How to Use ClickUp for CRM Projects

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How to Use ClickUp for CRM and Project Management

ClickUp can act as both a customer relationship management (CRM) hub and a powerful project management system, letting your teams handle leads, deals, and project work in a single workspace.

This how-to guide walks you through setting up a unified process so sales, marketing, and delivery teams stay aligned from first contact to final deliverable.

Why Use ClickUp for CRM and Projects Together

Managing CRM and project work in separate apps often leads to missing context, duplicate data, and slow handoffs. Using one platform streamlines everything.

Based on the approach from the original ClickUp CRM and project management article, you can:

  • Track leads, deals, and accounts alongside related tasks
  • Standardize handoffs from sales to delivery
  • Maintain one source of truth for client information
  • Improve visibility for managers and stakeholders

The following steps show you how to build this integrated system.

Plan Your ClickUp Workspace Structure

Before creating lists and views, decide how to organize your hierarchy so CRM and project teams can collaborate without confusion.

Step 1: Create Spaces in ClickUp

Set up two main Spaces that mirror the model from the source page:

  • Sales (or CRM Space): For leads, opportunities, and accounts
  • Delivery (or Projects Space): For client projects and ongoing work

These Spaces keep ownership clear while still allowing cross-functional visibility.

Step 2: Define Folders and Lists in ClickUp

Within each Space, break work down further:

  • Sales Space
    • Folder: New Business
      • List: Inbound Leads
      • List: Outbound Prospects
    • Folder: Pipeline
      • List: Opportunities
      • List: Renewals
  • Delivery Space
    • Folder: Client Projects
      • List: Active Projects
      • List: Onboarding
    • Folder: Ongoing Services

This mirrors the CRM stages and gives each client a clear path from prospect to active project.

Build a CRM Pipeline in ClickUp

With the core structure ready, you can configure a CRM-style pipeline that tracks leads from first touch through closed-won or closed-lost.

Step 3: Configure Statuses for Your Pipeline

In the primary opportunities list inside ClickUp, set custom statuses that reflect your sales stages, such as:

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

Status changes become the backbone of your reporting and automation.

Step 4: Add Custom Fields in ClickUp

Create CRM-focused custom fields to capture key deal information, including:

  • Deal amount or contract value
  • Close date
  • Lead source
  • Account owner
  • Industry or segment

Use these fields to filter, group, and sort your opportunities, and to support accurate forecasting.

Step 5: Use Board and List Views

Set up multiple views in ClickUp so your CRM pipeline is easy to understand:

  • Board view by status for drag-and-drop pipeline management
  • List view with custom fields visible for quick data edits
  • Table view for more detailed reporting

Save these views and share them with sales, leadership, and operations teams.

Turn Deals into Projects in ClickUp

When an opportunity is marked as closed won, it needs to smoothly transition into a project. You can standardize this inside ClickUp and avoid messy handoffs.

Step 6: Create Project Templates

In the projects list, build at least one project template per main service offering. Include:

  • Phases and milestone tasks
  • Subtasks for detailed activities
  • Assignees or role-based placeholders
  • Estimated durations and dependencies

These templates ensure every closed deal becomes a structured project with clear owners.

Step 7: Link CRM Tasks to Projects

Connect your CRM records to delivery work:

  • Use task relationships to link an opportunity to its project
  • Mirror important fields (like account name and value) in both areas
  • Add client documents or proposals as attachments

This lets sales and delivery see the same client context, without switching tools.

Step 8: Automate the Handoff in ClickUp

Based on the workflow described on the source page, you can automate the move from CRM to project execution. For example:

  1. Trigger: Opportunity status changes to Closed Won
  2. Action: Create a new project from a template in the delivery Space
  3. Action: Assign key onboarding tasks to the implementation team
  4. Action: Notify the account owner and project manager

These automations reduce manual work and protect against missed steps.

Coordinate Teams with ClickUp Views and Dashboards

Next, give each team member insight into what matters to them using flexible views and dashboards.

Step 9: Create Team-Specific Views

Within ClickUp, add different views tailored to roles:

  • Sales reps: Board pipeline view, My Work, and a view filtered by account owner
  • Project managers: Gantt or Timeline view of active projects
  • Executives: High-level list view of accounts with value and status

Each view works off the same data, so teams operate from a single system of record.

Step 10: Build Dashboards in ClickUp

Use dashboards to display both CRM and project KPIs together. Include widgets such as:

  • Pipeline value by stage
  • Number of active projects by owner
  • Upcoming renewals or key dates
  • Workload charts for resource planning

This unified reporting helps you spot bottlenecks between sales and delivery.

Optimize and Scale Your ClickUp Setup

Once your integrated CRM and project system is running, review and refine it regularly so it keeps matching your processes.

Step 11: Standardize Documentation and Tags

To keep ClickUp clean and scalable:

  • Use consistent naming conventions for accounts and projects
  • Tag tasks by region, segment, or product line
  • Store client assets in dedicated docs or folders linked to tasks

This structure makes it easier to search, audit, and onboard new team members.

Step 12: Review Performance and Improve

On a regular schedule, review:

  • Conversion rate between pipeline stages
  • Average time from closed won to project completion
  • Workload balance across delivery teams

Use these findings to adjust statuses, automations, or templates in ClickUp so your workflows stay efficient.

Next Steps: Implement Your ClickUp System

By combining CRM and project management in one platform, you can remove silos and ensure every client moves smoothly from first interaction to successful delivery.

If you want expert help designing processes, automations, and templates around ClickUp and other tools, you can explore consulting options at Consultevo.

Use the structure, fields, and steps outlined here to configure your first integrated workspace, then iterate as your teams adopt and refine the system.

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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