A Monthly AI Visibility Tracking Sheet
Direct answer
A tracking sheet is a simple table you fill in once a month: the date, platform, query, whether your business was mentioned, how it was described, which sources were cited, and which competitors appeared. It is not statistically rigorous monitoring, but it turns "I think we are invisible" into a dated record you can compare month over month.
How Do You Use This Template?
Set up the columns below in any spreadsheet. Once a month, run the same five to ten queries on the same platforms and fill in one row per query per platform, including the embarrassing results, because the sheet only works if it is honest. The value appears from the second month onward, when rows start moving.
What Does the Template Include?
Date checked and platform
When you ran the check and where: ChatGPT, Gemini, Perplexity, or Google AI Overviews. Note whether web browsing was on, since it changes answers.
Example: "July 2026, ChatGPT, browsing on."
Query
The exact question asked, unchanged month to month. Consistent wording is what makes rows comparable.
Example: "Best physiotherapy clinic in Ajax for sports injuries."
Business mentioned, and in what context
Yes or no, and if yes, where in the answer and how: recommended, listed among options, or mentioned in passing.
Example: "Yes, second of three options, described as accepting new patients."
Description accuracy
Whether what the platform said about you is correct: services, area, and details. Wrong descriptions matter as much as absences.
Example: "Accurate except it named our old address."
Sources cited and competitors mentioned
Which websites the answer drew on, and which other businesses appeared. Recurring sources are where your presence needs strengthening; recurring competitors are your benchmark.
Example: "Cited a directory we are not listed in; named the same competitor as last month."
Changes observed and follow-up action
What moved since last month, and the single next action it suggests. One action per month, done, beats five planned.
Example: "First mention on Perplexity since fixing the services page; next step: get listed in the cited directory."
Frequently asked questions
Is this real monitoring?
It is honest amateur monitoring: small sample, one user, one location, so treat single rows as anecdotes and trends as signals. Professional monitoring runs larger question sets under controlled conditions; this sheet is the right starting point before paying for that.
How many queries should I track?
Five to ten: two or three identity questions about your business by name, and the rest category questions customers actually ask. More than ten and the monthly habit usually dies.
Ready to find out what AI search tools say about your business?
Book a free introductory call to discuss your current AI visibility and determine the most appropriate next step.