How to Use ClickUp as a CRM Step by Step

ClickUp can work as a flexible CRM to organize leads, track deals, and manage client relationships in one place without expensive, rigid software.

This how-to guide walks you through setting up a complete CRM workspace, inspired by the CRM approach discussed in this ClickUp CRM article focused on Malaysian businesses.

Step 1: Plan Your ClickUp CRM Structure

Before building anything, outline how you want your sales process to look inside ClickUp.

Define your sales pipeline stages

List the stages a lead moves through from first contact to closed deal. Common stages for a small or midsize team include:

• New lead
• Qualified
• Proposal sent
• Negotiation
• Won
• Lost

These stages will later become statuses or columns in your CRM boards.

Decide what information you must track

Next, list all the data fields you need for each contact or deal. For example:

• Company name
• Contact person
• Email and phone
• Deal value or potential revenue
• Industry and region
• Lead source (referral, ad, website, event)
• Next follow-up date
• Current stage and probability

Every one of these can be captured with Custom Fields in ClickUp, so planning them early saves time later.

Step 2: Create a Workspace for Your ClickUp CRM

Now you can build a dedicated area inside ClickUp for all sales activities.

Create a Space for sales and CRM

1. Open your ClickUp account and go to the Spaces section.
2. Create a new Space named something like “Sales & CRM”.
3. Choose a color and icon that makes it easy to identify.
4. Set permissions if you want only sales and leadership to access this Space.

This Space will hold your pipelines, accounts, and reporting views.

Add folders for leads, deals, and accounts

Inside your new Space, create key folders to keep your ClickUp CRM organized:

• Leads – for new and unqualified contacts.
• Deals – for active opportunities with clear value.
• Accounts – for customers and long-term clients.
• Activities – for follow-ups, calls, and meetings.

You can later add more folders for marketing campaigns or customer success as your team grows.

Step 3: Build Lists and Statuses in ClickUp

Lists and statuses will mirror your pipeline and make it easy to see where every opportunity stands.

Turn your pipeline into statuses

1. Open the folder where you want to build your primary pipeline, usually “Deals”.
2. Create a new List named “Sales Pipeline”.
3. Open the List settings and edit statuses.
4. Add statuses that match the stages you planned earlier, such as:
   • New
   • Contacted
   • Qualified
   • Proposal sent
   • Negotiation
   • Won
   • Lost
5. Choose colors that make it easy to understand progress at a glance.

These statuses help your team move each deal through the same, repeatable process.

Add Custom Fields for CRM data

To make ClickUp behave like a full CRM, add Custom Fields to your Lists:

1. Open the “Sales Pipeline” List.
2. Click on the Custom Fields area in the List view.
3. Add fields such as:
   • Deal value (currency field)
   • Close date (date field)
   • Lead source (dropdown)
   • Industry (dropdown)
   • Region or country (dropdown)
   • Account owner (people field)
   • Probability (%) (number field)

Once set up, every task in this ClickUp List becomes a structured CRM record with the data you need for reporting.

Step 4: Capture Leads Into ClickUp

Now that your structure is ready, you need a reliable way to bring leads into your ClickUp CRM without manual copy-paste.

Use forms to collect leads

1. Open your “Leads” List.
2. Switch to the Form view or add a new Form view.
3. Drag in fields that match your Custom Fields, like name, email, and company.
4. Customize the form title, description, and confirmation message.
5. Share the form link or embed it on your website.

Every form submission will create a new task in your “Leads” List with all the details you need.

Connect other tools to ClickUp

If you already use email marketing or ad platforms, send leads to ClickUp using:

• Native integrations offered in the platform marketplace.
• Automation services such as Zapier or Make.
• Webhooks or API integrations built by your technical team or a partner like Consultevo.

This ensures all leads land in one centralized sales system.

Step 5: Manage Deals Daily With ClickUp Views

Different views in ClickUp make it easier for sales reps and managers to understand the pipeline and plan their day.

Use Board view for pipeline management

1. Open your “Sales Pipeline” List.
2. Switch to Board view.
3. Group tasks by status.
4. Drag and drop deals from left to right as they progress.

The Board view turns ClickUp into a visual CRM where you can spot bottlenecks quickly.

Use List and Table views for analysis

For more detailed data work, use List or Table views:

• Sort by close date to see which deals need attention first.
• Filter by owner to review each rep’s pipeline.
• Group by lead source to understand which channels perform best.
• Show only “Won” deals to analyze revenue.

These views help sales managers review performance without exporting data to spreadsheets.

Step 6: Track Activities and Follow-Ups in ClickUp

Consistent follow-up is where many teams struggle, but ClickUp makes it easier to stay on top of every lead.

Create tasks for calls, emails, and meetings

1. In the “Activities” folder, create Lists like “Calls”, “Emails”, and “Meetings”.
2. For each activity, create a task and link it to the related deal using relationships or task links.
3. Add due dates, descriptions, and attachments such as proposals or call notes.

This keeps the full communication history connected to each opportunity.

Use reminders and recurring tasks

To ensure no deal is forgotten:

• Set reminders on follow-up tasks.
• Create recurring tasks for regular account check-ins.
• Use start dates and due dates to manage preparation and delivery.

ClickUp notifications help reps stay organized without building separate calendars.

Step 7: Automate Repetitive CRM Workflows in ClickUp

Automation is where your CRM becomes truly efficient and scalable.

Build basic automations

1. Open your “Sales Pipeline” List settings.
2. Go to the Automations section.
3. Add rules such as:
   • When status changes to “Won”, move task to the “Won Deals” List.
   • When a new task is created, assign it to the default sales rep.
   • When a due date is approaching, post a comment or notify the owner.

These simple rules keep your ClickUp CRM organized without constant manual work.

Automate lead routing and notifications

You can also automate:

• Routing new leads to regional owners based on the “Region” Custom Field.
• Notifying managers when deal value exceeds a threshold.
• Creating onboarding tasks automatically when a deal is marked “Won”.

Automation ensures a consistent process for every client, from first contact to handoff.

Step 8: Report on Sales Performance in ClickUp

Once data flows through your CRM, you can measure performance and adjust your strategy.

Create dashboards for leadership

1. Open Dashboards in ClickUp.
2. Create a dashboard named “Sales Performance”.
3. Add widgets such as:
   • Number of open deals by stage.
   • Total pipeline value by month.
   • Won revenue for the current quarter.
   • Deals by owner and by lead source.

Dashboards turn raw CRM data into real-time insights that guide decisions.

Use filters to focus on regions or products

If you sell in multiple markets, for example different regions or countries, use filters on your dashboard widgets or List views to:

• See performance only in one specific region.
• Compare deal value between products or services.
• Review close rates per lead source.

This level of visibility is vital for growing teams in any location and is one reason many companies evaluate ClickUp as a CRM option alongside tools designed for specific countries.

Next Steps: Optimize Your ClickUp CRM

After your basic setup is running, review how your team actually works inside ClickUp and refine your CRM configuration.

• Simplify fields that nobody uses.
• Improve pipeline stages based on real behavior.
• Add better templates for proposals, discovery calls, and onboarding.
• Review your automations every quarter to match current processes.

With regular optimization, ClickUp can remain your central, adaptable CRM that evolves along with your sales strategy and business growth.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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