How to Use ClickUp to Replace Dubsado-Style Workflows

If you are exploring a powerful Dubsado alternative, ClickUp can centralize projects, clients, and operations in one flexible workspace. This how-to guide walks you through setting up ClickUp to manage client workflows from first inquiry to final delivery.

Based on the process examples in the Dubsado alternatives guide, you will learn how to recreate and improve those systems using ClickUp features.

Why Set Up Client Systems in ClickUp

Before building workflows, it helps to understand what makes ClickUp a strong choice for client-based businesses.

• All-in-one workspace for tasks, docs, forms, and automation
• Highly customizable views for service providers and teams
• Robust templates to speed up onboarding and project setup
• Better visibility than many traditional CRM-style tools

Instead of stitching together multiple tools, you can organize intake, delivery, internal operations, and client communication inside ClickUp.

Step 1: Plan Your ClickUp Hierarchy

Use ClickUp’s hierarchy to mirror how your business actually runs. The article on Dubsado alternatives explains how most businesses separate three core areas: clients, services, and operations. You can model this easily.

Designing Your ClickUp Spaces

Create three main Spaces in ClickUp to start:

1. Client Projects Space

   Holds all active and past client work.

2. Service Templates Space

   Stores repeatable workflows and checklists for your main offers.

3. Business Operations Space

   Tracks marketing, finance, and internal projects.

This structure keeps client delivery separate from internal work while still allowing you to connect everything within ClickUp.

Setting Up Folders and Lists in ClickUp

Inside each Space, create Folders and Lists that match your services.

• In Client Projects: one Folder per client, with Lists for each project or retainer.
• In Service Templates: one List per core service, holding template tasks and subtasks.
• In Business Operations: Lists for marketing campaigns, content, finance, and admin.

By mapping your business this way, ClickUp acts as a living, visual version of your entire client system.

Step 2: Build Client Pipelines in ClickUp

Dubsado is often used as a lead and onboarding tool. You can recreate that pipeline directly in ClickUp and keep everything in one place.

Create a Lead Management List in ClickUp

In your Client Projects Space, create a List called Leads & Inquiries. Use task statuses to reflect each stage of your process.

Example statuses:

• New Inquiry
• Discovery Call Scheduled
• Proposal Sent
• Booked
• Not a Fit / Lost

Each lead becomes a task in ClickUp. Custom fields can capture details like budget, timeline, service type, and source.

Use ClickUp Forms for Intake

Instead of static questionnaires, use a ClickUp Form connected to your Leads & Inquiries List.

1. Create a Form view on the List.
2. Add fields for contact info, goals, and service interest.
3. Embed or share the public link on your site.

When someone fills out the form, ClickUp automatically creates a task with all the information attached. This replaces basic intake flows from other tools and keeps everything tied to your pipeline.

Step 3: Turn Service Templates into ClickUp Workflows

The source article emphasizes using templates for each offer. You can do this entirely inside ClickUp with task templates and List templates.

Create Task Templates in ClickUp

For each service, outline every step from onboarding to offboarding.

1. In the Service Templates Space, open the List for a specific service.
2. Create a master task named after the service, like “Brand Design Project Template”.
3. Add subtasks for each phase, such as strategy, design, revisions, and launch.
4. Include checklists, descriptions, and attachments.
5. Save the master task as a task template in ClickUp.

Later, when a client books that service, you apply the template to a new task in their client Folder. The full workflow appears instantly.

Create List Templates for Multi-Phase Projects in ClickUp

For complex projects, turn an entire List into a template:

• Set up separate tasks for each phase.
• Apply start and due dates using dependencies.
• Add custom fields for deliverables, deadlines, and client approvals.
• Save the List as a reusable ClickUp List template.

Now you can spin up a full project structure for any new client in seconds.

Step 4: Use ClickUp Docs for Client Portals

The Dubsado alternatives article highlights the value of client portals. You can create a flexible version with ClickUp Docs.

Build a Simple Client Portal Doc in ClickUp

1. In the client’s Folder, create a new Doc titled with the client name.
2. Add sections for project overview, scope, milestones, and FAQs.
3. Link relevant tasks, views, and assets directly in the Doc.
4. Share the Doc with the client using secure permissions.

This ClickUp Doc becomes the single source of truth for your client, replacing static portals and keeping updates in real time.

Embed Views Inside ClickUp Docs

You can embed task views inside Docs so clients see live progress without accessing the full workspace.

• Create a filtered List view that shows only client-facing tasks.
• Copy the view link and embed it into the Doc.
• Control what fields and statuses are visible.

This lets you maintain internal notes while sharing only what clients need to see through ClickUp Docs.

Step 5: Automate Repetitive Work in ClickUp

Automation is a key reason people look for Dubsado alternatives. ClickUp automations can cover many of the same repetitive tasks.

Start with Basic Automations in ClickUp

Examples you can set up immediately:

• When a lead moves to “Booked,” automatically create a project from a template.
• When a due date is approaching, send a reminder comment to the assignee.
• When a task is marked “Client Review,” change a custom field to “Waiting on Client.”

These ClickUp automations keep work moving without constant manual updates.

Combine ClickUp with Other Tools

If you still rely on external contracts or invoicing, you can connect ClickUp to those systems using integrations or tools like Zapier. For deeper implementation support, you can work with specialists such as Consultevo to tailor ClickUp to your tech stack.

Step 6: Track Performance and Improve in ClickUp

Once your workflows are running, use ClickUp to monitor how everything performs.

Create Reporting Dashboards in ClickUp

Set up Dashboards that track:

• Number of active leads and their stages
• Project timelines and overdue tasks
• Team workload and capacity
• Completion rates by service type

Widgets like task lists, charts, and time tracking give you a clear overview of your business inside ClickUp.

Refine Templates and Processes in ClickUp

Use insights from your Dashboards to update templates and automations.

1. Review where tasks get stuck most often.
2. Adjust statuses, custom fields, or subtasks.
3. Update your ClickUp task and List templates accordingly.
4. Re-run projects with the improved workflows.

Continuous refinement turns ClickUp into a living operations manual that gets better with each project.

Next Steps: Mastering Client Systems with ClickUp

By structuring your hierarchy, pipelines, templates, portals, and automations, you can fully replace traditional client management platforms with ClickUp. Start with one service, build its workflow in detail, and then expand across your entire business.

Use the concepts in the original Dubsado alternatives article as inspiration, and implement them directly in ClickUp to create a scalable, centralized system for every client you serve.