How to Use ClickUp for Order Forms Instead of Google Sheets

ClickUp lets you replace static Google Sheets order form templates with dynamic, automated workflows that keep your orders organized, trackable, and easy to analyze.

This how-to guide walks you through creating a complete order management system that delivers better visibility and fewer manual errors than spreadsheets.

Why Replace Google Sheets With ClickUp Order Forms

Traditional spreadsheet-based order forms can quickly become messy and hard to maintain. You may struggle with duplicate entries, broken formulas, and limited automation.

Using a modern work platform solves these issues by centralizing order intake and tracking in one place.

With a ClickUp-style workspace, you can:

• Centralize orders, customers, and inventory details
• Automate status changes and assignments
• Standardize data entry with custom fields and views
• Build dashboards for sales and fulfillment insights

If you still rely on spreadsheet templates, review the original comparison and template overview on the ClickUp blog about order form templates and Google Sheets to understand the limitations and opportunities.

Step 1: Plan Your ClickUp Order Workflow

Before you build anything, outline the journey an order takes from request to delivery.

Map Your Order Stages in ClickUp

Typical stages you might set up include:

• New order received
• Payment pending or confirmed
• In preparation or production
• Ready for shipment or pickup
• Completed or delivered
• Canceled or refunded

Each stage will become a status in your ClickUp-style workflow, making it easy to see where every order stands at a glance.

Identify Data You Need on Every Order

Decide what you must collect in your order form, such as:

• Customer name and contact details
• Product or service selection
• Quantity and options (size, color, plan)
• Price, tax, discounts, and total
• Shipping address and method
• Requested delivery or service date
• Internal notes for fulfillment

This list turns into custom fields in your workspace, allowing accurate reporting later.

Step 2: Create a ClickUp Space for Orders

Next, create a dedicated place to manage all orders so your team always knows where to look.

Set Up a Dedicated Orders Space in ClickUp

1. Create a new space and name it something like “Orders” or “Sales & Orders”.
2. Add key members who work in sales, billing, inventory, or fulfillment.
3. Define default statuses that reflect the stages you mapped earlier.

Keeping orders in a single area reduces confusion and lets you reuse fields and views across different products or services.

Organize With Folders and Lists

Inside the orders space, create folders or lists for different order streams, for example:

• Online store orders
• Wholesale or B2B orders
• Custom service requests
• Subscriptions or renewals

This structure makes it easy to filter and report on each revenue channel without juggling multiple spreadsheets.

Step 3: Build Your ClickUp Custom Fields

Custom fields are the backbone of an order form system. They turn each task into a rich, structured order record.

Essential ClickUp-Style Custom Fields for Orders

Consider adding the following fields to your order list:

• Order ID (text or auto-generated pattern)
• Customer name (text)
• Email and phone (text)
• Order date (date)
• Product or package (dropdown)
• Quantity (number)
• Unit price (currency)
• Total amount (formula or currency)
• Shipping method (dropdown)
• Delivery date (date)
• Order priority (dropdown or label)
• Payment status (dropdown)

Once added to a template list, these fields automatically appear on every new order item.

Use Formulas to Replace Spreadsheet Calculations

Instead of manual calculations, use a formula field that multiplies quantity by unit price and optionally adds tax or shipping costs. This mirrors what you would normally calculate in a sheet but avoids accidental overwrites.

Step 4: Create a ClickUp Order Form View

Now you can create a simple front-end form for sales reps or customers to submit orders.

Design a Clean Order Form in ClickUp

1. Add a form view to your orders list.
2. Drag in the custom fields you created in the order you want users to see them.
3. Group related fields with section headers, such as “Customer Info”, “Order Details”, and “Shipping”.
4. Set required fields for must-have information like customer name, email, and main product.
5. Add brief descriptions or help text so users know exactly what to enter.

Each form submission instantly creates a new order item with all associated data linked to your workflow.

Share the ClickUp Form With Your Team or Clients

Once the form is ready, share it as a public link or embed it on your website or internal portal. This ensures everyone uses the same standardized form instead of sending ad-hoc spreadsheets.

Step 5: Automate Your ClickUp Order Workflow

Automation is where a flexible platform outperforms basic Google Sheets order templates.

Key Automations for Faster Order Processing

Set up automations so that:

• New form submissions trigger a default status like “New Order”.
• Orders with a specific product are assigned to the right team or owner.
• Changing payment status to “Paid” updates the overall order status to “Ready for Fulfillment”.
• Due dates or delivery dates send reminders before they expire.
• High-value orders automatically get a “High Priority” label.

These rules reduce manual updates and keep every order moving through the pipeline smoothly.

Step 6: Track and Analyze Orders in ClickUp Views

After you build your form and automations, create multiple views to manage your orders efficiently.

Use List and Board Views for Daily Operations

Build a list view for detailed records and a board view for visual tracking.

• List view shows every order with columns for status, total amount, and due date.
• Board view groups orders by status so teams can drag and drop them through each stage.

These views replace manual filters and pivot tables usually required in spreadsheets.

Create Dashboards for Sales and Fulfillment Insights

Use charts, tables, and metrics to monitor:

• Total orders over time
• Revenue by product or service
• Average time from order to delivery
• Orders by channel (online, phone, wholesale)

Dashboards give leadership and operations teams the insight they need without exporting data to another tool.

Step 7: Continuously Improve Your ClickUp Order System

As your business and products evolve, review and refine your process.

Optimize Based on Real-World Feedback

Ask sales reps, support agents, and fulfillment staff:

• Which fields are confusing or unnecessary?
• Where do orders usually get stuck?
• Which automations would save the most time?

Update your forms, fields, and views to match how your team actually works, not just how the system was initially designed.

Align ClickUp Orders With Other Business Systems

Consider connecting your order workflow with CRM, invoicing, or inventory tools to minimize double entry. Specialized implementation partners like Consultevo can help you design a scalable structure that ties together multiple business systems.

Move Beyond Google Sheets Using ClickUp-Style Order Management

Replacing static Google Sheets order form templates with a modern workspace helps you capture better data, automate routine steps, and gain real-time visibility into your entire order pipeline.

By planning your workflow, building structured fields, designing an intuitive form, and layering in automations and dashboards, you create a reliable order management system that grows alongside your business without the limitations of traditional spreadsheets.

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

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