How to Build a Simple CRM in ClickUp

ClickUp can replace a basic Google Sheets CRM with a flexible workspace that tracks leads, sales activities, and customer data in one place. This step-by-step guide shows you how to create a simple CRM using lists, views, custom fields, and templates so your team can move beyond static spreadsheets.

Why Move Your CRM From Google Sheets to ClickUp

Google Sheets works for very small sales teams, but it quickly becomes hard to manage as your pipeline and customers grow. A dedicated workspace helps you centralize data, standardize workflows, and keep your sales process consistent.

Replacing a sheet-based CRM with a workspace offers:

• Structured data instead of disconnected tabs
• Built-in collaboration with comments and assignments
• Clear workflows through statuses and views
• Easier reporting and filtering for sales managers

You can still start from the layout of your current spreadsheet, then rebuild it as a powerful CRM that fits your team.

Plan Your CRM Structure in ClickUp

Before you create anything, outline how your team tracks and uses customer information today. This helps you design a structure that reflects your existing process instead of forcing an entirely new one overnight.

Define Your Sales Pipeline Stages

List the stages a prospect moves through, from first contact to closed deal. In a simple CRM, these may include:

• New lead
• Qualified
• Proposal sent
• Negotiation
• Won
• Lost

These stages will later map to task statuses, giving you a visual pipeline for every opportunity.

Identify Data to Track From Google Sheets

Review your existing sheet columns and highlight the ones you truly use. A simple CRM often includes:

• Contact name and company
• Email and phone number
• Deal value and currency
• Lead source
• Next action or follow-up date
• Owner or sales rep

Each of these items will become a field so that your team can filter, sort, and report on them easily.

Create a CRM Space and Lists in ClickUp

Once your structure is clear, you can build a dedicated area for your customer data. Think of this space as the replacement for your old Google Sheets workbook.

Step 1: Create a Sales or CRM Space

1. Open your workspace and create a new Space called “Sales” or “CRM”.
2. Choose a color and icon that your team will easily recognize.
3. Disable any features you know you will not use immediately, so the setup stays simple.

This new Space becomes the home for all of your leads, opportunities, and accounts.

Step 2: Add Lists for Leads and Deals

Inside the Space, add lists that reflect the way your team groups work. For a lightweight CRM, you might use:

• Leads – new contacts and early-stage prospects
• Opportunities – qualified deals with real potential
• Customers – active clients or closed-won accounts

Each list will hold tasks that represent individual records, such as a single lead or deal.

Configure CRM Fields and Statuses in ClickUp

A good CRM needs consistent data and clear workflows. You can mimic your columns and pipeline stages using custom fields and statuses.

Step 3: Add Custom Fields for CRM Data

Open one of your lists and configure fields that match the data from your old sheet. Common fields include:

• Text fields for company, title, and notes
• Email fields for primary contact addresses
• Phone fields for direct lines or mobile numbers
• Dropdowns for lead source or industry
• Number or currency fields for deal size
• Date fields for next follow-up or close date

After you create the fields on one list, you can reuse the same configuration on others to keep your CRM consistent.

Step 4: Set Up Sales Statuses

Customize task statuses to reflect your pipeline stages:

1. Open list settings and edit statuses.
2. Add stages such as New, Contacted, Qualified, Proposal, Won, and Lost.
3. Mark “Won” and “Lost” as closed statuses to separate active and inactive deals.

Every task will now move through these stages, giving you a simple pipeline view of your entire CRM.

Build CRM Views in ClickUp

To replace the flexible sorting and filtering of Google Sheets, configure multiple views that show the same CRM data in different layouts.

Step 5: Create a Table View for Data Entry

A table view works like a spreadsheet, making it easy for teams that are used to Google Sheets:

• Add a Table view to your list.
• Show the most important custom fields as columns.
• Hide rarely used fields to keep the layout clean.

Sales reps can scan many records at once, edit values inline, and sort or filter by any field.

Step 6: Create a Board View for Your Pipeline

A board view groups tasks by status, turning your CRM into a visual pipeline:

1. Add a Board view and group by Status.
2. Drag cards between columns to update the stage.
3. Use filters to view only your own deals or leads from specific sources.

This gives managers an at-a-glance view of how many opportunities sit in each stage.

Step 7: Add a Calendar or Timeline View

To manage follow-ups and deadlines, create calendar-style views:

• Use Calendar view to show tasks by next follow-up or close date.
• Use Timeline or Gantt views if your deals involve longer projects.

These views help your team stay on top of key customer dates and commitments.

Use ClickUp Templates to Standardize CRM Tasks

Templates keep your CRM clean by ensuring each new lead or opportunity includes the same fields, checklists, and structure.

Step 8: Create a Lead Task Template

When you have a well-structured lead task, turn it into a reusable template:

1. Add all relevant custom fields and default values.
2. Create a checklist for qualification steps, such as discovery calls or demos.
3. Save the task as a template so your team can use it for each new record.

This ensures that every lead has the same information, making reporting easier and more accurate.

Step 9: Build Email or Call Follow-Up Templates

Within task descriptions or attached docs, store reusable call scripts and email outlines. Teams can quickly copy and personalize these resources for new prospects while keeping messaging consistent across the CRM.

Automate Repetitive CRM Workflows in ClickUp

Even a simple CRM benefits from basic automation. Instead of manually updating columns in Google Sheets, you can trigger actions automatically when statuses or fields change.

Step 10: Set Up Status-Based Automations

Common automations include:

• Assigning a task to a sales rep when a lead becomes qualified
• Setting a follow-up date when a new lead is created
• Changing priority when deal value passes a specific threshold

These automations keep your CRM active and reduce the chance of losing track of important opportunities.

Step 11: Use Notifications and Reminders

Configure reminders and notifications so that no follow-up is missed:

• Remind owners when the next action date is approaching.
• Notify managers when a large deal changes stage.

This approach replaces manual reminders or color-coded cells in Google Sheets.

Import CRM Data From Google Sheets

If your customer records already live in a spreadsheet, you can speed up your transition by importing them.

Prepare your file by cleaning up duplicate columns and ensuring headers clearly match the fields you created in your new CRM. Then map each column to the appropriate field so the data lands in the right place.

After import, review a few records to confirm that statuses, dates, and values appear as expected before you roll out the workspace to the entire sales team.

Compare Your New CRM to the Old Google Sheets Setup

Once your CRM is running, compare it to your original sheet-based process using a simple checklist:

• Can you see the full pipeline and values at a glance?
• Do reps know exactly what to work on next?
• Can managers filter by owner, stage, or source without complex formulas?
• Is historical information easier to find than in a manual spreadsheet?

If you answer yes to these questions, your new CRM is already saving time and providing more clarity than a static sheet.

Resources and Next Steps

To explore how a spreadsheet-based customer tracker compares to a workspace, review the original guide on building a CRM in Google Sheets here: Google Sheets CRM article.

If you need help defining CRM processes, you can also consult implementation specialists such as Consultevo, who focus on workspace design and workflow optimization.

By moving from Google Sheets to a structured CRM in ClickUp, your team gains a shared system for leads, opportunities, and customers that is easier to manage, scale, and improve over time.

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

“`