How to Use ClickUp as a CRM for Financial Advisors

ClickUp can be configured as a powerful, flexible CRM to help financial advisors manage clients, track onboarding, and stay compliant while improving collaboration across your firm.

This step-by-step guide shows you how to turn the platform into a complete relationship management system based on the workflows described in the original ClickUp CRM guide for financial advisors.

Why Use ClickUp as Your Financial Advisor CRM

Most traditional CRMs for advisors are rigid, expensive, and hard to customize. Using ClickUp as a CRM gives you a flexible workspace that matches how your team actually works, without forcing you into a single preset process.

With the right setup, you can:

• Standardize client onboarding and reviews
• Track leads, opportunities, and referrals
• Store documents and notes in one place
• Automate recurring work and reminders
• Give leadership clear visibility into your pipeline

Step 1: Set Up a ClickUp Workspace for Your Firm

Start by creating a dedicated environment for your firm’s client operations. This will become the core of your CRM build.

1. Create or log in to your main workspace in the platform.

2. Add your advisory team members, including operations, paraplanners, and compliance.

3. Define high-level Spaces to separate work, for example:

   • Client Relationships
   • Prospects & Marketing
   • Operations & Compliance

Keeping client work in its own Space makes it easier to secure and standardize your CRM processes.

Step 2: Build a ClickUp CRM Structure with Lists and Folders

The next step is to create a structure that reflects how you manage relationships and deliver advice.

Design Your CRM Folders in ClickUp

Within your Client Relationships Space, create Folders such as:

• Active Clients
• Prospects
• Onboarding
• Annual Reviews
• Service Requests

Each Folder can contain Lists that match your specific workflows. For example, in the Prospects Folder, you might have:

• New Leads
• Discovery Meetings
• Engaged Opportunities
• Closed Won / Lost

Create CRM Lists and Custom Statuses

Lists in ClickUp act like pipelines or workstreams. For each List, define meaningful statuses, for example for an onboarding List:

• Initial Meeting Scheduled
• Documents Requested
• Documents Received
• Accounts Opened
• Transfer in Progress
• Onboarding Complete

These statuses let your team see where every relationship stands at a glance.

Step 3: Add Custom Fields to Turn ClickUp into a True CRM

To behave like a dedicated CRM for advisors, your workspace needs structured data for each client or prospect.

Key CRM Custom Fields in ClickUp

Add Custom Fields to your Lists to capture critical information, such as:

• Household Name
• Primary Contact
• AUM (Assets Under Management)
• Account Type (Individual, Joint, Trust, etc.)
• Service Tier or Segment
• Lead Source (Referral, Seminar, Website, etc.)
• Risk Tolerance
• Next Review Date

These fields make it easy to filter and report on your pipeline and client base inside ClickUp.

Standardize Financial Planning Data

You can also use Custom Fields to track planning-related information, including:

• Retirement Goal Date
• Tax Status
• Primary Advisor
• Support Team Member

By embedding these fields directly into your tasks, you create a single source of truth for every relationship.

Step 4: Use ClickUp Views to Manage Pipelines and Work

Different roles in your firm need different perspectives on the same data. Views provide that flexibility.

Pipeline Kanban Views in ClickUp

Create Board (Kanban) Views for Lists such as Prospects and Onboarding. Group by status to get a clear pipeline visualization, for example:

• Columns for each prospect stage
• Cards showing household name, AUM, and next step
• Color-coding by service tier or advisor

Table and List Views for Operations

Operations and compliance often prefer structured tables. Use Table or List Views to show:

• All open service requests
• Upcoming review meetings
• Households missing documents

Filter by advisor, due date, or priority to manage workloads efficiently.

Step 5: Create Templates in ClickUp for Repeatable Advisor Workflows

Financial advisory work is highly repeatable. Templates let you standardize how that work gets done.

Client Onboarding Templates in ClickUp

Create a Task or List template for new client onboarding that includes:

• Required documents to collect
• Account opening steps
• Custodian-specific tasks
• Welcome communication steps

Every time a prospect becomes a client, apply the template so your team never misses a step.

Annual Review and Meeting Templates

Set up templates for annual or semiannual review processes, including:

• Pre-meeting data gathering
• Agenda preparation
• Post-meeting follow-up tasks

This ensures a consistent, high-quality experience for every household you serve.

Step 6: Automate Repetitive Processes with ClickUp

Automation helps your team focus on client conversations instead of manual admin work.

Useful CRM Automations in ClickUp

Configure automations such as:

• When a deal is marked Closed Won, create an onboarding task from the template.
• When a status changes to Onboarding Complete, move the client into the Active Clients Folder.
• When the Next Review Date is approaching, create a review meeting task and assign it to the advisor.

Automations keep your CRM data current and reduce the risk of things slipping through the cracks.

Step 7: Collaborate and Track Communication in ClickUp

Centralizing communication around each client record makes it easier to coordinate across advisors and support staff.

Use Comments and Docs in ClickUp

For each client or prospect task:

• Use comments to record call notes, decisions, and internal coordination.
• Mention teammates for quick questions or approvals.
• Attach or link documents like statements, planning reports, or signed agreements.

You can also maintain living procedure manuals or meeting templates in Docs so new team members ramp quickly.

Step 8: Report on Performance with ClickUp Dashboards

Leadership and advisors need clear insight into the health of the business. Dashboards give you that view.

Build CRM Dashboards in ClickUp

Create dashboards that track key metrics, such as:

• Number of new leads this month
• Conversion rate from lead to client
• Total AUM by advisor or service tier
• Open onboarding tasks by stage
• Upcoming client reviews

Use widgets like task lists, charts, and workload views to show exactly what is happening in real time.

Step 9: Maintain Security and Compliance in ClickUp

Financial advisors must protect client data and meet regulatory expectations. Configure your workspace with compliance in mind.

• Limit access to client Spaces and Folders to appropriate team members.
• Use roles and permissions to control who can edit or delete items.
• Standardize where sensitive documents are stored and who can see them.

Combine these controls with your firm’s broader security policies and custodial systems for a complete compliance posture.

Next Steps: Optimize Your ClickUp CRM Setup

Once your basic CRM structure is in place, continuously refine it based on feedback from advisors, operations, and leadership.

Consider working with specialized consultants or implementation partners who understand advisory workflows and can help you deploy and optimize your workspace. For strategic guidance on scaling your systems and processes, you can explore resources from firms like Consultevo.

By thoughtfully configuring Lists, custom fields, templates, automations, and dashboards, you can turn ClickUp into a customized CRM that supports the entire client lifecycle—from first contact through decades of planning and service.

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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