How to Use ClickUp for Construction Projects

ClickUp can help construction teams manage projects from bidding to closeout, even if you are comparing it against legacy tools like Buildertrend or Procore. This how-to guide walks you through a practical setup so you can organize work, track budgets, and collaborate with every stakeholder in one place.

While the detailed comparison between Buildertrend and Procore is covered on the original ClickUp blog page, the steps below focus purely on how to configure a workspace that matches real construction workflows.

Step 1: Plan Your Construction Workspace in ClickUp

Before building anything inside the platform, decide how you want to mirror your construction operations. A clear structure will keep projects easy to navigate for field crews, subcontractors, and office staff.

Choose the Right ClickUp Hierarchy

Use the hierarchy to separate companies, portfolios, and jobs:

• Workspace: Your entire construction company.
• Spaces: Create spaces like Commercial, Residential, or Service & Maintenance.
• Folders: Organize by regions, divisions, or major clients.
• Lists: Individual projects, phases, or cost codes.

This mirrors how tools like Buildertrend and Procore group projects, but keeps everything under one flexible system.

Define Roles and Access

Next, match user permissions to your jobsite reality:

• Give project managers full access to their own projects.
• Limit subcontractors to specific lists or tasks.
• Allow executives to see portfolio dashboards only.

Clarifying roles up front helps prevent accidental changes to timelines, budgets, or contract documents.

Step 2: Create a Construction Project Template in ClickUp

Instead of rebuilding every project from scratch, set up a reusable template that captures your standard phases and deliverables.

Map Out Phases and Lists

Turn your typical construction lifecycle into lists in ClickUp:

• Pre-Construction & Estimating
• Permitting & Approvals
• Sitework & Foundations
• Structural & Framing
• MEP Rough-In
• Finishes & Punch List
• Closeout & Warranty

Each list can contain tasks tied to milestones, RFIs, inspections, and change orders.

Set Standard Custom Fields

Add custom fields to track details construction teams care about:

• Cost code or division
• Contract value and approved change orders
• Subcontractor or vendor name
• Permit number and inspection date
• Planned vs actual start and finish dates

These fields will let you build powerful views, filters, and reports later.

Save Your Project Template

1. Configure one sample project list with all phases, tasks, and fields.
2. Add automations (for example, move a task to In Progress when it is assigned).
3. Save it as a template so every new job starts with the same structure.

Step 3: Build a Scheduling System in ClickUp

Construction teams need clear schedules across trades. A flexible schedule in ClickUp can replace or supplement traditional Gantt tools.

Use the Gantt View for Job Schedules

Set up a Gantt view on your project list:

• Assign start and due dates to all tasks.
• Add dependencies (for example, Framing cannot start before Foundation is complete).
• Group by custom field, such as trade or subcontractor.

This gives project managers and superintendents a visual timeline similar to what you would expect from dedicated construction platforms.

Use the Calendar View for Field Teams

Calendar views make daily work more digestible:

• Show tasks by day or week for each trade.
• Let foremen filter by jobsite or crew.
• Share read-only links so partners can see their schedule without logging in.

This ensures everyone knows where they should be and what they should work on each day.

Step 4: Track Budgets and Change Orders with ClickUp

While specialized tools focus heavily on budgets, you can still build practical budget tracking inside ClickUp that keeps teams aligned on project costs.

Create Budget Lists and Fields

Set up a dedicated list in your project called Budget & Change Orders:

• Each task represents a budget item or change order.
• Use fields for original amount, revised amount, and variance.
• Add status labels such as Proposed, Approved, and Rejected.

Attach supporting documents like quotes, signed change orders, and client approvals to each task.

Build Budget Dashboards

Use dashboards to visualize the financial health of each project:

• Sum approved change orders per project.
• Compare original contract to current contract total.
• Track open change orders waiting on client approval.

This keeps management informed without forcing them to dig through individual tasks.

Step 5: Manage Construction Docs and RFIs in ClickUp

Documentation is critical in construction. Use built-in docs and tasks to manage RFIs, submittals, and meeting notes.

Store Documents with ClickUp Docs

For each project, create a docs hub:

• Project overview and scope summary
• RFI log and submittal register
• Safety plans and toolbox talks
• Meeting minutes and action items

Link relevant docs directly to tasks so field workers can quickly open the latest drawings or instructions.

Turn RFIs into Actionable Tasks

1. Create a list called RFIs inside the project.
2. Add a task for each question, with fields for spec section, drawing reference, and priority.
3. Assign the task to the responsible party and set a due date.
4. Use comments and attachments to maintain a clear conversation thread.

Once an RFI is resolved, update the status and link any impacted tasks or schedule changes.

Step 6: Improve Communication and Reporting with ClickUp

Strong communication keeps jobs on track. Use comments, notifications, and reports to streamline collaboration.

Use Comments and Mentions

Inside each task:

• Mention team members with @ to alert them instantly.
• Attach site photos, inspection reports, or markups.
• Pin the most important comment so new viewers see context immediately.

This reduces scattered email chains and keeps decisions in one reliable place.

Build Progress Dashboards

Create dashboards that summarize project health for leadership:

• Burnup or burndown charts for task completion.
• Widgets showing overdue inspections or permits.
• Tables highlighting critical path tasks at risk.

Leaders can compare job performance at a glance instead of opening every single project.

Step 7: Optimize Your ClickUp Setup Over Time

Once your team is running projects inside the platform, keep improving your setup based on lessons learned from each job.

Gather Feedback from Field and Office Teams

Ask regular questions such as:

• Which views do field crews actually use?
• Are any custom fields unused and cluttering screens?
• Which automations save the most time?

Adjust templates and dashboards at the end of each major project phase or quarterly review.

Combine ClickUp with Expert Guidance

If you want outside help designing a scalable construction system, consider working with specialists. For example, Consultevo helps teams streamline operations and build efficient digital workflows across tools.

By following these steps, you can configure ClickUp to manage complex construction projects, align office and field teams, and gain clear real-time visibility into schedules, budgets, and documentation.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

“`