How to Build a Client-Getting System in ClickUp

A well-designed ClickUp workspace can become a reliable, repeatable client-getting system that captures every lead, tracks each interaction, and helps you close more deals without chaos.

Based on the framework in the original client-getting system article, this how-to guide walks you step by step through recreating that process as a simple workflow you can launch quickly.

Step 1: Map Your Client Journey Before Building in ClickUp

Before touching any settings, clarify the stages a potential client moves through, from stranger to signed contract.

On a notepad or whiteboard, outline:

• Where new leads first find you (social media, referrals, ads, events)
• What triggers first contact (DM, email, form submission)
• The main follow-up steps (qualification, discovery call, proposal, contract)
• What “won” and “lost” look like for you

This journey map will become the backbone of your ClickUp structure so you avoid random tasks and create a true system.

Step 2: Create a Dedicated ClickUp Space for Clients

Next, keep client-getting work separate from delivery and admin tasks by creating a focused area in ClickUp.

1. In your workspace, create a new Space named something like Client Pipeline or Sales.

2. Set Space permissions so only the right team members can access your lead data.

3. Add a simple color and icon so the Space is easy to spot in your sidebar.

This dedicated ClickUp Space helps you and your team open the app and know exactly where to go to work on getting clients.

Step 3: Build a ClickUp List as Your Lead Pipeline

Inside your new Space, create one primary List to act as your pipeline for all potential clients.

1. Click New List and name it Leads or Client Pipeline.

2. Use the Board (Kanban) view so you can drag and drop opportunities between stages.

3. Set up custom Statuses to mirror your journey map, for example:

   • New Lead
   • Contacted
   • Discovery Scheduled
   • Proposal Sent
   • Contract Sent
   • Won
   • Lost

Each task in this ClickUp List will represent one individual lead or company, moving from left to right as you progress the conversation.

Step 4: Add ClickUp Custom Fields for Key Lead Data

A client-getting system is only useful when it captures the right information in a consistent way.

Open your pipeline List, then add custom fields such as:

• Lead Source (Dropdown: Referral, Instagram, LinkedIn, Website, Event, Other)
• Deal Value (Money field to estimate potential revenue)
• Priority (Dropdown or labels: Hot, Warm, Cold)
• Industry / Niche (Text or dropdown)
• Next Action Date (Date field for your next follow-up)
• Contact Info (Phone, email, handle)

These consistent fields make it easy to filter and sort in ClickUp, quickly find promising leads, and understand where your best clients actually come from.

Step 5: Turn Each Lead into a Structured ClickUp Task

Now convert your existing prospects into tasks so everything lives in one clear place.

1. For each lead, create a new task in the pipeline List.

2. Name the task with the client or company name, plus context (for example, “Acme Co – Social Media Package Inquiry”).

3. Fill out all custom fields so the task includes:

   • Where the lead came from
   • Estimated value
   • How warm they are
   • When you must follow up next

4. Add key notes to the task description: how they found you, their main pain points, and what you promised to send.

From now on, any time you get a new inquiry, create a task immediately in ClickUp instead of leaving it buried in your inbox or DMs.

Step 6: Use ClickUp Checklists for Repeatable Follow-Ups

Most leads follow a similar pattern from first contact to decision. Turn that pattern into a simple checklist you can reuse.

1. Open any lead task and create a Checklist called Sales Process.

2. Add items such as:

   • Reply within 24 hours
   • Qualify lead (budget, timeline, decision maker)
   • Schedule discovery call
   • Send recap email and resources
   • Prepare and send proposal
   • Follow up on proposal
   • Send contract and invoice

3. Save this as a Checklist Template in ClickUp, so you can apply it to every new lead with one click.

This ensures every potential client experiences the same clear, professional process, no matter how busy you are.

Step 7: Automate Routine Steps in ClickUp

Once the basics are in place, add light automation so you do not miss key moments.

Inside your pipeline List, create simple automations such as:

• When Status changes to Contacted → set Next Action Date to three days from now.
• When Status changes to Proposal Sent → assign task to the account owner and add a comment reminding them to follow up.
• When Status changes to Won → move the task automatically to a new List for client onboarding.

These ClickUp automations handle the admin work so you stay focused on actual conversations with clients.

Step 8: Use ClickUp Views and Filters to Stay Organized

Different views help you review your pipeline from multiple angles without changing any underlying data.

• Board View for a visual pipeline, dragging tasks between stages.
• List View for a sortable table you can filter by lead source, value, or priority.
• Calendar View filtered by Next Action Date to see upcoming follow-ups.

Save filters for:

• Only Hot and Warm leads
• Leads from a specific campaign
• Follow-ups due this week

These flexible ClickUp views help make sure no opportunity quietly slips away.

Step 9: Review Performance and Improve Your ClickUp System

A strong client-getting system is never “finished.” Set a recurring task in ClickUp once a month to review:

• Which sources produce the most Won deals
• Average time from New Lead to Won
• Stages where leads tend to stall or go quiet

Based on this review, refine your statuses, update checklist steps, or adjust automations. Over time, your ClickUp setup becomes a powerful engine that matches how your market actually behaves.

Optional: Combine ClickUp With Expert Support

If you want help designing a more advanced pipeline, integrating other tools, or layering AI on top of your workflows, you can work with a dedicated productivity and systems consultant. For example, firms like Consultevo help teams set up and optimize ClickUp workspaces for client services.

Launch Your ClickUp Client-Getting System

By mapping your journey, creating a dedicated Space, building a clear pipeline List, standardizing follow-ups with checklists, and adding simple automations, you turn ClickUp into a central hub for winning new business.

Start with the basic setup described here, then refine it as you learn more about your best clients. Within a short time, you will have a reliable, repeatable client-getting system you can trust every single day.

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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