Quick answer: Keep one spreadsheet with a row per listing: site, listing URL, date submitted, status, login owner, details used and the date you last checked it. When a provider sends a delivery report, open a sample of the listed URLs yourself and confirm each one exists, shows your exact approved details and links to the right website. A report you can't check is a claim, not proof.
An audit tells you what already exists. A tracking sheet records what you add or change from now on, so you never lose a login, forget a listing or pay twice for the same work. It also gives you a way to check anything a provider delivers.
Why Tracking Matters
- Future changes. When you move or change your number, you need a list of every listing to update.
- Access. Logins created by a former employee or agency are a common reason listings can't be edited later.
- Verification. You can confirm that what you paid for was delivered.
- Avoiding duplicates. Re-submitting to a site where you already have a listing often creates a second one.
The Columns to Use
| Site | Listing URL | Type | Status | Login held by | Submitted | Last checked | Notes |
|---|---|---|---|---|---|---|---|
| Example Directory | https://…/your-listing | Structured | Live | Owner email | 03 Nov | 10 Nov | Hours added |
| Trade body register | pending | Structured | Pending | Owner email | 04 Nov | — | Awaiting approval |
| Custom map entry | https://…/map | Map entry | Live | Provider | 05 Nov | 12 Nov | From delivery report |
Example rows are illustrative only.
Useful status values are: Planned, Submitted, Pending verification, Live, Needs correction, Duplicate and Removed. Keep them consistent so you can filter.
Store Logins Safely
Do not put passwords in the spreadsheet. Record which email address owns the listing and keep the passwords in a password manager. Where possible, use a business email address you will keep long term rather than a personal or employee address. Google's advice on working with third parties notes that only profile owners can control who has access to a Business Profile, so keep ownership with the business (Google Business Profile Help).
How to Check a Provider's Delivery Report
Check the format
Does every row have a working URL, not just a site name?
Sample the rows
Open a random selection, including some from the middle and end of the list.
Compare details
Name, address, phone and website should match what you approved, exactly.
Identify the type
Is each entry a directory listing, a map entry or something else? Note it in the Type column.
Raise issues early
Report mismatches to the provider while the order is still open.
What a Good Report Looks Like
- One row per item, each with a direct URL.
- A clear description of what kind of entry each row is.
- The exact details used, so you can confirm they match what you approved.
- A date of creation or submission.
Be wary of reports that list only domain names, screenshots without URLs, or totals with no way to inspect individual items.
Keep the Sheet Alive
- Add a row the moment you submit anything.
- Update the status when the listing goes live.
- Recheck your highest-priority listings every few months.
- Use the sheet as your checklist whenever any detail changes.
If you have not yet built an inventory of older listings, start with a local citation audit and copy its results into this sheet.
Sources
- Tips for working with third parties to manage your Business Profile (Google Business Profile Help)
0 Comments