How to Use ClickUp for Contract Management

ClickUp can power a clear, trackable contract management process that keeps every agreement, task, and approval in one place. This how-to guide walks you through setting up a practical workflow based on the features highlighted in the ClickUp contract management article.

Step 1: Plan Your ClickUp Contract Workspace

Before building anything, decide how you want contracts organized inside ClickUp. A simple structure makes it easier to track every agreement from draft to renewal.

Choose the Right ClickUp Hierarchy

Use these elements to build a contract workspace:

• Workspace: Your overall company or organization.
• Space: A dedicated “Contracts” or “Legal” space.
• Folders: Group contracts by department (Sales, HR, Procurement) or by region.
• Lists: Create lists like “Draft Contracts,” “Active Contracts,” and “Renewals.”

For a lean setup, start with one “Contracts” space and a few core lists, then expand as your team grows.

Define Contract Stages in ClickUp

Next, decide the lifecycle stages each contract will move through. Common stages include:

• Intake / Request
• Drafting
• Internal Review
• External Review
• Negotiation
• Final Approval
• Signed / Active
• Renewal / Close

These stages will inform your ClickUp statuses, forms, and automations.

Step 2: Build a Contract List in ClickUp

Now convert your plan into a working contract list in ClickUp.

Create a Dedicated Contract List

1. In your “Contracts” space, click + New List.
2. Name it something like “Master Contract Tracker”.
3. Add a short description so everyone knows it holds all active and historical contracts.

Set Custom Statuses in ClickUp

Use task statuses to reflect each contract stage:

1. Open the list settings.
2. Click Statuses and switch to Custom.
3. Add statuses such as:
   • Intake
   • Drafting
   • Internal Review
   • External Review
   • Negotiation
   • Pending Signature
   • Active
   • Closed / Archived
4. Arrange them in a logical order from start to finish.

Clear statuses help everyone see where each contract sits in the ClickUp workflow.

Step 3: Add Contract Fields in ClickUp

Custom fields in ClickUp let you store essential contract data directly on each task.

Key Custom Fields to Create

From the list view, add fields such as:

• Contract Type: Dropdown (NDA, MSA, SOW, Vendor Agreement, Employment, etc.).
• Counterparty: Text field for client, vendor, or partner name.
• Owner: Assignee or dedicated “Contract Owner” field.
• Contract Value: Currency field for deal size or total value.
• Start Date / End Date: Date fields to control renewals and obligations.
• Auto-Renewal: Yes/No field to flag renewal terms.
• Risk Level: Dropdown (Low, Medium, High).

These ClickUp fields make it easy to filter, group, and report on contracts by type, value, risk, or owner.

Use Templates in ClickUp for Consistency

Turn a well-structured contract task into a reusable template:

1. Create a sample task with all key fields, subtasks, and checklists.
2. Click the task menu (three dots).
3. Select Save as Template.
4. Name it like “Standard Contract” or “Vendor Agreement”.

Now your team can spin up consistent contract tasks in ClickUp with one click.

Step 4: Capture Requests with ClickUp Forms

Use ClickUp Forms to standardize how teams submit contract requests.

Build a Contract Request Form in ClickUp

1. In your contract list, click + View and choose Form.
2. Add fields that map to your custom fields, such as:
   • Requestor Name
   • Department
   • Contract Type
   • Counterparty
   • Key Terms / Scope
   • Requested Start Date
   • Attachments (drafts, term sheets)
3. Set the form to create a new task in the contract list.
4. Define default assignees (legal, operations, or sales ops).

Share the ClickUp form link with internal teams so every new contract request lands in the same pipeline with complete data.

Step 5: Configure ClickUp Views for Visibility

Multiple views in ClickUp let different teams see contracts the way they need to.

Essential ClickUp Views for Contracts

• List View: Your main grid of contracts with all custom fields visible.
• Board View: Drag-and-drop contracts across stages using your statuses.
• Calendar View: Visualize contracts by start or end date to avoid missed renewals.
• Table or Dashboard: Summaries of contract value, volume by type, or workload by owner.

Customize columns and filters in each ClickUp view to highlight expiring contracts, high-value deals, or specific contract types.

Step 6: Automate Contract Workflows in ClickUp

Automations in ClickUp can cut manual work from your contract process.

Useful ClickUp Automations for Contracts

Set up a few simple rules to start:

• Status-based assignments: When status changes to “Internal Review,” assign legal or compliance.
• Due-date reminders: When a contract is 30 days from end date, post a comment and notify the owner.
• Field updates: When status changes to “Active,” set an “Activation Date” automatically.
• Notifications: When a new intake form is submitted, alert the contract manager.

Over time, refine your ClickUp automations to match your approval policies and SLAs.

Step 7: Collaborate and Track Approvals in ClickUp

Centralized collaboration in ClickUp keeps discussions and approvals tied to each contract.

Use Comments and Checklists

Inside each contract task:

• Use comments to track review notes, questions, and decisions.
• Mention stakeholders with @ to pull them into specific conversations.
• Create checklists for internal review steps, such as legal sign-off, finance review, and security checks.

This keeps every step of the approval trail inside ClickUp instead of scattered across emails.

Store Files and Links in ClickUp

Attach your working drafts and signed PDFs to the contract task:

• Upload files directly to the task.
• Link to external eSignature tools when needed.
• Use task descriptions to store key clause summaries or links to clause libraries.

That way, each agreement in ClickUp acts as a single source of truth for documents and context.

Step 8: Monitor Renewals and Obligations in ClickUp

Missing renewal dates can be expensive. Use ClickUp to stay ahead of expirations and key milestones.

Create Renewal Views and Alerts

• Filter your list for contracts with end dates in the next 30, 60, or 90 days.
• Save these filters as views like “60-Day Renewals”.
• Use automations to notify owners and create follow-up subtasks as renewal windows approach.

Dashboards in ClickUp can also show charts for expiring contracts by owner or type, so leaders see risk at a glance.

Step 9: Improve and Scale Your ClickUp Setup

Once the basics work smoothly, iterate on your contract setup in ClickUp and align it with your broader operations.

Review and Optimize Your Process

On a regular basis, review:

• Which stages take the longest time.
• Common bottlenecks in approvals or negotiations.
• Missing data in forms or custom fields.

Adjust statuses, templates, and automations in ClickUp so your contract workflow becomes faster and more predictable.

Connect ClickUp with Other Tools

For more advanced setups, connect your contract process in ClickUp to CRM, finance, or eSignature tools. Specialized agencies like Consultevo can help design integrated workflows that keep sales, legal, and finance in sync.

By following these steps, you can turn ClickUp into a structured, collaborative contract management hub that tracks every agreement from intake through renewal with clear ownership, data, and automation.

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

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