How to Build a Schedule of Values in ClickUp

A well-structured schedule of values helps you manage construction budgets, billing, and cash flow with confidence. In this how-to guide, you will learn how to use ClickUp to create, manage, and track a schedule of values that keeps your entire project team aligned and your finances transparent.

The steps below are based on best practices from the original schedule of values template walkthrough on the ClickUp blog and adapted into a practical, repeatable workflow.

What Is a Schedule of Values and Why Use ClickUp?

A schedule of values (SOV) is a detailed breakdown of every billable component of a construction project, listed line by line with the cost and percentage of work for each item. It is the backbone of your progress billing and cash flow planning.

Using ClickUp for your schedule of values means you can:

• Centralize scope, costs, and progress in one live workspace
• Standardize billing across projects with reusable templates
• Give owners, contractors, and subcontractors a shared source of truth
• Connect your SOV directly to tasks, documents, and time tracking

Prepare Your Project for a ClickUp Schedule of Values

Before you start building your schedule of values structure, prepare your project environment so that everything connects smoothly.

Step 1: Define Your Contract and Cost Structure

Gather the contract documents and cost information you will mirror in ClickUp. This usually includes:

• Signed owner–contractor agreement
• Drawings and specifications
• Bid breakdown or cost estimate
• Allowance and contingency details

From those, list every major division or scope you need in your SOV, such as site work, concrete, framing, MEP, finishes, and general conditions.

Step 2: Plan Your SOV Breakdown

Decide how detailed your SOV should be in ClickUp. Balance clarity and manageability:

• High-level items for small or simple projects
• Granular line items for complex, multi-phase builds

For each line item, you will eventually track:

• Description of work
• Original budget amount
• Approved changes
• Current contract value
• Completed to date
• Retainage
• Balance to finish

Create a Schedule of Values List in ClickUp

Once your structure is clear, build a dedicated List to hold your SOV data. This List becomes your working hub for progress billing and cost tracking.

Step 3: Set Up a New List in ClickUp

1. Create a new Space or use an existing project Space.
2. Within that Space, create a Folder for the project finances or contracts.
3. Add a new List named something like “Schedule of Values – Project Name”.

This List will store every SOV line as an individual task. That makes it easy to filter, group, and report on costs and progress.

Step 4: Add Custom Fields for Your SOV Data

To turn your List into a functional schedule of values inside ClickUp, you will add Custom Fields that mirror your standard SOV columns. Typical fields include:

• Cost Code (Text or Dropdown)
• Division (Dropdown or Label)
• Original Contract Amount (Currency)
• Approved Change Orders (Currency)
• Current Contract Value (Formula or Currency)
• Percent Complete (Number or Slider)
• Value Completed to Date (Formula or Currency)
• Retainage % (Number)
• Retainage Amount (Formula or Currency)
• Balance to Finish (Formula or Currency)

In ClickUp, use Formula fields where possible so totals update automatically when you change percent complete or amounts.

Step 5: Build Your SOV Line Items

Now add tasks to represent each line in your schedule of values.

1. Create a task for each division or scope item.
2. Use the task name for the scope description, such as “03 30 00 – Cast-in-Place Concrete”.
3. Fill in each Custom Field with the contract amounts and coding.
4. Optionally, use subtasks to break a line item into phases or locations.

When you finish, your ClickUp List view will look similar to a spreadsheet but with richer project management context.

Use ClickUp Views to Monitor Your Schedule of Values

Views help you slice and analyze your schedule of values from different angles without duplicating data.

Step 6: Create a Table View for Financial Control

Table view is ideal for working with SOV data because it feels like a familiar spreadsheet while leveraging ClickUp features.

• Switch your List to Table view.
• Show all SOV Custom Fields as columns.
• Group by Division or Cost Code as needed.
• Enable column sums for key monetary columns, such as Original Contract Amount and Current Contract Value.

This view becomes your primary workspace for updating percentages and verifying totals.

Step 7: Build a Progress View for Stakeholders

To communicate clearly with owners or internal teams, create a simplified view in ClickUp focused on status and completion.

• Add another Table or List view called “Owner Summary”.
• Show only essential columns: Description, Current Contract Value, Percent Complete, Value Completed to Date, and Balance to Finish.
• Use filters to hide internal-only items like contingencies if needed.

This way you can quickly export or share information consistent with the schedule of values format they are used to seeing.

Connect Tasks and Documents to Your ClickUp Schedule of Values

One major advantage of using ClickUp for your SOV is the ability to tie every line item directly to the work that drives its cost.

Step 8: Link Execution Tasks to SOV Lines

For each SOV task:

• Create or link related execution tasks (e.g., pours, installs, inspections).
• Use relationships or dependencies to track which work contributes to a specific SOV line.
• Reference these tasks when updating the Percent Complete field so progress is evidence-based.

This connection tightens control between your schedule, field work, and billing.

Step 9: Attach Supporting Documentation

In each SOV task, store documentation that supports your values and progress:

• Subcontractor quotes and purchase orders
• Change order requests and approvals
• Photos or field reports
• Inspection sign-offs

With ClickUp, these documents stay where you need them—right beside the schedule of values line they belong to.

Manage Progress Billing with ClickUp

Once your SOV is live, you will use it in regular billing cycles to request payment based on work completed.

Step 10: Update Percent Complete Each Billing Period

At every billing cycle:

1. Review the field progress and related tasks for each SOV line.
2. Update the Percent Complete Custom Field.
3. Let formulas recalculate Value Completed to Date and Balance to Finish.

Because your schedule of values lives in ClickUp, these updates automatically roll up into totals you can share or export.

Step 11: Track Retainage and Changes

To keep billing accurate over the life of the project:

• Adjust the Retainage % if contract terms change.
• Add change orders as new SOV lines or adjust the Approved Change Orders field.
• Monitor the Retainage Amount and Balance to Finish columns to avoid surprises near project closeout.

Using ClickUp formulas and fields reduces manual math and the risk of misbilling.

Optimize and Reuse Your ClickUp Schedule of Values Setup

After you have used this structure for one project, you can streamline future work by turning it into a template.

Step 12: Save Your SOV List as a Template

In ClickUp, save the List with its Custom Fields and views as a template. For each new project, you can:

• Apply the template to spin up a pre-built schedule of values List.
• Adjust only the amounts and scopes instead of recreating the structure.
• Maintain consistent reporting across all projects.

This template-based approach supports scalable, standardized financial control across your portfolio.

Learn More About Schedule of Values Templates

To dive deeper into schedule of values concepts and see example templates, review the original guide on the ClickUp blog here: schedule of values templates.

If you need expert help implementing project management and construction workflows, you can also explore consulting resources such as Consultevo for strategic guidance and systems setup.

By following the steps above, you will transform your schedule of values from a static spreadsheet into a dynamic, connected financial hub powered by ClickUp, giving you clearer insight, faster billing cycles, and more predictable project outcomes.

Need Help With ClickUp?

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

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