [n] (from [calendar / CRM])
3. PEOPLE WHO WANT TO TALK
[Name, title, company]: "[one line from the reply]". Next step: [step, owner, date]
[Name, title, company]: "[one line from the reply]". Next step: [step, owner, date]
4. WHAT THE "NO" ANSWERS SAID
[Two or three lines. Group the reasons. No names.]
5. WHAT WE CHANGE NEXT WEEK
[One change, one reason.]
6. WHAT WE NEED FROM YOU
[One request with a date, or "Nothing this week."]Six sections, and section 2 is the only table. A client who reads only section 1 and section 6 still knows the state of the service.
How do you fill it in 10 minutes?
You fill it with four prompts, in one chat that has the GTM Bud connector and last week’s report. Here is the Friday of Tomás, account manager for five clients. The client is a payroll software firm, and its campaign is named Lumen Payroll | Finance leads retail UK.
Minute 0 to 2: label first.
“List the replies of the Lumen Payroll campaign that have no label. Read each conversation, propose a label and show me the list before you set anything.”
Four replies came back. Tomás agreed with three labels, changed one from Warm to Not interested, and the AI set them.
Minute 2 to 4: the numbers.
“Get the results of the Lumen Payroll campaign. Give me leads reached, connection requests accepted and sent, conversations, replies, Interested, Warm, Not interested, and the as-of time.”
Minute 4 to 7: the people and the reasons.
“List the Interested replies of this campaign from the last seven days with name, title, company and one line from each. Then read the Not interested replies of the same period and group the reasons in three lines, without names.”
Minute 7 to 10: the report.
“Here is last week’s report. Fill the template for this week. The column ‘This week’ is this week’s numbers minus last week’s ‘Since launch’ column. Meetings booked: 2 this week, 5 since launch, from our calendar. Write section 1 in one sentence and do not use the word ‘great’.”
Tomás read it, corrected one next step, and pasted it into the email. Ten minutes, of which three were his own reading.
Why paste last week’s report? Because the results are a current snapshot of the whole campaign. The results tool takes a campaign and nothing else. It has no date range. “This week” is a subtraction that your AI does, and it can only subtract if it has last Friday’s numbers. Keep each report in one running document per client and the problem is solved for good.
Check the as-of time. The numbers refresh when someone asks and can be up to about 15 minutes old. If the result says that the last refresh failed, it also says from what time the numbers are. Put that time in the header and do not hide it.
How do you explain a weak week?
You explain a weak week with the first number that dropped, one cause, and one change. Never with an apology, and never with five causes. A client can accept a bad week. A client cannot accept a report that hides one.
Find the first number in the funnel that is weak, then use the matching line:
| First weak number | Honest cause to check | What the report says |
|---|---|---|
| Leads reached | Account disconnected, paused, or sending slowed | “Sending stopped on Tuesday when the LinkedIn account lost its connection. It is back since Thursday.” |
| Requests accepted | Audience does not know or trust the sender | “Fewer people accepted. We think the titles are too senior for this profile and we test one level lower.” |
| Conversations | Requests are recent and still pending | “Most requests went out in the last three days. Acceptances arrive with a delay.” |
| Replies | The first message or the offer does not land | “People accept and stay silent. We change the offer in the first message next week.” |
| Interested | Wrong people, or replies not labeled | “Replies came, but from the wrong segment. Section 4 shows what they said.” |
| Meetings | Slow answers to Interested replies | “Two interested leads waited over the weekend. From now on we answer inside one working day.” |
Three rules for the wording:
- Say what you checked. “We checked the account status and the sending mode” is stronger than “we are looking into it”.
- One change. If you promise three, the client cannot tell next Friday which one worked, and neither can you.
- No forecast. Do not write what next week’s numbers will be. Nobody can know them, and the report is the document that the client will quote back to you.
When the weak number is Interested and the client’s complaint is about who the leads are, the report is not the fix. That is a targeting job, and it has its own same-day method: client says the leads are bad.
What the report cannot do, and what that means for an agency
GTM Bud has no white-label dashboard and no client workspace, so the white-label report is this text, with your agency name in the header. Your client does not sign in anywhere. For many agencies that is the point: the client bought a result and a weekly page, not another tool to learn.
It has costs, and you should know them before you promise a format:
- Nothing arrives by itself. If you do not open the chat on Friday, no report exists.
- No file. The AI writes text. If the client wants a formatted document, you paste the text into your own template.
- No history inside GTM Bud. The week by week view lives in your running document.
- One campaign per result. A client with three campaigns gets three results. Ask the AI for a table with one row per campaign and a total row, and say so in the report.
- Senders. The results do not say which LinkedIn account a campaign sends from. If the client has two senders, put the sender name in each campaign name.
The upside is that the questions can change every week. In week 3 the client asks which industries answer best. You ask the AI to read the Interested replies and group them by company type, and section 4 of that report is different from every other week.
If you run reports for many clients on the same day, do the cross-client check on Monday and the client reports on Friday. The Monday routine is in run client LinkedIn campaigns from one AI chat. For a client in its first month, the structure in prove outbound works in 30 days gives you the four weekly headlines in advance.
Frequently asked questions about a LinkedIn outreach client report
How often should an agency send a LinkedIn outreach report to a client?
Weekly for the first two months, on the same day and hour, because a new client judges the service by rhythm before results exist. After that, many agencies move to a short weekly note and a longer monthly review. Do not report daily: one day of LinkedIn numbers is noise.
Should the report show the names of the leads that replied?
Yes for Interested replies, with the company and one line of what the lead said, because the client will meet these people. For Warm replies a count and one or two examples are enough. Leave Not interested replies as a count and a summary of the reasons.
Where does the number of booked meetings come from?
Not from the GTM Bud results. They count leads reached, connection requests, conversations and replies by label, and they have no meeting count. Take meetings from the calendar or the CRM where they are booked. If that tool has its own connector in your chat, your AI can read it there.
Can the client get the report without me, straight from GTM Bud?
No. GTM Bud does not send reports to anyone and it has no login for your client. The report is a text that your AI writes in your chat from the results, and you send it from your own email or your own document. That is also why the report can carry your agency name and your wording.
What if the numbers in two reports do not add up?
Check the as-of times first. The results are a current snapshot of the whole campaign, and two snapshots taken at different hours differ. Check also if replies were labeled between the two reports: a reply that had no label last Friday now counts as Interested, Warm or Not interested.
Send it at 2 pm, not at 2:59
The LinkedIn outreach client report template above works because it is short and the same every week: seven numbers, the people who want to talk, what the no answers said, one change and one request. Label the replies, pull the results, subtract last week, and read the text before it leaves. To try it this Friday, add the connector by its address with the steps on GTM Bud for ChatGPT and paste the template into the chat with your last report.