How to Use ClickUp as a Simple CRM

ClickUp can double as a powerful, flexible CRM when you set it up with the right views, fields, and automations. This guide walks you through a practical, step-by-step process to manage leads, track deals, and organize customer communication in one place.

The process below is based on core CRM best practices such as pipeline stages, contact records, and activity tracking, adapted into ClickUp's tasks, custom fields, lists, and views.

Why Build a CRM in ClickUp?

Many teams struggle to pick a dedicated CRM tool, but already manage most of their work inside ClickUp. Turning it into a CRM can be a smart starting point before investing in more complex platforms.

Using ClickUp for CRM helps you:

• Keep sales, projects, and customer work in a single workspace
• Customize your pipeline without rigid CRM templates
• Assign owners, due dates, and priorities to every deal
• Collaborate across sales, marketing, and delivery teams

By mapping standard CRM concepts to ClickUp features, you can track the full customer journey from the first touch to project completion.

Step 1: Plan Your CRM Structure in ClickUp

Before building anything, outline how you want your CRM to work inside ClickUp. Matching your existing process to the tool is more important than copying a generic template.

Define your CRM goals

Start by deciding what you want from your ClickUp-based CRM. For example:

• Capture and qualify inbound leads
• Track outbound prospecting and follow-ups
• Monitor open deals and forecast revenue
• Centralize customer info for account management

Your goals will guide which spaces, lists, and fields you need.

Map your sales pipeline stages

Next, list the key stages a lead or deal passes through. Common examples:

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

These become task statuses or columns in your ClickUp views, giving you a visual pipeline.

Step 2: Create a CRM Space and Lists in ClickUp

Now translate your plan into a concrete structure inside ClickUp.

Set up a dedicated CRM space

Create a new space named something like “Sales & CRM” so all your customer work sits together. Within this space, you can add separate folders or lists for each major function.

Common list ideas in ClickUp for CRM include:

• Leads
• Sales Pipeline
• Current Customers
• Churned or Lost Deals

This separation keeps data clean while still allowing cross-list views and dashboards.

Use tasks as leads or deals

In your CRM lists, each ClickUp task should represent a single lead, contact, or deal. Use the task title for the company or opportunity name, and the description or custom fields for details.

For example, a task could be named “Acme Corp – Website Redesign” and include fields for contact info, expected value, and next step.

Step 3: Add CRM-Friendly Custom Fields in ClickUp

Custom fields are where ClickUp becomes a usable CRM instead of just a task board. They let you attach structured data to every lead or deal.

Key custom fields to create

In your CRM lists, add fields such as:

• Deal value (currency)
• Close probability (percentage or dropdown)
• Deal stage (if you use statuses for something else)
• Lead source (dropdown: website, referral, ads, events, etc.)
• Industry or segment
• Contact email and phone
• Next follow-up date

These fields make it easier to sort, filter, and report on your data across ClickUp views and dashboards.

Standardize naming and options

To keep your CRM clean, define clear naming conventions and dropdown options. For example:

• Use the same set of lead sources across all ClickUp lists
• Agree on how deal names should be written
• Document your field definitions in a reference task or doc

Consistency improves data quality and reporting accuracy.

Step 4: Build Pipeline Views in ClickUp

Once your structure and fields are set, use ClickUp views to visualize your pipeline and customer relationships.

Create a board view for deal stages

Use a Board (Kanban-style) view with columns grouped by status or deal stage. This makes your ClickUp CRM act like a traditional pipeline board.

Typical setup:

• Group by: Status (mapped to pipeline stages)
• Sort by: Close date or priority
• Show: Custom fields like deal value and next follow-up

Drag-and-drop tasks between columns as deals progress.

Use list or table views for data work

For deeper analysis, add a List or Table view in ClickUp with your key custom fields visible. This helps you:

• Quickly edit lead sources, values, and close dates in bulk
• Filter to see only high-value or late-stage deals
• Export data if needed for external reporting

Create calendar views for follow-ups

Use a Calendar view based on the next follow-up date field. This lets you see your daily and weekly sales actions directly inside ClickUp, so nothing falls through the cracks.

Step 5: Track Communication and Activities in ClickUp

Effective CRM use depends on clear records of conversations and actions. ClickUp tasks provide several ways to log this activity.

Use comments for call and meeting notes

Every time you speak with a lead, add a comment to the related ClickUp task. Include:

• Date and time
• Who joined the call
• Main points discussed
• Agreed next steps

Mention teammates with @mentions when you need their input or action, so work stays centralized.

Attach key files and proposals

Upload proposals, contracts, and reference documents directly to the ClickUp task. This keeps everything related to a deal in one place instead of scattered across tools.

Set reminders and due dates

Use due dates, reminders, and subtasks in ClickUp to represent key milestones, like:

• Send proposal
• Schedule demo
• Follow up after trial

This transforms each task into a mini workflow for that customer.

Step 6: Automate Repetitive CRM Work in ClickUp

Once your basic CRM setup works, add simple automations to save time and reduce manual updates.

Useful automations for CRM

Inside ClickUp, you can create rules such as:

• When status changes to “Proposal sent,” update deal stage and set a follow-up date.
• When a task moves to “Closed Won,” move it to a Customers list and notify the delivery team.
• When a due date is approaching, send a reminder to the task assignee.

Start small, then expand your automation rules as your CRM process matures.

Step 7: Monitor Performance with ClickUp Dashboards

To manage your CRM effectively, you need visibility into performance. ClickUp dashboards can give you a high-level overview tailored to your team.

Key widgets for a CRM dashboard

Build a dashboard with widgets like:

• Pipeline value by stage
• Deals won this month
• Open tasks by assignee
• Leads created per week

Filter widgets to include only your CRM lists so the data stays focused on sales and customer relationships.

When to Move Beyond ClickUp for CRM

Using ClickUp as a CRM is ideal when you need flexibility and tight integration with project work. However, you may eventually outgrow this setup if you require advanced CRM features such as in-depth email automation or complex reporting.

At that point, consider a dedicated CRM, but keep using ClickUp to manage delivery, projects, and internal collaboration. You can connect both tools via integrations or automation platforms.

Next Steps and Further Resources

If you want professional help designing an efficient CRM or work management system, you can explore consulting services from Consultevo.

For more background on choosing CRM tools and evaluating features like contact management, automation, and reporting, read the original guide that inspired this how-to article on the ClickUp blog: How to Choose CRM Software.

By following these steps and adapting them to your own workflow, you can turn ClickUp into a practical, scalable CRM that grows with your pipeline and your business.

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

“`