How to Use ClickUp as a CRM

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How to Use ClickUp as a CRM Step by Step

ClickUp can be configured as a flexible CRM to manage leads, deals, and customer relationships without leaving your work management hub. This how-to guide walks you through building a practical CRM workspace from scratch so your team can track every interaction and close more deals.

The steps below are adapted from best practices for CRM workflows and pipeline management, inspired by tools compared in the ClickUp CRM software overview.

Plan Your ClickUp CRM Structure

Before building anything, clarify how you want your CRM to work inside ClickUp. A clear structure keeps your data clean and easy to use.

Decide What Your ClickUp CRM Will Track

List the information you need to manage relationships effectively. Common CRM elements include:

  • Lead contact details (name, email, company, phone)
  • Deal stage (new, qualified, proposal sent, won, lost)
  • Deal value and expected close date
  • Source of the lead (website, referral, event, ad)
  • Owner or sales rep
  • Notes from calls and meetings
  • Next action and due date

Write these down. They will become custom fields and task properties in your ClickUp CRM.

Define Your Sales Pipeline Stages

ClickUp uses statuses to represent progress. Translate your current sales process into clear stages, for example:

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

These stages will be your task statuses inside the CRM space.

Create a Dedicated ClickUp CRM Space

To keep sales data organized, build a separate space in ClickUp for CRM activities.

  1. From your workspace sidebar, create a new Space.

  2. Name it something clear, such as “Sales CRM” or “Customer Pipeline”.

  3. Choose an icon and color that stand out for your sales team.

  4. Configure basic settings, allowing tasks, custom fields, and views.

Within this space you will create folders and lists to separate leads, accounts, and activities.

Organize Folders and Lists in ClickUp

A simple starter structure for a ClickUp CRM might look like this:

  • Folder: Sales Pipeline
    • List: New & Active Deals
    • List: Closed Won
    • List: Closed Lost
  • Folder: Accounts & Contacts
    • List: Accounts
    • List: Contacts

You can adjust this to match the workflows and segmentation described in your existing CRM or in sources like the ClickUp CRM comparison page.

Add CRM Fields and Statuses in ClickUp

Once you have the basic structure, configure your statuses and custom fields so tasks behave like CRM records.

Set Up CRM Statuses in ClickUp

  1. Open your main deals list.

  2. Click the status settings for that list or folder.

  3. Add each pipeline stage as a status, ordered from first contact to final outcome.

  4. Make sure “Won” and “Lost” are clearly marked as closed or done statuses.

Using statuses in this way lets you drag and drop deals between pipeline stages in a board view.

Create CRM Custom Fields in ClickUp

Custom fields turn generic tasks into rich CRM records. For your deals list, add fields like:

  • Deal Value (currency)
  • Close Date (date)
  • Lead Source (dropdown)
  • Account (text or relationship)
  • Contact Email (email)
  • Phone (phone)
  • Owner (assignee or dropdown)

Repeat the process for accounts and contacts lists with fields such as industry, company size, region, or lifecycle stage.

Build ClickUp Views for CRM Workflows

Views let you visualize and filter CRM data differently depending on the task. Set up multiple views in each ClickUp list.

Pipeline Board View in ClickUp

Create a Board view grouped by status to see deals moving across stages.

  1. In your deals list, add a new Board view.

  2. Group by Status.

  3. Show key custom fields like deal value and close date on cards.

  4. Save filters to see only open deals or deals by owner.

This layout functions like dedicated CRM software pipelines from the ClickUp benchmark article while staying inside your work OS.

Table and List Views in ClickUp

Use Table or List views for detailed CRM management:

  • Sort by close date to prioritize upcoming deals.
  • Filter by lead source to analyze performance.
  • Group by owner to see workloads per rep.
  • Save a view for “This Month’s Opportunities”.

These views help you drill into specific segments and easily export data if needed.

Log Activities and Communication in ClickUp

A CRM is only valuable if every interaction is captured. Use comments, subtasks, and relationships in ClickUp to keep context together.

Track Calls, Emails, and Meetings

For each deal or contact task, you can:

  • Add a comment summarizing a call or meeting.
  • Attach email threads or important documents.
  • Create subtasks for follow-up actions.
  • Set due dates and assign owners for next steps.

Consider templates for notes so every rep logs the same type of information consistently.

Relate ClickUp Tasks Across Your CRM

Use task relationships to connect CRM records:

  • Link deals to their parent account.
  • Link contacts to multiple related deals.
  • Link support tickets or projects to the same account.

This gives you a unified view of everything happening for each customer without leaving ClickUp.

Automate Repetitive CRM Work in ClickUp

Automation makes your ClickUp CRM faster and more reliable by reducing manual updates.

Start Simple with ClickUp Automations

Common automations for CRM lists include:

  • When a task moves to “Won”, set a “Closed Date” field automatically.
  • When a status changes to “Contacted”, set a follow-up date in 3 days.
  • When deal value is above a threshold, assign a senior rep.
  • When a deal is created, apply your CRM task template.

Build a few core rules first, then expand as your team gets comfortable.

Report on CRM Performance Using ClickUp

Reporting shows whether your CRM process is working. Use dashboards and reports inside ClickUp to monitor outcomes.

Create CRM Dashboards in ClickUp

Build a sales dashboard with:

  • Cards showing active pipeline by stage.
  • Charts for total deal value and number of deals.
  • Lists of overdue follow-ups.
  • Leaderboards by total won deals per owner.

Dashboards help you approximate the analytics available in dedicated CRM tools while staying in a single work platform.

Refine Your ClickUp CRM Over Time

Once your first version is live, gather feedback and improve it.

  • Ask reps which fields they use and which they ignore.
  • Remove noisy fields that slow data entry.
  • Update statuses if deals often get stuck between stages.
  • Improve automations to prevent missed follow-ups.

Review your configuration regularly and compare it to best practices from resources like the official ClickUp CRM feature breakdown pages so your system evolves with your team.

Next Steps and Additional Resources

If you want help designing a scalable ClickUp CRM structure, a specialist can review your pipeline, fields, and automations.

For implementation support, process design, and workspace optimization, you can work with a consultancy such as Consultevo, which focuses on ClickUp and modern work management systems.

By following the steps in this guide and iterating as you go, you can turn ClickUp into a powerful CRM that centralizes deals, accounts, and customer activity in one flexible platform.

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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