How to Map a Client Workflow in ClickUp (Inspired by Dubsado vs HoneyBook)
ClickUp can help you design, track, and improve your client workflows by borrowing the best ideas from tools like Dubsado and HoneyBook. Using the comparison between these CRMs, you can translate each step of a client journey into tasks, lists, and automations inside your own workspace.
This how-to guide walks you through building a clear, repeatable client process using ClickUp as your workflow hub.
Step 1: Analyze Your Client Journey Before Setting Up ClickUp
Before you open ClickUp, review the stages that tools like Dubsado and HoneyBook manage for service businesses. The Dubsado vs HoneyBook comparison highlights common phases of client management.
Typical stages include:
- Lead capture and inquiry
- Discovery call or consultation
- Proposal and quote
- Contract signing
- Invoice and payment collection
- Project delivery and feedback
- Offboarding and nurturing for future work
Write these stages down so you can recreate them as lists, statuses, or tasks in ClickUp.
Step 2: Create a Client Space in ClickUp
Next, create a dedicated Space in ClickUp for client management. This keeps your sales and onboarding steps separate from delivery work.
- Open your workspace sidebar.
- Click + New Space.
- Name it something like Client Operations or Client CRM.
- Select sharing and privacy options for your team.
- Enable features you need, such as tasks, custom fields, and views.
This Space will become the home for all the workflows you previously handled with specialized client management software.
Step 3: Build ClickUp Folders to Match CRM Stages
Now create Folders inside your Space that mirror high-level stages from tools like Dubsado and HoneyBook.
For example, you can create these Folders in ClickUp:
- Leads & Inquiries – for new prospects
- Booked Clients – for active projects
- On Hold or Follow-Up – for paused or cold leads
- Archived Clients – for completed work
Each Folder will store Lists that break the process into more detailed steps.
Step 4: Create ClickUp Lists for Each Workflow Phase
Inside every Folder, create Lists that reflect the detailed client journey outlined in the Dubsado vs HoneyBook comparison.
Examples of Lists for the Leads & Inquiries Folder:
- New Inquiries
- Discovery Calls
- Proposals Sent
Examples of Lists for the Booked Clients Folder:
- Onboarding
- Active Projects
- Offboarding & Testimonials
These Lists help you visualize where every client stands, similar to the pipelines in dedicated client CRMs, but organized inside ClickUp.
Step 5: Configure ClickUp Statuses to Mirror CRM Pipelines
Statuses reflect the progress of each client or project task. Inspired by Dubsado and HoneyBook, you can design statuses that match your stages, but keep them simple and actionable.
Example task statuses you can use in ClickUp:
- Inquiry Received
- Needs Response
- Call Scheduled
- Proposal Sent
- Waiting on Client
- Contract Signed
- Invoice Paid
- In Progress
- Completed
Assign these statuses to Lists where they apply, so each task moves smoothly from first contact to final delivery.
Step 6: Use ClickUp Custom Fields for Client CRM Data
To replicate CRM-style records from Dubsado vs HoneyBook, add custom fields in ClickUp so that every client task contains key information.
Helpful custom fields include:
- Client Company (text)
- Primary Contact Name (text)
- Email (email)
- Phone (phone)
- Lead Source (dropdown: website, referral, social media, etc.)
- Estimated Project Value (currency)
- Contract Sent Date (date)
- Invoice Due Date (date)
In ClickUp, add these fields at the List or Folder level so new tasks automatically include the correct CRM-style fields.
Step 7: Template Your Client Tasks in ClickUp
CRMs like Dubsado and HoneyBook rely on reusable workflows. You can achieve a similar effect using task templates and checklist templates in ClickUp.
To build a client onboarding template:
- Create a new task named Client Onboarding Master.
- Add checklists covering email setup, welcome packets, and scheduling.
- Include subtasks for contract review, invoice setup, and kickoff call.
- Attach any reference documents or links your team needs.
- Save the task as a reusable template in ClickUp.
Repeat this process for proposal workflows, offboarding, and feedback collection, so your team can spin up a full process with a few clicks.
Step 8: Set Up ClickUp Views for CRM-Like Clarity
To visualize your pipeline like Dubsado vs HoneyBook dashboards, use multiple views in ClickUp for the same data.
Recommended views:
- Board view – drag-and-drop clients through stages by status.
- List view – see a spreadsheet-style table of leads and clients.
- Calendar view – track consultations, project milestones, and due dates.
- Dashboard – combine widgets for revenue, active projects, and overdue tasks.
Each view helps you and your team quickly understand the state of your client pipeline.
Step 9: Automate Repetitive Steps in ClickUp
While ClickUp is not a dedicated CRM, it can still automate many routine tasks inspired by workflows from Dubsado and HoneyBook.
Examples of useful automations:
- When status changes to Contract Signed, move task to the Booked Clients Folder.
- When a task is created in New Inquiries, assign it to the sales owner and set a due date for follow-up.
- When a due date is approaching for Invoice Due Date, add a comment reminding the account manager.
Configure these automations in ClickUp at the Space, Folder, or List level to keep your team proactive.
Step 10: Document Your ClickUp Client Workflow for Your Team
Once your structure is in place, document the process so everyone uses ClickUp the same way. Clear documentation reduces confusion when moving from tools like Dubsado vs HoneyBook.
To document your system:
- Create a Client Operations Guide doc.
- Explain how to add new leads and update statuses.
- List which templates to use for onboarding and offboarding.
- Describe who owns each stage of the workflow.
You can also reference consulting resources like Consultevo if you want expert help designing scalable client operations that work smoothly in ClickUp.
Maintaining and Improving Your ClickUp Client System
After you build this structure, schedule regular reviews. Compare your ClickUp workflow with the evolving features of specialized tools such as Dubsado and HoneyBook, and adopt ideas that improve clarity or reduce manual work.
Every few months, ask:
- Are statuses still accurate and useful?
- Do task templates reflect your current process?
- Are any automations missing or outdated?
- Is client data complete and consistent across tasks?
By continuously refining your setup, ClickUp becomes a powerful hub for client management that is tailored to your specific services, without losing the structured workflows that make dedicated CRMs effective.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
“`
