How to Use ClickUp as a Cloud CRM

ClickUp can work as a powerful cloud-based CRM that helps you capture leads, manage deals, and collaborate with your team in one place. This step-by-step guide walks you through turning a workspace into a streamlined sales and customer management system.

The instructions below are based on the workflows highlighted in the ClickUp cloud-based CRM overview and adapted into a practical how-to article.

Plan Your ClickUp CRM Structure

Before building anything, decide how you want to organize customers, deals, and activities in ClickUp. A clear structure makes reporting and scaling much easier.

Choose Your ClickUp Hierarchy

Use the core hierarchy to separate information:

• Workspace: Your company’s main environment.
• Space: A dedicated “Sales” or “CRM” Space.
• Folder: Group pipelines, accounts, or regions.
• List: Individual sales pipelines, renewals, or onboarding lists.

A common pattern is:

• Space: Sales CRM
• Folder: New Business Pipeline
• List: Deals by territory or segment (SMB, Mid-Market, Enterprise)

Define CRM Stages in ClickUp

Next, define the stages that each opportunity will pass through. These become statuses inside your ClickUp Lists.

Typical CRM stages include:

• New Lead
• Qualified
• Discovery
• Proposal Sent
• Negotiation
• Closed Won
• Closed Lost

Keep the list focused. Too many stages create confusion and slow down reporting.

Set Up a Dedicated ClickUp CRM Space

With the structure defined, create a dedicated area for managing all revenue activities inside ClickUp.

Create the Space and Folders

1. From the left sidebar, click + New Space.
2. Name it something clear like Sales CRM.
3. Choose your color, icon, and sharing settings.
4. Add a New Business folder for active deals.
5. Optionally add folders for Customer Success, Renewals, or Onboarding.

This Space becomes your central hub for all CRM activity in ClickUp.

Create Your First CRM List in ClickUp

1. Inside your New Business folder, click + New List.
2. Name it based on a pipeline segment, for example North America Pipeline.
3. Open the List settings and configure statuses to match your stages.
4. Save the List as a reusable template to quickly create more regional or product-specific pipelines.

Customize ClickUp Fields for CRM Data

Custom Fields turn simple tasks into detailed CRM records. Each task can represent a lead, contact, or deal with all relevant information attached.

Essential ClickUp Custom Fields for Deals

Add these core fields to your pipeline List:

• Deal Value (Currency)
• Close Date (Date)
• Deal Owner (Assignee or Dropdown)
• Stage (Dropdown, if you want another layer beyond statuses)
• Lead Source (Dropdown, e.g., Website, Referral, Ad Campaign)
• Company Name (Text)
• Primary Contact (Text)
• Contact Email (Text)
• Contact Phone (Phone or Text)

To create fields in ClickUp:

1. Open your List and switch to List or Table view.
2. Click + on the right side of the column headers.
3. Choose the appropriate Custom Field type.
4. Name the field and adjust any options or formatting.

Organize Views in ClickUp for CRM Work

Multiple views let different people work the way they prefer while pulling from the same CRM data.

• Board View: Drag-and-drop Kanban pipeline by status.
• Table View: Spreadsheet-like grid for bulk updates and filtering.
• List View: Clean list with key fields visible.
• Calendar View: See follow-ups and close dates over time.
• Dashboard: Visual reporting on revenue, pipeline, and activities.

Each view can be filtered, sorted, and saved so your sales team always sees a tailored version of ClickUp CRM data.

Build a Repeatable CRM Workflow in ClickUp

Once fields and views are ready, design the daily workflow your team will follow inside ClickUp.

Capture and Qualify Leads

You can add leads to the system in several ways:

• Manual entry: Create a new task in the appropriate List and fill in Custom Fields.
• Form view: Build Forms that automatically create tasks in ClickUp when prospects submit their info.
• Imports: Import CSV lists of leads to quickly populate a pipeline.

During qualification, use statuses or dropdowns to mark lead quality and next steps.

Manage Opportunities Through the Pipeline

Each deal task moves through the statuses you created earlier. A simple daily routine inside ClickUp might look like this:

1. Open the Board view for your pipeline List.
2. Filter by assignee = me and sort by Close Date.
3. Work each card, add comments, update fields, and adjust the close date if needed.
4. Drag cards to the next stage as you progress deals.

Use task checklists for repeatable sales actions, such as discovery calls, demos, and proposal steps.

Add ClickUp Automations and Templates

Automations reduce manual work and keep your CRM records consistent.

Set Up Basic ClickUp Automations

Popular automation ideas include:

• When status changes to Qualified, assign the deal to a specific sales rep.
• When Deal Value is above a threshold, add a tag like High Priority.
• When a task moves to Closed Won, automatically create a handoff task for onboarding.

To configure automations in ClickUp:

1. Open the List settings for your pipeline.
2. Click Automations.
3. Choose a template or create a custom trigger-action rule.
4. Test with a single record before rolling out to the whole team.

Create Reusable ClickUp Templates

Templates ensure each new deal and account follows the same structure.

• Task templates for standard opportunity checklists.
• List templates for new territories or product lines.
• Doc templates for call notes, discovery questions, and handoff briefs.

Standardization makes reporting more reliable and training new reps faster.

Report on Sales Performance in ClickUp

Once data is flowing through your CRM pipelines, you can track performance and forecast future revenue.

Use ClickUp Dashboards for CRM Metrics

Dashboards combine charts, lists, and metrics into one view. Useful CRM widgets include:

• Pie charts for deal count by stage.
• Bar charts for revenue by owner or region.
• Number widgets for total pipeline value and forecast.
• Task lists filtered to show at-risk deals.

Build different Dashboards for leadership, account executives, and customer success teams based on their KPIs.

Extend ClickUp CRM with Integrations

To keep your CRM data accurate, connect ClickUp with the tools you already use.

Popular integration categories include:

• Email and calendars for logging communications and meetings.
• Forms and landing pages for automatic lead capture.
• Data enrichment tools to complete account details.
• Support platforms to share customer context with sales.

For advanced implementation, analytics, and CRM consulting, you can also partner with agencies such as Consultevo to design a robust ClickUp-based revenue operations system.

Next Steps to Master ClickUp as a CRM

To fully adopt ClickUp for CRM, start with a single pipeline, refine your statuses and fields, then add automations and reporting as your team gets comfortable. Continuously iterate on views, templates, and dashboards based on feedback from sales, marketing, and customer success.

Using these steps, you can turn ClickUp into a flexible cloud CRM that matches your exact process while keeping all work in one connected platform.

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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