How to Use ClickUp for CRM

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How to Use ClickUp as a CRM for Service Businesses

ClickUp can be set up as a flexible CRM to organize leads, manage clients, and run every step of your service delivery in one place. This how-to guide walks you through building a practical CRM workspace tailored to a service-based business.

Step 1: Plan Your ClickUp CRM Structure

Before building anything, clarify how you want information to flow. The source article on using CRM for service businesses outlines the core stages of a client journey that you can mirror in your workspace.

Decide on:

  • Your main client stages (for example: Lead, Qualified, Proposal Sent, Won, Onboarding, Active, Closed)
  • Who needs access (sales, operations, account managers, leadership)
  • What information you must track at each stage (contact details, value, dates, documents, tasks)

A common structure is:

  • One Workspace for the whole company
  • One Space dedicated to sales and client relationships
  • Folders for different pipelines or service lines
  • Lists for active pipelines, onboarding, and ongoing clients

Step 2: Create a Dedicated ClickUp CRM Space

Now you can start configuring the environment inside ClickUp that will act as your CRM.

  1. Create a new Space named something like “Sales & CRM”.

  2. Choose simple Space-level statuses such as: To Do, In Progress, Waiting, Closed.

  3. Add key ClickUp views you will use often, such as List, Board, and Calendar.

In this Space, create a Folder for your main pipeline, for example “New Business Pipeline”. Inside that Folder, add a List called “Leads & Opportunities”. This List will hold one task per lead or client opportunity.

Step 3: Design Your ClickUp Pipeline Stages

To run CRM workflows in ClickUp, you can map your pipeline stages to task statuses or custom fields. The source article recommends clearly defined stages so you always know where a client stands.

Option A: Use ClickUp Task Statuses

Configure statuses that match your sales or client journey, such as:

  • New Lead
  • Qualified
  • Proposal Sent
  • Negotiation
  • Won
  • Lost

With this setup, moving a task across statuses represents moving the lead through your pipeline. The Board view in ClickUp then becomes a visual sales board.

Option B: Use ClickUp Custom Fields for Stages

If you prefer simpler statuses, create a Dropdown custom field named “Pipeline Stage” with values like:

  • Lead
  • Discovery Call Scheduled
  • Proposal Drafting
  • Proposal Delivered
  • Contract Signed
  • Onboarding
  • Active Client

Keep task statuses for progress on work (for example: To Do, In Progress, Complete) and let the custom field show where they are in the overall client journey.

Step 4: Add Essential ClickUp Custom Fields for CRM Data

A strong CRM in ClickUp depends on capturing the right structured data. Set up custom fields at the List level so every lead or client task has the same information.

Common custom fields for service businesses include:

  • Company Name (Text)
  • Primary Contact (Text)
  • Email (Text)
  • Phone (Phone or Text)
  • Deal Value (Currency)
  • Close Probability (Percent)
  • Lead Source (Dropdown, e.g., Referral, Website, Ads, Event)
  • Industry (Dropdown)
  • Contract Start Date (Date)
  • Renewal Date (Date)

These fields let you filter, sort, and report on your leads directly inside ClickUp instead of using a separate spreadsheet.

Step 5: Build ClickUp Views for Daily CRM Work

Next, create focused views so each role can see just the information they need from your ClickUp CRM.

Board View: Visual ClickUp Pipeline

Create a Board view grouped by status or by the “Pipeline Stage” custom field. This will be the primary view for sales-focused team members.

Use filters like:

  • Show only Open or Active opportunities
  • Show only deals assigned to the current user
  • Hide lost or closed items unless specifically needed

List View: Detailed ClickUp CRM Table

Add a List view that shows all key custom fields in columns. This works like a CRM spreadsheet directly inside ClickUp. You can:

  • Sort by Deal Value to see your largest opportunities
  • Sort by Renewal Date to spot upcoming renewals
  • Filter by Lead Source to review marketing performance

Calendar and Task Views for Service Delivery

Once deals are won, you can use Calendar and standard List views in ClickUp to plan service tasks, deadlines, and milestones. This keeps client work tied to the same record you used to close the deal.

Step 6: Standardize Client Workflows with ClickUp Templates

The source article highlights the value of consistent workflows. ClickUp task templates help you create repeatable processes for every new client.

  1. Create a sample client task that includes all onboarding subtasks, checklists, and fields.

  2. Save this as a task template (for example, “New Client Onboarding”).

  3. Whenever a lead moves to “Won”, apply this template or create a new task from it in your delivery List.

You can also build List templates for different services, each containing:

  • Standard task structure
  • Custom fields relevant to that service
  • Default views for tracking delivery

Step 7: Automate Repetitive Steps in ClickUp

To save time and avoid missed handoffs, use ClickUp automations based on the steps described in the original CRM guide.

Common automation ideas include:

  • When status changes to Proposal Sent, set a follow-up date seven days later.
  • When status changes to Won, move the task to an Onboarding List and apply the onboarding template.
  • When the Renewal Date is approaching, create a new renewal task and assign it to the account manager.
  • When a task is created from a web form, set the Lead Source to “Website Inquiry”.

These automations ensure your ClickUp CRM stays accurate without constant manual updates.

Step 8: Connect Forms, Email, and Docs to ClickUp

A CRM in ClickUp is stronger when all client communication and inputs connect directly into your workspace.

Use ClickUp Forms for Lead Capture

Create a Form view on your Leads List with fields mapped to your custom fields (name, email, service needed, budget). Embed this form on your website or share the link so new leads automatically become tasks in ClickUp with all relevant data filled in.

Attach Emails and Documents

To keep everything in one place:

  • Paste important email threads into task comments.
  • Attach proposals, contracts, and statements of work directly to the client task.
  • Use Docs inside ClickUp to store templates for proposals, scopes, and onboarding checklists.

Step 9: Report on Performance Using ClickUp

With all your client and pipeline data in ClickUp, you can track performance without exporting to other tools.

Useful reporting setups include:

  • Dashboards that show total pipeline value by stage
  • Charts of deals won per month
  • Widgets based on custom fields like Lead Source or Industry
  • Workload views for service teams after deals close

As your processes mature, you can align your ClickUp reporting with more advanced consulting or analytics services from partners such as Consultevo.

Step 10: Maintain and Improve Your ClickUp CRM

Once your ClickUp CRM is live, schedule regular reviews to keep it effective and aligned with the guidance from the original CRM service business article.

Every month, review:

  • Are stages still clear and useful for your team?
  • Do you need new custom fields or should you remove unused ones?
  • Are automations working correctly, or causing clutter?
  • Is data being updated regularly by everyone involved?

Adjust your Space, Lists, and views based on feedback from sales, customer success, and operations. Over time, you will have a fully customized ClickUp-based CRM that supports your entire client life cycle, from first inquiry through ongoing service delivery and renewal.

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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