Track every outreach touchpoint: the CRM fields that explain why replies happen

A spreadsheet works if it answers three questions: who was contacted, what was sent, and what happened next. Keep one row per prospect so duplicates and follow-ups stay visible.

Core fields: domain, contact, role, email, source, niche, location, and site-quality notes. Add a stable domain key to prevent duplicate prospects under different contacts.

Track campaign, angle, offer, send status, subject line, personalization note, and last-touch date. Record the angle used, not just "sent," so pitch types can be compared.

Use controlled statuses: Not contacted, Sent, Replied, Interested, Negotiating, Won, Rejected, Unqualified, and Do not contact. Add reply type and rejection reason; free-text labels damage filters and reports.

Review the tracker for stale follow-ups, duplicate domains, and weak campaigns. The goal is not more columns, but a record that makes the next message smarter.