How to Manage Client Projects in ClickUp Step by Step

ClickUp gives agencies, freelancers, and service teams a single workspace to organize client work, communication, and delivery from intake to final handoff. This guide walks you through a practical, step‑by‑step process to set up reliable client project management.

Step 1: Plan Your Client Workflow in ClickUp

Before building anything, decide how you want work to flow through your space. A clear structure helps every client see consistent, professional delivery.

Define your client delivery stages

List the main phases each client project will go through. For example:

• Intake and discovery
• Strategy and planning
• Execution and production
• Review and approvals
• Launch or delivery
• Post‑project support

These stages will later translate into statuses and views inside ClickUp.

Standardize project information

Decide what you must track for every client project so nothing slips through the cracks. Common fields include:

• Client name and main contact
• Retainer or one‑off project type
• Start and end dates
• Budget or estimated hours
• Priority level
• Contract or SOW link

Document these details now so you can capture them consistently with custom fields in ClickUp.

Step 2: Build a Client Space in ClickUp

Next, create a dedicated structure that separates client work from internal operations while keeping everything easy to find.

Create a Space for client work

1. Create a new Space and name it something like “Client Delivery” or “Agency Clients”.
2. Set permissions so the right teammates, and optionally clients, can access it.
3. Choose a color and icon to visually distinguish it from other Spaces.

This Space will house all your client accounts, projects, and recurring retainers.

Set up Folders for accounts or services

Inside your client Space, organize work with Folders. You can structure them in several ways:

• By client account: One Folder per client, with Lists for each project or retainer.
• By service type: For example, Web Design, SEO, Content, Advertising.
• Hybrid: Top‑level Folders by client, with shared service templates reused under each.

Choose the pattern that matches how your business talks about and sells services so the structure feels intuitive.

Step 3: Create Reusable Client Project Templates in ClickUp

Templates are the key to consistent, scalable client delivery. They save setup time and reduce missed steps.

Document your ideal client project checklist

For a typical project, write down every major task from kickoff to final invoice. For example:

• Gather requirements and goals
• Audit existing assets or systems
• Create project plan and timeline
• Produce deliverables in phases
• Run internal QA and revisions
• Share work with the client and collect feedback
• Launch, monitor, and optimize
• Send wrap‑up report and close the project

Turn each item into a task or subtask you can reuse in ClickUp.

Build and save a project List template in ClickUp

1. Create a new List called something like “Client Project Template”.
2. Add tasks and subtasks for every step in your documented checklist.
3. Set default assignees, due date offsets, and dependencies when possible.
4. Add custom fields for budget, phase, platform, or any other data you need.
5. Save the List as a template so it can be applied quickly to new clients.

When a new engagement starts, apply this template and adjust specifics without rebuilding your process from scratch.

Step 4: Configure Statuses and Views in ClickUp

Statuses and views help you and your clients understand what is happening at any moment.

Set meaningful task statuses

Replace generic statuses with ones aligned to your workflow. For example:

• Backlog
• Planned
• In Progress
• With Client for Review
• Revisions
• Ready to Launch
• Complete

Use colors that clearly communicate state, such as one color for active work and another for client‑dependent tasks.

Create client‑friendly views in ClickUp

Use multiple views so different roles can see the same data in the most helpful way.

• List view for detailed task management and filtering.
• Board view (Kanban) so clients can watch tasks move between statuses.
• Calendar view to visualize deadlines, meetings, and launch dates.
• Gantt view for timelines, dependencies, and phase planning.

Rename views in ClickUp with clear titles like “Client Overview” or “Production Timeline” so stakeholders know where to look.

Step 5: Centralize Client Communication in ClickUp

Keeping discussions inside the same workspace reduces lost context and long email chains.

Use task comments for feedback and updates

For each task, use comments to capture:

• Status updates from your team
• Links to drafts, designs, or documents
• Client questions and responses
• Decisions and approvals

Mention teammates with @names and attach files directly so every detail lives with the work instead of in separate apps.

Organize documents and shared assets

Create Docs for each client inside ClickUp to store:

• Briefs and SOWs
• Meeting notes
• Brand guidelines and assets
• Reporting templates

Link these Docs to relevant tasks so team members can open the right context in a single click.

Step 6: Track Time, Budget, and Performance in ClickUp

Client projects stay profitable when you watch effort, costs, and results in one place.

Monitor time and effort

Use native time tracking or integrated tools to log work by task and teammate. This helps you:

• Understand where time is really spent
• Compare actuals to estimates
• Refine your future proposals and scopes

Set up custom fields to capture billable hours or rate categories if needed.

Review client project health regularly

Use reporting dashboards to check:

• Workload by team member
• On‑time vs overdue tasks
• Active projects by stage
• Upcoming milestones and risks

Schedule recurring internal reviews to adjust priorities before deadlines are at risk.

Step 7: Collaborate and Share Progress with Clients in ClickUp

Transparent sharing builds trust and reduces status meetings.

Invite clients with controlled access

Give clients limited access to the Lists or views that matter to them. Configure permissions so they can:

• Comment on tasks
• Upload files
• See timelines and progress

Restrict editing of sensitive data like internal estimates or private notes.

Create simple status reports

At regular intervals, summarize progress inside a Doc or task that includes:

• Completed work this period
• Current priorities
• Risks, blockers, or decisions needed
• Next planned milestones

Share this with clients so they always know how the project is moving forward.

Step 8: Improve Your Client Delivery System in ClickUp

Every completed project is a chance to refine your process.

Run a short retro for each client project

After closing a project, capture:

• What worked well in your workflow
• Where tasks frequently stalled
• Which handoffs confused clients
• Ideas for simplifying or automating steps

Update your templates and views in ClickUp based on these insights so the next engagement runs smoother.

Leverage strategic resources and best practices

To refine your setup further, learn from implementation specialists and operations experts. For strategic guidance on optimizing your client systems and tools, review resources at Consultevo.

Learn More About Client Management with ClickUp

As you grow, you can extend this setup with more automation, advanced reporting, and deeper integrations. For additional ideas on improving client project management using this platform, review the original guide from the team at ClickUp.

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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