How to Use ClickUp for Inventory

/ ClickUp / By

How to Use ClickUp to Replace Google Sheets Inventory Templates

ClickUp gives you a flexible, visual way to manage inventory that goes far beyond static Google Sheets templates. In this step-by-step guide, you’ll learn exactly how to move your inventory tracking into ClickUp, build a reusable inventory system, and keep stock accurate in real time.

This how-to walks through the same core ideas covered in the Google Sheets inventory templates guide, but shows you how to implement them directly inside ClickUp.

Why Move Inventory Tracking From Sheets to ClickUp

Traditional Google Sheets inventory templates are a good starting point, but they become hard to control as product lines and orders grow. ClickUp lets you manage all the same data with better structure, views, and automation.

Key advantages of using ClickUp for inventory include:

  • Centralized product, vendor, and order data in one workspace
  • Custom fields for SKUs, stock levels, reorder points, and locations
  • Multiple views for list, table, Kanban, and dashboard-style monitoring
  • Automation to update statuses, assign work, and notify teams
  • Collaboration tools for comments, file attachments, and tasks

Set Up Your ClickUp Space for Inventory Management

Before building your inventory list, design a clean structure in ClickUp that mirrors your existing sheets.

Create a Dedicated Inventory Space in ClickUp

  1. Log in to your ClickUp workspace.
  2. In the sidebar, click the plus icon to create a new Space.
  3. Name it something clear, such as Inventory Management or Warehouse Ops.
  4. Choose a color and icon so the Space stands out for your team.

Within this Space, you can manage products, suppliers, purchase orders, and fulfillment lists.

Build Folders and Lists for Your Inventory in ClickUp

Next, organize your inventory with Folders and Lists that replace multiple Google Sheets.

Common examples include:

  • Folder: Products
    • List: Active Products
    • List: Archived or Discontinued
  • Folder: Purchasing
    • List: Purchase Orders
    • List: Supplier Records
  • Folder: Fulfillment
    • List: Open Orders
    • List: Backorders

This structure lets you keep every row of a sheet as a task in ClickUp while separating responsibilities into clear Lists.

Create an Inventory List in ClickUp

Now, convert your primary inventory sheet into a ClickUp List.

Step 1: Add a New Inventory List

  1. Open your Inventory Management Space in ClickUp.
  2. Click New List inside your chosen Folder (for example, Products).
  3. Name it Inventory, Stock, or Product Catalog.
  4. Select the List or Table view as your default for a spreadsheet-like layout.

Step 2: Add Custom Fields for Inventory Data in ClickUp

The columns from your Google Sheets inventory template become Custom Fields in ClickUp. Typical fields include:

  • SKU (Text)
  • Product Name (Task name)
  • Category (Dropdown)
  • Location or Warehouse (Dropdown)
  • On Hand Qty (Number)
  • Committed Qty (Number)
  • Available Qty (Formula or Number)
  • Reorder Point (Number)
  • Supplier (Text or Relationship)
  • Unit Cost (Number, currency)
  • Total Value (Formula)

To add these in ClickUp:

  1. Open your Inventory List.
  2. Click + Add Column in the header row.
  3. Choose the field type (Number, Text, Dropdown, Formula, etc.).
  4. Name the field to match your existing Google Sheets column.

Step 3: Use Formula Fields in ClickUp to Replace Sheet Calculations

Any calculations you handled with Google Sheets formulas can be recreated using Formula fields in ClickUp.

For example:

  • Available Qty = On Hand Qty − Committed Qty
  • Total Value = On Hand Qty × Unit Cost

In your Inventory List:

  1. Click + Add Column and select Formula.
  2. Build the formula using your existing Custom Fields.
  3. Save the Formula so every product task automatically calculates values.

Import Existing Google Sheets Inventory into ClickUp

You can quickly migrate data instead of rebuilding every row by hand.

Export from Google Sheets

  1. Open your inventory template in Google Sheets.
  2. Click File > Download > Comma Separated Values (.csv).
  3. Save the CSV file to your computer.

Import the File into ClickUp

  1. In ClickUp, open your Inventory List.
  2. Use the import option (usually found in the List settings or sidebar).
  3. Select CSV as the import type.
  4. Upload the exported inventory file.
  5. Map each CSV column to the corresponding Custom Field in ClickUp.
  6. Start the import and verify that SKUs, quantities, and costs are correctly aligned.

After import, you can fine-tune views and formulas so the List behaves like a dynamic, live inventory system.

Build Useful Inventory Views in ClickUp

One of the biggest upgrades from a Google Sheets inventory template is the ability to create multiple views for the same data in ClickUp.

Table and List Views

Use a spreadsheet-like view as your main working interface:

  • Table View: Best for dense data and quick edits.
  • List View: Ideal when you also want to see statuses and assignees.

Show or hide Custom Fields to keep each view focused.

ClickUp Board View for Inventory Status

Create a Board view that groups products or orders by status, such as:

  • In Stock
  • Low Stock
  • Out of Stock
  • Discontinued

This helps warehouse or operations teams see inventory health at a glance without scanning rows of numbers.

Dashboards in ClickUp for Inventory Insights

Use Dashboards to monitor high-level metrics:

  • Total inventory value
  • Count of low-stock items
  • Open purchase orders by supplier
  • Backordered SKUs

Add widgets for charts, numbers, and lists to visualize key performance indicators on one screen.

Automate Inventory Workflows with ClickUp

Automations turn your inventory template into a living workflow rather than a static sheet.

In ClickUp, you can:

  • Trigger status changes when stock falls below a threshold.
  • Assign tasks to purchasing when an item hits its reorder point.
  • Post comments or notifications in relevant channels when new stock is received.
  • Update due dates or priorities based on inventory levels.

Set up automations from the List or Space level, using conditions based on your Custom Fields.

Collaborate on Inventory Tasks in ClickUp

Unlike Google Sheets, where collaboration is limited to comments in cells, ClickUp gives you rich task-level collaboration.

Best practices include:

  • Use each product task for discussions about changes, issues, or supplier communication.
  • Attach images, spec sheets, and packing instructions.
  • Mention teammates with @ mentions for quick questions or approvals.
  • Create subtasks for cycle counts, audits, or adjustments related to each SKU.

Optimize Your Workflow Beyond ClickUp

Once your inventory is stable inside ClickUp, you can further refine operations, reporting, and integrations. If you need help designing advanced dashboards, automations, or integrations with other systems, you can partner with specialists like Consultevo to extend your setup.

Next Steps: Standardize Your ClickUp Inventory Template

To make your system repeatable and scalable, turn your setup into a reusable template inside ClickUp.

  1. Finalize your Custom Fields, formulas, and statuses.
  2. Clean sample data or remove test items.
  3. Save the List as a template from the List settings.
  4. Name it something like Inventory Master Template.
  5. Use this template whenever you add a new warehouse, region, or product line.

By moving your inventory workflow from a simple Google Sheets inventory template into ClickUp, you gain structured data, automation, and collaboration in a single platform. Start with one well-organized List, then expand into views, dashboards, and automations that keep stock accurate and your team aligned.

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

“`