How to Use ClickUp for Construction CRM

ClickUp can run your entire construction CRM workflow—from capturing leads and bids to tracking jobs, subcontractors, and payments—in one flexible workspace. This step-by-step guide shows you exactly how to set it up for construction teams.

The instructions below are based on the construction CRM workflows explained in the ClickUp construction CRM article, translated into a practical how-to you can follow.

Step 1: Plan Your Construction CRM in ClickUp

Before building anything, decide what you need your construction CRM to track. In a construction context, this usually includes:

• Leads and prospects
• Bids and estimates
• Active projects and jobs
• Subcontractors and vendors
• Change orders and variations
• Invoices and payments

Translate those needs into a simple structure inside ClickUp:

• Workspaces: Overall company account for your construction business.
• Spaces: High-level areas, like Sales, Operations, and Finance.
• Folders and Lists: Specific CRM components like Leads, Bids, and Projects.

Once you know what you want to track, you are ready to build the Space.

Step 2: Create a Construction CRM Space in ClickUp

1. Open ClickUp and select your main Workspace.

2. Click + Space and name it something like Construction CRM.

3. Choose a color and icon that matches your company branding.

4. Set sharing permissions so sales reps, project managers, and leadership all have the right access.

Inside this Space, you will create Folders and Lists to mirror a typical construction lifecycle.

Recommended ClickUp CRM Folders

• Sales & Estimating – for leads, bids, and proposals
• Projects – for active jobs and construction phases
• Post-Construction – for warranties, maintenance, and upsell opportunities

Step 3: Build CRM Lists and Stages in ClickUp

Each Folder in ClickUp holds Lists. Lists represent specific pipelines or collections of jobs.

Create a Leads & Bids List in ClickUp

1. In the Sales & Estimating Folder, click + List and name it Leads & Bids.

2. Set view type to Board so you can drag and drop deals like a Kanban CRM.

3. Customize Statuses to match your sales pipeline, for example:

   • New Lead
   • Qualified
   • Site Visit
   • Estimate Sent
   • Negotiation
   • Won
   • Lost

Each task in this List will represent a potential project or client opportunity.

Create a Jobs & Projects List in ClickUp

1. In the Projects Folder, add a List named Active Jobs.

2. Set Statuses to match typical construction phases:

   • Pre-Construction
   • Mobilization
   • In Progress
   • Inspection
   • Punch List
   • Complete

3. Use List view for detailed schedules and Board view for a high-level phase board.

Step 4: Add Custom Fields for Construction Data in ClickUp

To make ClickUp behave like a full CRM, you need structured data. Use Custom Fields on your Lists to store important construction information.

Key CRM Custom Fields for Leads

• Project Type: Residential, Commercial, Industrial
• Estimated Contract Value: Currency field
• Lead Source: Referral, Website, Bid Platform, Walk-in
• Close Probability (%): Number field
• Target Start Date: Date field
• Primary Contact: Text or relationship to a Contacts List

Key Construction Job Fields in ClickUp

• Job Number: Unique ID per project
• Site Address: Text field
• Superintendent / PM: Assignee or Dropdown
• Subcontractor Count: Number field
• Original Contract Value: Currency
• Approved Change Orders: Currency
• Current Contract Value: Formula = Original + Change Orders

With these fields, ClickUp becomes a powerful database for all deal and project information.

Step 5: Capture and Qualify Leads in ClickUp

Now you can start adding leads directly into your CRM List.

1. Create a new task in the Leads & Bids List for each opportunity. Use the project name or client name as the task title.

2. Fill in Custom Fields with project type, value, and timeline.

3. Attach any bid documents, drawings, or RFP files directly in the task.

4. Assign the task to the sales rep or estimator responsible.

Use Comments in ClickUp to log phone calls, questions, and site visit notes so the whole team stays aligned.

Use ClickUp Views to Track Your Sales Pipeline

• Board View: Drag opportunities from New Lead to Won.
• Table View: Sort by Estimated Contract Value or Close Probability.
• Calendar View: See follow-up dates and bid deadlines.

Step 6: Convert Won Deals to Construction Jobs in ClickUp

When a bid is accepted, you can convert it into a job without re-entering data.

1. Change the deal Status from Negotiation to Won.

2. Use task templates or Duplicate the task into the Active Jobs List in your Projects Folder.

3. Keep important CRM data by copying Custom Fields from the lead task.

4. Add subtasks for key milestones, such as permits, procurement, framing, inspections, and closeout.

This approach keeps the history of the opportunity while turning it into an executable construction schedule inside ClickUp.

Step 7: Collaborate with Teams and Subcontractors in ClickUp

Construction CRM is not just about contact records; it is also about communication and coordination.

Assign Work and Track Accountability

• Assign each main job task to the project manager.
• Assign subtasks to field supervisors or coordinators.
• Use Watchers so executives get notified on key accounts.

Share Information with Subs Using ClickUp

• Attach scopes of work, plans, and safety documents to tasks.
• Use Comments to request quotes and clarify specifications.
• Restrict internal notes with privacy settings if needed.

This keeps everything tied to a single job record instead of scattered emails.

Step 8: Track Change Orders and Variations in ClickUp

Change orders are a major source of risk and revenue in construction. You can manage them inside ClickUp for clear visibility.

1. Create a dedicated Change Orders List inside the Projects Folder, or create a task group called Change Orders within each job.

2. Each change order is a separate task with fields like:

   • Change Order Number
   • Requested By
   • Reason
   • Approved Amount
   • Status (Proposed, Approved, Rejected, Invoiced)

3. Link each change order task back to the main job using task relationships.

Use formulas in ClickUp to roll up total change order value and calculate the current contract value.

Step 9: Monitor Performance with ClickUp Dashboards

Once your CRM data lives in ClickUp, Dashboards give you real-time visibility.

Build a Sales Dashboard in ClickUp

• Pipeline Value Widget: Sum of deals by Status or Stage.
• Won vs. Lost Chart: Visualize performance by month or project type.
• Estimator Workload: See who is overloaded with bids.

Build an Operations Dashboard in ClickUp

• Active Jobs by Phase: Count jobs in Pre-Construction, In Progress, and Complete.
• Contract Value by PM: How much volume each project manager handles.
• Change Order Totals: Monitor added revenue and risk.

Dashboards turn your ClickUp construction CRM into a command center for owners and managers.

Step 10: Standardize with ClickUp Templates

To keep your CRM consistent as you grow, build templates inside ClickUp.

Useful ClickUp Templates for Construction CRM

• Lead Template: Standard task layout with required Custom Fields, checklists for qualification, and default assignees.
• Job Template: Pre-built subtasks for each construction phase and inspection.
• Change Order Template: Predefined fields and approval steps.

Apply these templates whenever you add a new lead or job to ensure clean data and repeatable processes.

Next Steps: Optimize Your ClickUp CRM Setup

With these steps, you can run a construction CRM inside ClickUp that handles leads, bids, projects, and change orders in one place. As your team scales, you can add automation, advanced reporting, and integrations with your existing tech stack.

If you want expert help designing or optimizing this kind of setup, check out implementation and consulting services from Consultevo, which specializes in modern workflow systems and AI-powered process optimization.

Start by building your core Space and Lists, define your Custom Fields, and then gradually refine your ClickUp construction CRM as your team adopts it on real projects.

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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