How to Use ClickUp as an Apploye Alternative

ClickUp can replace Apploye as your all-in-one time tracking and productivity management hub when you set it up correctly. This how-to guide walks you step by step through configuring projects, tracking time, and building reports so your team can work efficiently without juggling multiple tools.

This tutorial is inspired by the feature comparison in the original Apploye alternatives guide, which highlights why flexible workspaces and rich views matter for modern teams.

Why Choose ClickUp for Time Tracking

Before you configure anything, it helps to understand what you are getting when you move from a traditional tracker to ClickUp.

• Centralized work management instead of separate tools for projects and time
• Flexible views for teams that work in agile, waterfall, or mixed styles
• Built-in automation to reduce repetitive work
• Scalable features that grow with your organization

The original comparison of Apploye alternatives at ClickUp’s blog emphasizes how important these capabilities are when choosing software for hybrid or remote teams.

Set Up Your Workspace in ClickUp

Start by creating a structure that mirrors how your organization works. A clear hierarchy makes tracking and reporting far easier later.

Create a Space for Time-Tracked Work

1. Log in to your account and open the main dashboard.
2. Select Spaces and click New Space.
3. Name it something like Billable Projects or Client Work.
4. Choose color and icon so your team can identify it quickly.
5. Enable features such as tasks, time tracking, and custom fields during setup.

Using a dedicated Space lets you keep non-billable internal tasks separate from client deliverables, which is crucial for accurate reports.

Organize Folders and Lists

Within your Space, organize work so each tracked activity is easy to find.

1. Create Folders for each client or department.
2. Inside each Folder, create Lists for specific projects or sprints.
3. Standardize naming conventions so everyone understands where tasks belong.

This structure models the project-first approach discussed in the Apploye alternatives comparison, but with more flexibility for complex workflows.

Configure Tasks for Accurate Time Tracking in ClickUp

Time tracking only works if tasks are set up correctly. Add the right details so reports make sense for managers, finance, and clients.

Add Core Task Details

1. Create a new task in the appropriate List.
2. Give it a clear, action-based name such as Design home page layout.
3. Set the Assignee so ownership is obvious.
4. Apply a due date and priority level.

These details help you compare planned work against actual time later.

Use Custom Fields for Billable Data

Capture financial and classification data using custom fields:

• Billable / Non-billable toggle
• Client or Cost Center dropdown
• Rate or Service Type

To create custom fields:

1. Open any task and scroll to the custom fields section.
2. Select Add Custom Field.
3. Choose the correct field type (dropdown, toggle, number, currency).
4. Save it to the List, Folder, or Space as needed.

This setup lets you recreate and often exceed what dedicated tools like Apploye offer for billing and budget tracking.

How to Track Time in ClickUp

With your structure ready, you can begin tracking time directly on each task. This keeps work logs tied to real deliverables, not generic timers.

Start and Stop the Timer

1. Open the task you are working on.
2. Click the time tracking icon in the task header.
3. Press Start to begin recording.
4. Work on the task until you are ready to switch.
5. Return to the task and click Stop to end the session.

Each session is stored with the task, the user, and the duration, which makes audits and reviews straightforward.

Log Time Manually

For work done offline or previously:

1. Open the relevant task.
2. Click the time tracking icon.
3. Select Log time or similar option.
4. Enter date, start and end time, or total hours.
5. Add a short description if needed for context.

Manual entries help keep your timesheets accurate, even when you forget to start the timer.

Use ClickUp Views for Workload and Productivity

One of the key findings in the Apploye alternatives article is that teams benefit from multiple ways to visualize work. Use native views to manage capacity and timelines.

List and Board Views for Day-to-Day Work

• List View shows tasks with fields like due date, assignee, and logged time. Filter by user, client, or status.
• Board View groups tasks by status, so teams can move work through stages while still seeing tracked hours.

Switch between these views at the List or Folder level to match your working style.

Calendar and Gantt Views for Planning

• Calendar View helps you see scheduled work and deadlines across a week or month, preventing overbooking.
• Gantt View maps tasks across timelines, highlighting dependencies and potential bottlenecks.

When combined with tracked time, these views show how planned schedules compare to real effort.

Build Time Reports in ClickUp

After gathering a few weeks of data, convert it into insights your leadership and finance teams can use.

Create Time Tracking Dashboards

1. Open the Dashboards area.
2. Click New Dashboard and name it, for example, Time & Billing Overview.
3. Add widgets such as:

• Time tracked by assignee
• Time tracked by List or Folder
• Billable vs non-billable hours

Filter widgets by client, date range, or Space to match your reporting needs.

Export Data for Payroll or Invoicing

If your accounting system lives elsewhere:

1. Open the time tracking report or Dashboard widget.
2. Use export options (such as CSV) if available in your plan.
3. Import the file into your payroll or invoicing software.

This approach gives you a seamless bridge between project execution and financial operations.

Optimize Your ClickUp Setup Over Time

The Apploye alternatives comparison highlights that no single configuration works forever. Continually refine your setup to match how your team evolves.

Review Workflows Regularly

• Audit tasks with excessive time to identify blockers.
• Refine statuses if your boards feel cluttered.
• Adjust custom fields when billing rules change.

Schedule a monthly review to apply small improvements instead of large, disruptive overhauls.

Train Your Team Consistently

Ensure everyone follows the same process:

• Use the same steps to start and stop timers.
• Fill in required custom fields on every task.
• Log missed time promptly to keep reports accurate.

Consistent usage is what turns raw data into reliable insights.

Get Extra Help Implementing ClickUp

If you need expert assistance customizing your setup, consider working with a specialized consultancy. For example, Consultevo provides implementation and optimization services for teams that want a faster path to a fully working system.

By following these steps, you can confidently use ClickUp as a powerful, flexible alternative to Apploye, centralizing work, time tracking, and reporting in a single platform that scales with your organization.

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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