Dec 4, 2025
Agency Operations in Corcava: Outreach, Landing Pages & Reports
Marketing agencies juggle multiple tools, scattered data, and manual reporting. This guide shows how to unify outreach, content delivery, and reporting in one workspace using Corcava's integrated platform for marketing agency operations.
The Marketing Agency Operations Challenge
Every marketing agency faces the same operational nightmare:
Tool 1: Email outreach platform (Mailchimp, ActiveCampaign)
Tool 2: Landing page builder (Unbounce, Leadpages)
Tool 3: CRM system (HubSpot, Pipedrive)
Tool 4: Analytics platform (Google Analytics, Mixpanel)
Tool 5: Reporting tool (Google Data Studio, Tableau)
Tool 6: Time tracking (Toggl, Harvest)
Tool 7: Project management (Asana, Monday.com)
This scattered approach creates:
- Data silos - Campaign performance scattered across platforms
- Manual reporting - Hours spent compiling client reports
- Lost leads - Form submissions that don't reach the right person
- Inconsistent tracking - UTM codes that don't connect to CRM
- Team confusion - Different tools for different team members
- Client frustration - Delayed reports and missing insights
The solution: Integrated Marketing Agency Operations
Manage outreach sequences, build landing pages, track campaigns, and automate reporting—all in one platform that actually connects your data.
What is Integrated Marketing Agency Operations?
Definition
Integrated marketing agency operations means managing all client work—from initial outreach to final reporting—within a single, connected platform.
Core Components:
- Outreach Management - Email sequences with reply tracking
- Landing Page Creation - Built-in page builder with form integration
- CRM Integration - Automatic lead capture and routing
- Campaign Tracking - UTM codes that connect to performance data
- Client Reporting - Automated dashboards with real-time metrics
- Time Tracking - Billable hours across all client work
- Project Management - Campaign planning and team coordination
Key Benefits:
- Unified Data - All campaign data in one place
- Automated Workflows - Forms → CRM → Reporting without manual steps
- Real-Time Insights - Live campaign performance and team productivity
- Professional Reporting - Automated client reports with white-label branding
- Scalable Operations - Add clients and campaigns without adding complexity
Setting Up Outreach Sequences
Creating Multi-Step Email Campaigns
Step 1: Define Your Outreach Strategy
Before building sequences, establish your outreach framework:
Campaign Types:
- Cold Outreach: 5-7 emails over 2-3 weeks
- Warm Follow-up: 3-4 emails over 1-2 weeks
- Nurture Sequences: 8-12 emails over 4-6 weeks
- Re-engagement: 3-4 emails over 1 week
Email Timing:
- Email 1: Immediate
- Email 2: 3-4 days later
- Email 3: 1 week later
- Email 4: 2 weeks later
- Email 5: 3 weeks later (if no response)
Step 2: Build Your First Sequence
In Corcava, create outreach sequences that automatically track replies and engagement:
Sequence Setup:
1. Navigate to CRM → Campaigns → Create New Sequence
2. Name: "B2B SaaS Cold Outreach - Q1 2025"
3. Set sequence type: "Cold Outreach"
4. Define target audience: "SaaS companies, 10-100 employees"
5. Set sequence duration: "21 days, 5 emails"
Email Templates:
- Email 1: Introduction + value proposition
- Email 2: Social proof + case study
- Email 3: Direct question + urgency
- Email 4: Final attempt + alternative offer
- Email 5: Breakup email (if no response)
Step 3: Configure Reply Tracking
Set up automatic reply detection to pause sequences when prospects respond:
Reply Tracking Settings:
- Auto-pause on reply: Yes
- Notification to rep: Yes
- Add to follow-up task: Yes
- Mark as "Responded" in CRM: Yes
Engagement Tracking:
- Track email opens: Yes
- Track link clicks: Yes
- Track attachment downloads: Yes
- Score leads based on engagement: Yes
Advanced Outreach Features
A/B Testing Email Templates
Test different subject lines and content to optimize performance:
A/B Test Setup:
1. Create two versions of each email
2. Split audience 50/50
3. Track open rates, click rates, reply rates
4. Automatically send winning version to remaining audience
Metrics to Track:
- Open rate by subject line
- Click rate by CTA placement
- Reply rate by email length
- Unsubscribe rate by frequency
Personalization at Scale
Use dynamic fields to personalize emails while maintaining efficiency:
Personalization Fields:
- {{first_name}} - Contact's first name
- {{company_name}} - Company name
- {{industry}} - Industry from CRM
- {{recent_activity}} - Recent website activity
- {{mutual_connection}} - LinkedIn mutual connections
- {{custom_field}} - Any custom CRM field
Example Personalization:
"Hi {{first_name}},
I noticed {{company_name}} recently launched a new {{product_feature}}.
As a {{industry}} company, you might be interested in how we helped
[Similar Company] increase their conversion rate by 40%..."
Building High-Converting Landing Pages
Landing Page Strategy for Marketing Agencies
Landing Page Types for Agencies:
Lead Generation Pages:
- Service inquiry forms
- Free consultation requests
- Resource downloads (guides, templates)
- Webinar registrations
- Newsletter signups
Campaign-Specific Pages:
- Product launch pages
- Event promotion pages
- Seasonal campaign pages
- Geographic targeting pages
- Industry-specific pages
Step 1: Design Your Landing Page
Use Corcava's built-in page builder to create conversion-optimized landing pages:
Page Builder Setup:
1. Navigate to Forms → Landing Pages → Create New
2. Choose template: "Lead Generation" or "Campaign Landing"
3. Set page title: "Free Marketing Audit - [Client Name]"
4. Configure URL: "audit-[client-name].corcava.com"
5. Set up UTM tracking: "utm_source=email&utm_campaign=q1_outreach"
Essential Page Elements:
- Compelling headline (benefit-focused)
- Subheadline (explains the offer)
- Social proof (testimonials, logos)
- Clear value proposition
- Simple form (3-5 fields max)
- Trust indicators (security badges, guarantees)
- Mobile-responsive design
Step 2: Optimize for Conversions
Implement conversion optimization best practices:
Conversion Optimization:
Headlines:
- Focus on benefits, not features
- Use numbers and specific outcomes
- Create urgency or scarcity
- Test different emotional triggers
Forms:
- Minimize required fields (name, email, company)
- Use progressive profiling for repeat visitors
- Add form validation and error messages
- Include privacy policy and opt-in language
Trust Elements:
- Client logos and testimonials
- Security badges and certifications
- Money-back guarantees
- Contact information and address
Step 3: Set Up Form Integration
Connect landing page forms directly to your CRM for automatic lead capture:
Form Integration Setup:
1. Configure form fields to match CRM fields
2. Set up automatic lead creation
3. Configure lead scoring based on form responses
4. Set up automated email sequences for new leads
5. Create follow-up tasks for sales team
Field Mapping:
- Name → Contact Name
- Email → Email Address
- Company → Company Name
- Phone → Phone Number
- Message → Lead Source Notes
- UTM Source → Lead Source
- UTM Campaign → Campaign Name
Advanced Landing Page Features
UTM Tracking and Analytics
Implement comprehensive tracking to measure campaign performance:
UTM Parameters:
utm_source: email, social, paid, organic
utm_medium: newsletter, facebook, google, blog
utm_campaign: q1_outreach, product_launch, webinar
utm_content: header_link, sidebar_ad, cta_button
utm_term: marketing_agency, seo_services, ppc_management
Analytics Integration:
- Google Analytics 4 setup
- Facebook Pixel integration
- LinkedIn Insight Tag
- Custom event tracking
- Conversion goal setup
A/B Testing Landing Pages
Test different page elements to improve conversion rates:
A/B Test Elements:
- Headlines and subheadlines
- Form length and field types
- CTA button text and colors
- Page layout and design
- Social proof placement
- Trust indicators
Testing Process:
1. Create two versions (A and B)
2. Split traffic 50/50
3. Run test for 2-4 weeks minimum
4. Analyze statistical significance
5. Implement winning version
6. Document learnings for future tests
CRM Integration and Lead Management
Automatic Lead Capture
Setting Up Form-to-CRM Integration
Configure automatic lead creation from all marketing touchpoints:
Integration Setup:
1. Navigate to CRM → Settings → Form Integration
2. Enable automatic lead creation: Yes
3. Set default lead status: "New Lead"
4. Configure lead assignment rules
5. Set up duplicate detection
6. Enable lead scoring
Assignment Rules:
- By industry: Tech → Tech Team, Healthcare → Healthcare Team
- By company size: Enterprise → Senior Reps, SMB → Junior Reps
- By geography: US → US Team, EU → EU Team
- By lead source: Referral → Priority Queue, Cold → Standard Queue
Lead Scoring and Qualification
Implement automatic lead scoring to prioritize follow-up:
Lead Scoring Criteria:
High Value (80-100 points):
- Enterprise company size: +20 points
- C-level title: +15 points
- Budget >$10k: +15 points
- Timeline <3 months: +10 points
- Multiple form interactions: +10 points
Medium Value (40-79 points):
- Mid-market company: +10 points
- Manager level: +8 points
- Budget $5k-10k: +8 points
- Timeline 3-6 months: +5 points
- Email engagement: +5 points
Low Value (0-39 points):
- Small business: +5 points
- Individual contributor: +3 points
- Budget <$5k: +3 points
- Timeline >6 months: +2 points
- No engagement: +0 points
Campaign Tracking and Attribution
UTM Code Management
Organize UTM codes to track campaign performance accurately:
UTM Structure:
Source Examples:
- email (email campaigns)
- social (social media)
- paid (paid advertising)
- organic (SEO, direct)
- referral (partner sites)
Medium Examples:
- newsletter (email newsletters)
- facebook (Facebook ads)
- google (Google Ads)
- blog (blog content)
- webinar (webinar promotion)
Campaign Examples:
- q1_outreach_2025
- product_launch_march
- webinar_series_spring
- retargeting_campaign
- referral_program
Attribution Modeling
Set up proper attribution to understand which campaigns drive results:
Attribution Setup:
1. Configure first-touch attribution
2. Set up last-touch attribution
3. Implement multi-touch attribution
4. Track assisted conversions
5. Monitor attribution reports
Key Metrics:
- First-touch conversions
- Last-touch conversions
- Assisted conversions
- Time to conversion
- Conversion value by source
- Cost per acquisition by channel
Automated Client Reporting
Building Reporting Dashboards
Essential Marketing Agency KPIs
Create dashboards that track the metrics clients care about most:
Campaign Performance Metrics:
Lead Generation:
- Total leads generated
- Cost per lead (CPL)
- Lead quality score
- Conversion rate by source
- Time to conversion
Email Marketing:
- Open rates by campaign
- Click-through rates
- Unsubscribe rates
- Reply rates
- Bounce rates
Landing Page Performance:
- Page views and unique visitors
- Conversion rates
- Form completion rates
- Traffic sources
- Geographic distribution
ROI Metrics:
- Return on ad spend (ROAS)
- Customer acquisition cost (CAC)
- Lifetime value (LTV)
- Revenue attribution
- Profit margins
Step 1: Create Client-Specific Dashboards
Build customized dashboards for each client's unique needs:
Dashboard Setup:
1. Navigate to Reports → Dashboards → Create New
2. Name: "[Client Name] - Monthly Marketing Report"
3. Set date range: "Last 30 days"
4. Add key performance widgets
5. Configure automatic refresh
6. Set up scheduled delivery
Dashboard Widgets:
- Campaign performance summary
- Lead generation funnel
- Email marketing metrics
- Landing page analytics
- ROI and revenue tracking
- Team productivity metrics
Step 2: Automate Report Delivery
Set up automatic report delivery to keep clients informed:
Report Automation:
Delivery Schedule:
- Weekly reports: Every Monday
- Monthly reports: First Monday of month
- Quarterly reports: First Monday of quarter
- Ad-hoc reports: On request
Delivery Methods:
- Email with PDF attachment
- Client portal access
- Slack/Teams integration
- Custom webhook to client systems
Report Customization:
- White-label branding
- Client-specific metrics
- Executive summary
- Action items and recommendations
- Next month's focus areas
Advanced Reporting Features
Real-Time Performance Monitoring
Implement real-time dashboards for active campaign monitoring:
Real-Time Setup:
1. Configure live data connections
2. Set up alert thresholds
3. Create monitoring dashboards
4. Enable mobile notifications
5. Set up escalation procedures
Alert Thresholds:
- Conversion rate drops below 2%
- Cost per lead exceeds budget
- Email deliverability issues
- Landing page errors
- Team productivity below target
Custom Report Templates
Create reusable report templates for different client types:
Report Templates:
B2B SaaS Clients:
- Lead generation metrics
- Sales qualified leads (SQLs)
- Customer acquisition cost
- Monthly recurring revenue (MRR)
- Churn rate and retention
E-commerce Clients:
- Website traffic and conversions
- Product performance
- Cart abandonment rates
- Customer lifetime value
- Return on ad spend
Professional Services:
- Lead quality and conversion
- Proposal win rates
- Project profitability
- Client satisfaction scores
- Referral generation
Time Tracking and Agency Profitability
Tracking Billable Hours
Setting Up Time Tracking for Agency Work
Implement comprehensive time tracking across all client work:
Time Tracking Setup:
1. Navigate to Time Tracking → Settings
2. Enable automatic time tracking: Yes
3. Set up project categories
4. Configure billable rates
5. Set up time approval workflows
6. Enable client time reporting
Project Categories:
- Campaign Strategy & Planning
- Content Creation & Design
- Email Marketing & Automation
- Landing Page Development
- Social Media Management
- Paid Advertising Management
- Analytics & Reporting
- Client Communication
- Internal Meetings & Training
Time Tracking Best Practices
Establish clear guidelines for accurate time tracking:
Time Tracking Guidelines:
Billable Activities:
- Client strategy sessions
- Campaign development
- Content creation
- Email sequence setup
- Landing page building
- Performance analysis
- Client reporting
- Campaign optimization
Non-Billable Activities:
- Internal team meetings
- Training and development
- Administrative tasks
- Business development
- Tool setup and maintenance
- Research and learning
Time Entry Requirements:
- Log time daily (not weekly)
- Include detailed descriptions
- Categorize by project and activity
- Note any special circumstances
- Get approval for overtime
Agency Profitability Analysis
Calculating Utilization Rates
Monitor team productivity and profitability:
Utilization Calculation:
1. Navigate to Reports → Agency Performance
2. Select date range: "Last 30 days"
3. View utilization by team member
4. Analyze billable vs non-billable hours
5. Calculate effective hourly rates
6. Identify optimization opportunities
Key Metrics:
- Billable utilization rate
- Effective hourly rate
- Revenue per employee
- Profit margin by client
- Cost per hour by activity
- Overtime and capacity planning
Profitability Optimization
Use time tracking data to improve agency profitability:
Profitability Analysis:
High-Profit Activities:
- Strategy and planning sessions
- Campaign setup and automation
- Performance optimization
- Client reporting and analysis
Low-Profit Activities:
- Manual data entry
- Tool switching and setup
- Inefficient reporting
- Unnecessary meetings
Optimization Strategies:
- Automate repetitive tasks
- Standardize processes
- Invest in training
- Optimize team structure
- Focus on high-value activities
Real-World Agency Operations Examples
Example 1: B2B SaaS Lead Generation Campaign
Campaign Overview: A marketing agency runs a comprehensive lead generation campaign for a B2B SaaS client targeting mid-market companies.
Operations Workflow:
Week 1: Campaign Setup
- Create outreach sequence (5 emails over 3 weeks)
- Build landing page for free consultation offer
- Set up UTM tracking for all touchpoints
- Configure CRM integration and lead scoring
- Create reporting dashboard for client
Week 2-4: Campaign Execution
- Launch email sequence to 1,000 prospects
- Monitor landing page performance daily
- Track lead quality and conversion rates
- Follow up on high-scoring leads immediately
- Optimize based on real-time data
Week 5: Analysis and Reporting
- Generate comprehensive campaign report
- Analyze ROI and cost per acquisition
- Identify top-performing email templates
- Document lessons learned
- Plan next campaign iteration
Results Achieved:
- 150 leads generated (15% conversion rate)
- $45 cost per lead (within budget)
- 25% of leads became sales qualified
- 8% closed as customers
- 300% ROI on campaign investment
Example 2: E-commerce Client Onboarding
Client Setup: A marketing agency onboards a new e-commerce client with multiple product lines and seasonal campaigns.
Operations Implementation:
Month 1: Foundation Setup
- Audit existing marketing tools and data
- Set up integrated campaign tracking
- Create client-specific reporting dashboards
- Establish team workflows and responsibilities
- Launch first integrated campaign
Month 2-3: Campaign Optimization
- A/B test landing pages and email templates
- Optimize ad spend based on performance data
- Implement automated lead nurturing
- Set up real-time performance monitoring
- Generate monthly client reports
Month 4+: Scale and Growth
- Expand successful campaigns
- Add new product lines and markets
- Implement advanced automation
- Optimize team productivity
- Plan for seasonal campaigns
Operational Benefits:
- 50% reduction in manual reporting time
- 30% improvement in campaign performance
- 25% increase in team productivity
- 100% client satisfaction with reporting
- 40% growth in client account value
Common Agency Operations Mistakes
Mistake 1: Tool Sprawl and Data Silos
The Problem: Using multiple disconnected tools creates data silos and operational inefficiency.
Signs You Have This Problem:
- Campaign data scattered across platforms
- Manual data compilation for reports
- Inconsistent tracking and attribution
- Team confusion about which tool to use
- Client frustration with delayed insights
The Solution: Consolidate operations into an integrated platform that connects all your data and workflows.
Mistake 2: Manual Reporting and Client Communication
The Problem: Spending hours each month manually compiling client reports instead of focusing on strategy and optimization.
Signs You Have This Problem:
- 10+ hours per month on report creation
- Delayed or inconsistent report delivery
- Client complaints about missing insights
- Team stress around month-end reporting
- Limited time for actual marketing work
The Solution: Implement automated reporting with real-time dashboards and scheduled delivery.
Mistake 3: Poor Lead Management and Follow-up
The Problem: Leads falling through the cracks due to poor integration between marketing and sales systems.
Signs You Have This Problem:
- Leads not reaching the right team members
- Delayed follow-up on high-value prospects
- No lead scoring or qualification process
- Inconsistent lead handoff procedures
- Lost revenue from poor lead management
The Solution: Set up automatic lead capture, scoring, and routing with clear follow-up procedures.
Getting Started with Integrated Agency Operations
Phase 1: Foundation Setup (Week 1-2)
Immediate Actions:
- Audit Current Tools - List all marketing tools and identify integration opportunities
- Set Up Core Platform - Configure Corcava for your agency's specific needs
- Import Existing Data - Migrate client data, campaigns, and historical performance
- Train Your Team - Ensure everyone understands the new workflows
- Test with One Client - Start with your most understanding client
Phase 2: Campaign Integration (Week 3-4)
Campaign Setup:
- Create First Integrated Campaign - Build outreach sequence with landing page
- Set Up Tracking - Implement UTM codes and analytics integration
- Configure Automation - Set up form-to-CRM and lead routing
- Build Reporting - Create client dashboard with key metrics
- Monitor Performance - Track results and optimize in real-time
Phase 3: Scale and Optimize (Month 2+)
Growth Activities:
- Expand to All Clients - Roll out integrated operations across all accounts
- Optimize Workflows - Refine processes based on real-world usage
- Advanced Features - Implement A/B testing, advanced automation, and custom reporting
- Team Training - Develop expertise in integrated operations
- Client Education - Help clients understand and value the new approach
Key Metrics to Track
Operational Efficiency Metrics
Time Savings:
- Hours saved on manual reporting
- Reduction in tool switching time
- Faster campaign setup and launch
- Streamlined client communication
- Reduced administrative overhead
Cost Savings:
- Tool consolidation savings
- Reduced manual labor costs
- Lower client acquisition costs
- Improved team productivity
- Better resource utilization
Client Success Metrics
Campaign Performance:
- Lead generation volume and quality
- Conversion rates by channel
- Cost per acquisition
- Return on ad spend
- Customer lifetime value
Client Satisfaction:
- Report delivery timeliness
- Data accuracy and completeness
- Strategic insights provided
- Communication responsiveness
- Overall client retention
Agency Growth Metrics
Business Growth:
- Revenue per client
- Profit margins by client
- Team utilization rates
- Client acquisition rate
- Market expansion opportunities
Operational Excellence:
- Campaign launch speed
- Error rates and rework
- Client onboarding time
- Team productivity metrics
- Process standardization
Conclusion: Transform Your Agency Operations
The marketing agency landscape is competitive, but integrated operations give you a significant advantage.
Key Takeaways:
- Unified Operations - Manage outreach, landing pages, and reporting in one platform
- Automated Workflows - Eliminate manual tasks and focus on strategy
- Real-Time Insights - Make data-driven decisions with live performance data
- Professional Reporting - Deliver exceptional client experiences with automated reports
- Scalable Growth - Add clients and campaigns without proportional complexity increase
The integrated approach transforms your agency from a collection of tools into a streamlined operation that delivers better results for clients while improving your team's productivity and profitability.
Ready to unify your agency operations?
Start your free trial of Corcava and see how integrated marketing agency operations can transform your business. Set up your first campaign in minutes, not hours, and start delivering better results for your clients today.
Stop juggling multiple tools and start delivering integrated marketing results. Your clients—and your team—will thank you.