Google Ads Offline Conversion Import

How Offline Conversion Logging Works

When you enable Ad Conversion Logging in your CaseIndex Settings, the system automatically creates a spreadsheet in your Google Drive folder named [Clinic Name] - Ad Conversions.

Every time a patient books an appointment online (via your website page or widget), CaseIndex logs a row to this sheet. Patient email and phone number are automatically pre-hashed using the secure SHA-256 algorithm to protect privacy and comply with Google's policies.

Note: Staff-created bookings (e.g. receptionist walk-ins) are filtered out automatically so they don't count towards ad conversions.

Step 1: Create the Conversion Action in Google Ads

Google Ads needs a designated conversion action to hold these imported bookings. You must create one with a name matching the spreadsheet.

1.1

Open Conversions Summary

In your Google Ads dashboard menu, go to Goals → Conversions → Summary.

1.2

Create a New Conversion Action

Click the blue + New conversion action button.

1.3

Select "Import"

Choose the Import card (track conversions from offline actions/manual uploads).

1.4

Select source details

Select Other data sources or CRMs, choose Track conversions from clicks, and click Continue.

1.5

Name the conversion: `Appointment Booked`

Under Conversion Name, enter exactly Appointment Booked (this is case-sensitive and must match what CaseIndex writes to the sheet).

1.6

Enable Enhanced Conversions

Check the box to turn on Enhanced conversions for leads and select Google Sheets as the connection method. Click Save and Continue.

Step 2: Connect the Spreadsheet to Google Ads

Now, tell Google Ads where to find the spreadsheet so it can fetch new bookings automatically.

2.1

Go to Uploads page

In the left-hand sub-menu of the Conversions section, click on Uploads.

2.2

Go to Schedules

Click the Schedules tab at the top of the page, then click the blue + button.

2.3

Select "Google Sheets" as Source

Choose Google Sheets under the Source dropdown menu.

2.4

Select your spreadsheet

Click Choose an existing sheet, and in the Google Drive file selector, search for and pick your [Clinic Name] - Ad Conversions sheet.

2.5

Choose upload frequency

Set the frequency to Daily, and choose a time (e.g., 2:00 AM). Google will scan the sheet every day for new rows.

2.6

Save & Preview

Click Save & Preview. Google Ads will link the sheet and run a test parse to verify. If everything matches, click Save to activate the schedule.

Frequently Asked Questions

How does Google match the spreadsheet rows to actual ad clicks?

Google Ads matches the SHA-256 hashed email and phone number. If a patient clicked your ad, visited your site, and booked using that email/phone, Google attributes the booking conversion to that ad click.

Why is my phone number / email not matching?

CaseIndex automatically normalizes phone numbers to E.164 format (with country code, e.g., +919876543210) before hashing. If the patient enters their details differently, Google Ads may not find a match. However, with both email and phone uploaded, match rates are typically very high.

How long before conversions appear in reports?

After an upload runs, matched conversions usually take 24 to 48 hours to populate in your Google Ads campaign report columns.