How to Use ClickUp for CRM and Invoicing

ClickUp can work as a powerful hub to manage clients, track billable work, and send invoices without juggling multiple tools. This how-to guide walks you step by step through setting up a simple CRM and invoicing workflow so you always know who you serve, what you delivered, and what you are owed.

This guide is based on the workflows described in the original resource on CRM and invoicing software, which you can review here: CRM and invoicing software guide.

Why Use ClickUp for CRM and Invoicing

Instead of scattered spreadsheets and email threads, you can consolidate client management and invoicing into one organized workspace. Using ClickUp for CRM and invoicing gives you:

• A single source of truth for client data and communication
• Clear visibility into work in progress and completed deliverables
• Simple tracking of billable hours and project fees
• Faster, more accurate invoicing using repeatable systems

Whether you are a freelancer, agency, or internal team, the same approach works: organize contacts, connect work, then create invoices based on that work.

Step 1: Plan Your ClickUp Workspace Structure

Before building the system, decide how your workspace will be organized. A straightforward structure makes the rest of the setup much easier.

Recommended ClickUp Hierarchy

Use this simple hierarchy as your starting point:

• Workspace: Your company or brand.
• Space: “Sales & Clients” (for CRM and deals).
• Space: “Projects & Delivery” (for service work).
• Space: “Finance & Invoicing” (for invoice tracking).

You can adjust names and colors later, but defining where each activity lives in ClickUp helps avoid clutter and confusion as your client list grows.

Step 2: Build a ClickUp CRM List for Contacts

Your CRM starts with a simple list for leads and customers. In ClickUp, each contact can be a task with custom fields for key data.

Create the CRM List

1. Create or open your “Sales & Clients” space.
2. Add a new folder called “CRM”.
3. Inside the folder, create a list named “Client Database”.

Add CRM Custom Fields in ClickUp

On the “Client Database” list, add custom fields so you can filter and sort your contacts easily:

• Company Name (Text)
• Primary Contact (Text)
• Email (Email)
• Phone (Phone)
• Deal Value (Currency)
• Stage (Dropdown: Lead, Qualified, Proposal, Won, Lost)
• Source (Dropdown: Referral, Website, Social, Other)

For each new lead or client, create a task in this ClickUp list and fill in the custom fields. This turns your workspace into a practical CRM that is easy to maintain.

Visualize Deals in a ClickUp Board View

Next, add a Board view to your CRM list. Group tasks by “Stage” so you can drag and drop deals as they move from Lead to Won or Lost. This layout mirrors dedicated CRM tools while keeping everything in one place.

Step 3: Track Client Work in ClickUp

Once a deal is marked as “Won”, you need to track the related work. ClickUp makes this straightforward using project lists, templates, and time tracking.

Create Delivery Lists for Client Projects

1. Go to your “Projects & Delivery” space.
2. Create a folder called “Client Projects”.
3. For each new client, create a list using a simple naming pattern such as “Client – Marketing Retainer” or “Client – Website Build”.

Inside each list, add tasks representing milestones, deliverables, or recurring work. You can use templates to standardize common projects so your ClickUp setup stays consistent.

Use Time Tracking and Billable Status

To connect work to invoices, you need to capture time or quantities:

• Enable time tracking on tasks.
• Use custom fields for Billable Hours or Flat Fee.
• Set tags such as “Billable” and “Non-Billable” where relevant.

This structure lets you filter completed work by client and billing status when it is time to prepare invoices.

Step 4: Organize Invoicing in ClickUp

ClickUp is not a payment processor, but you can use it to organize the entire invoicing workflow and keep your records tidy.

Create an Invoicing List

1. Open the “Finance & Invoicing” space.
2. Create a folder called “Invoices”.
3. Create a list named “Invoice Tracker”.

Each invoice will be a task in this list.

Add Invoicing Fields and Stages in ClickUp

On the “Invoice Tracker” list, add these custom fields:

• Client (Text or Dropdown)
• Invoice Number (Text)
• Invoice Amount (Currency)
• Issue Date (Date)
• Due Date (Date)
• Status (Dropdown: Draft, Sent, Paid, Overdue, Canceled)
• Linked Project (Task Relationship to project lists)

Set up a List view grouped by Status so you can immediately see invoices waiting to be sent, those unpaid, and those fully settled.

Step 5: Build a Repeatable ClickUp Invoicing Workflow

With CRM, project work, and invoicing lists in place, you can stitch them together into a repeatable process.

Standard Invoicing Process in ClickUp

1. Confirm billable work
   In the relevant client project list, filter tasks by completion status and billable tags or fields. Confirm what needs to be billed for the period.
2. Log invoice details
   In the “Invoice Tracker” list, create a new task for the invoice. Fill out the client, amount, and dates, and attach relevant task links or time entries from your ClickUp project.
3. Generate the invoice
   Use your dedicated accounting or payment tool (such as your preferred invoicing platform) to create the actual invoice. Attach a PDF or link it back into the invoice task in ClickUp.
4. Send and track status
   Change the Status field from Draft to Sent. When the invoice is paid, move it to Paid. If the payment is late, change the status to Overdue and create follow-up subtasks or reminders.
5. Review and report
   Use list filters and saved views in ClickUp to review all unpaid invoices, overdue amounts, and revenue per client or period.

Step 6: Automate Repetitive Work in ClickUp

Automations reduce manual tasks in your CRM and invoicing system. You can configure triggers and actions to keep everything in sync.

Useful ClickUp Automations for CRM

• When a deal moves to Won, automatically create a new project list or project task under “Client Projects”.
• When a deal moves to Lost, set a follow-up task for feedback or future outreach.
• When a contact is created, assign an owner and set a due date for the first follow-up.

Useful ClickUp Automations for Invoicing

• When a project task is marked Done, add a “Ready to Invoice” tag.
• When an invoice task Status changes to Sent, create a reminder task on the due date.
• When an invoice task Status becomes Paid, close linked project tasks or move the client project to a maintenance list.

Step 7: Monitor Performance with ClickUp Dashboards

Dashboards give you a visual overview of your pipeline, work in progress, and revenue-related information.

Set Up a Sales and Revenue Dashboard in ClickUp

Create a dashboard with these widgets:

• CRM Pipeline Chart: Count of deals by Stage from your CRM list.
• Revenue by Client: Sum of Invoice Amount grouped by Client from your invoice list.
• Overdue Invoices: Table of all invoices with Status = Overdue.
• Billable Hours: Total time tracked on billable tasks for a given period.

This combination turns ClickUp into a clear command center for all your client and finance activity.

Tips to Keep Your ClickUp System Clean

As your business grows, a tidy setup becomes critical. Follow these practices:

• Standardize naming conventions for clients, projects, and invoices.
• Use templates for recurring project types and standard invoice notes.
• Archive old lists and projects to keep views focused.
• Limit custom fields to those you truly use for filtering or reporting.

If you want expert help designing scalable ClickUp workflows and automation for your business, consider consulting specialists like Consultevo, who focus on process and tool optimization.

Next Steps

To recap, your path to using ClickUp for CRM and invoicing is:

1. Define a clear workspace structure.
2. Create a CRM list with the right custom fields and views.
3. Track all client work in organized project lists.
4. Log invoices and payment statuses in a dedicated invoicing list.
5. Automate handoffs between sales, delivery, and finance.
6. Use dashboards to monitor pipeline, work, and revenue.

Start with a simple version of this system in ClickUp, then refine fields, views, and automations as you learn what your team needs. Over time, you will have a streamlined, reliable way to manage clients and get paid with less manual effort.

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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