How to Compare Data in ClickUp

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How to Compare Data in ClickUp Step by Step

ClickUp makes it easier to compare projects, tasks, and performance data without constantly exporting everything into spreadsheets. This guide walks you through a simple, repeatable process to turn raw information into clear comparisons for your team.

The steps below are inspired by the workflows and ideas in the ClickUp blog article on comparison Excel templates, but adapted into a direct, in-app how-to guide.

Why Use ClickUp Instead of Static Excel Files

Traditional Excel comparison templates work, but they quickly become outdated as soon as your work changes. Using live data in ClickUp gives you:

  • Real-time updates as tasks, budgets, or timelines change
  • Centralized information instead of isolated spreadsheet copies
  • Standardized fields so comparisons stay accurate over time
  • Better collaboration with comments, assignments, and automation

You still can export to Excel when needed, but building your comparison system directly in ClickUp keeps everything connected to the work itself.

Step 1: Define What You Want to Compare in ClickUp

Before you open any view or template, decide exactly what you want to compare. The original Excel-based approach focuses on side-by-side views of options and scenarios. We will recreate that logic inside ClickUp.

Common types of comparisons include:

  • Project A vs. Project B (scope, budget, timeline)
  • Quarter-over-quarter performance
  • Vendor or tool evaluation
  • Feature priorities for a product roadmap

Write down the core questions you need to answer, such as:

  • Which option costs more?
  • Which project has the highest risk?
  • Which version of a plan hits the deadline?

These questions will shape the fields and views you set up in ClickUp.

Step 2: Structure Your Space and Lists in ClickUp

To keep comparisons clean, organize related work into a consistent hierarchy. Think of this as the live equivalent of creating separate tabs in an Excel file.

  1. Create a Space dedicated to evaluations or planning. For example, name it “Comparisons & Analysis.”

  2. Create Lists inside the Space for each comparison type, such as:

    • Project Comparisons
    • Vendor Comparisons
    • Budget Scenarios

  3. Add Folders if you want to group multiple Lists under a function, like “Marketing Comparisons” or “Product Strategy Comparisons.”

This structure makes it easy to filter and report across several comparisons in ClickUp later.

Step 3: Build Comparable Fields in ClickUp

Excel templates rely on consistent columns. In ClickUp, custom fields play that role. Every item you want to compare should share the same set of fields.

Key Custom Fields to Create in ClickUp

For each List used for comparison, add custom fields such as:

  • Cost (Number, with currency)
  • Estimated Effort (Number or Dropdown for Low/Medium/High)
  • Impact Score (Number, e.g., 1–10)
  • Risk Level (Dropdown with labels like Low, Medium, High)
  • Owner (User field)
  • Deadline (Date)

Make sure you apply the same set of fields to all items you plan to compare. This mimics a standardized Excel template but keeps the data live in ClickUp.

Tips for Reliable ClickUp Comparisons

  • Use Number fields whenever you plan to sort or calculate.
  • Keep field names short and clear so they are easy to scan in views.
  • Use Dropdown fields for categories you filter on often (like risk or status).

Step 4: Enter or Import Your Data into ClickUp

Once your structure and fields are ready, you can load data the same way you would populate an Excel template—only with far more flexibility.

Option 1: Manually Add Comparison Items in ClickUp

  1. Create a new task for each scenario, project, or option you want to compare.

  2. Fill in each custom field you created, such as Cost, Impact Score, and Risk Level.

  3. Add descriptions, attachments, or comments for context that would normally live in separate documents.

Option 2: Import Data from Excel into ClickUp

If you already use Excel comparison templates, you can import them into ClickUp:

  1. Prepare your spreadsheet so each column matches a planned field in ClickUp.

  2. Use the import feature to bring the sheet into a List.

  3. Map columns from Excel to existing or new custom fields.

Now your old static comparisons become dynamic lists you can keep updating.

Step 5: Create ClickUp Views That Mirror Excel Comparisons

The original Excel-based technique relies on side-by-side tables and charts. Inside ClickUp, you use views to accomplish the same outcome.

Use Table View in ClickUp for Side-by-Side Analysis

  1. Switch your List to Table View.

  2. Show or hide columns to focus on comparison fields like Cost, Impact, and Risk.

  3. Sort by the most important field, for example, highest Impact Score or lowest Cost.

  4. Apply filters to see only specific categories, such as high-risk items.

This effectively gives you a live comparison table, just like a well-structured Excel sheet, but it updates automatically as your team works.

Use Board and List Views in ClickUp for Qualitative Comparisons

Not every comparison is purely numeric. For qualitative differences:

  • Board View: Group by Status, Risk Level, or Priority to visually compare categories.
  • List View: Use sections and grouping to compare phases, owners, or teams.

These views help you quickly spot patterns and bottlenecks across options.

Step 6: Add ClickUp Dashboards for Summary Comparisons

Dashboards turn the fields you created into charts, widgets, and at-a-glance insights that mirror advanced Excel summary pages.

  1. Create a new Dashboard dedicated to your comparison type (for example, “Project Comparison Dashboard”).

  2. Add widgets based on the Lists and fields you configured:

    • Bar charts to compare total costs by project
    • Number widgets to show average Impact Score
    • Pie charts to break down Risk Levels
    • Task list widgets filtered to only show top-priority options

  3. Share the Dashboard with stakeholders so everyone sees the same live comparison without downloading files.

Step 7: Automate and Maintain Your ClickUp Comparisons

Excel templates require manual updates. In ClickUp, you can streamline ongoing comparisons.

Automation Ideas in ClickUp

  • Auto-assign reviewers when Risk Level is set to High.
  • Update a Status field when Cost exceeds a certain threshold.
  • Notify stakeholders when a comparison item moves to “Approved.”

Schedule recurring reviews to make sure fields stay accurate. Over time, your Lists become a reliable source of truth that replaces static comparison documents.

When to Still Use Excel with ClickUp

You may still want to export data for specialized analysis or complex financial models. In those cases:

  • Use ClickUp as the data source and export to Excel when needed.
  • Keep ClickUp fields as the master and treat spreadsheets as temporary working files.
  • Refresh your exports regularly so offline sheets are not lagging behind reality.

This hybrid approach gives you the flexibility of spreadsheets with the control and collaboration of ClickUp.

Next Steps: Improve Your ClickUp Comparison System

Once you have a basic comparison workflow running, refine it based on feedback:

  • Simplify or rename fields people find confusing.
  • Standardize scoring methods across teams.
  • Add more targeted Dashboards for executives, managers, or specialists.

If you want help designing a robust workspace, you can learn additional workflow optimization tactics from agencies like Consultevo, which specialize in systems and process design.

By shifting your comparison work from static templates to flexible, live data in ClickUp, you keep information accurate, shareable, and directly connected to the tasks that move your projects forward.

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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