How to Use ClickUp as a Powerful CRM

ClickUp can be configured as a flexible CRM to manage leads, accounts, and deals in a single workspace, helping you centralize sales activities without needing a separate tool.

This step-by-step guide walks you through setting up a CRM system, inspired by proven CRM practices used by teams in India and worldwide.

Plan Your ClickUp CRM Structure

Before building anything, map out what your sales process looks like today and what you want from a CRM.

Define Your Sales Workflow

List each stage that a lead passes through from first contact to closing the deal.

• Lead captured
• Contacted
• Qualified
• Proposal sent
• Negotiation
• Won or lost

These stages will become your statuses or pipeline stages in ClickUp.

Identify the Data You Need to Track

Decide what information should be stored for every lead or account.

• Contact details (name, company, email, phone)
• Deal value and currency
• Industry and company size
• Lead source (website, referral, ad, event)
• Next follow-up date
• Owner (sales rep)

Each of these can become a custom field in your ClickUp CRM setup.

Create a Dedicated ClickUp Space for CRM

Keep your CRM separate from other work by using a dedicated Space.

1. In ClickUp, click + Space in your Sidebar.
2. Name it something like Sales & CRM.
3. Select a color and icon your team will recognize.
4. Choose sharing settings to include only your sales and leadership teams if needed.

This Space becomes the home for all your CRM lists, views, and dashboards.

Build CRM Lists and Pipelines in ClickUp

Inside your CRM Space, set up Lists that represent your core CRM objects.

Set Up a Deals or Opportunities List

1. Create a new Folder named Pipeline.
2. Inside it, create a List called Deals or Opportunities.
3. Add statuses that match your pipeline stages, for example:
   • New lead
   • Contacted
   • Qualified
   • Proposal sent
   • Negotiation
   • Won
   • Lost

Each task in this List represents a single deal or opportunity in ClickUp.

Create Lists for Contacts and Accounts

To organize people and companies, build separate Lists.

• Contacts List for individuals
• Accounts List for organizations or client companies

Use relationships or custom fields to link Contacts and Accounts to Deals within ClickUp.

Configure ClickUp Custom Fields for CRM

Custom fields turn simple tasks into rich CRM records.

1. Open your Deals List settings.
2. Go to Custom Fields and click Add.
3. Create fields such as:
   • Deal Value (number or currency)
   • Close Date (date)
   • Lead Source (dropdown)
   • Probability % (number)
   • Industry (dropdown or text)
   • Owner (assignee or text)

Repeat this for Contacts and Accounts Lists to add fields like Phone, Email, and Company. Consistent custom fields make ClickUp reports and dashboards far more powerful.

Design ClickUp Views for CRM Teams

Views let different team members see CRM data in the way that works best for them.

Create a Kanban Pipeline View

Sales teams often prefer a board-style pipeline.

1. On your Deals List, add a Board view.
2. Group by Status so each column is a pipeline stage.
3. Show key fields like Deal Value and Owner on the task cards.

Now you can drag and drop deals between stages directly in ClickUp.

Build a Table View for Detailed CRM Data

For operations and reporting, a spreadsheet-style view is helpful.

1. Add a Table view to the same Deals List.
2. Show columns for Deal Value, Close Date, Lead Source, and Probability %.
3. Sort by Close Date or filter by owner to see each rep’s pipeline.

This makes ClickUp behave like a structured CRM database.

Automate CRM Workflows in ClickUp

Automations reduce manual work so your team can focus on selling.

Automate Status Changes and Assignments

1. Open Automations for your Deals List.
2. Add rules such as:
   • When task created then set status to New lead.
   • When status changes to Qualified then assign to a specific sales rep.
   • When status changes to Won then set a Won tag and move to a Closed deals folder.

These automations keep your ClickUp CRM clean and consistent.

Schedule Follow-Ups Automatically

Never miss a follow-up with time-based rules.

1. Create a date custom field called Next Follow-Up.
2. Set an automation: When Next Follow-Up arrives then change status to Contacted and send a notification to the owner.

This turns ClickUp into a proactive assistant that reminds reps to check in with leads.

Collaborate on Deals Inside ClickUp

Use native collaboration tools to keep all communication in one place.

• Use comments on a deal task for internal notes and @mentions.
• Attach proposals, contracts, and quotes directly to the task.
• Log call notes and meeting summaries in the task description.
• Create subtasks for key milestones like Demo scheduled or Contract sent.

This reduces context switching and ensures every detail is captured in your ClickUp CRM records.

Report on CRM Performance in ClickUp

Once your data is organized, build reports to track performance.

Create Dashboards for Sales Teams

Use Dashboards to visualize key CRM metrics.

• Cards showing total pipeline value by stage
• Charts of deals won by month
• Leaderboards by revenue closed per rep
• Tables of overdue follow-ups

Dashboards help sales leaders and founders see real-time performance from ClickUp without exporting data.

Connect ClickUp CRM With Other Tools

For advanced workflows, integrate your CRM with other apps.

• Form tools to capture leads into ClickUp tasks
• Email or marketing platforms to sync contact data
• Accounting software to connect closed deals to invoices

Specialized partners like Consultevo can help design and optimize complex ClickUp implementations that align with your wider tech stack.

Learn From CRM Best Practices

Study how modern CRM systems handle sales pipelines, automations, and reporting, then replicate that structure in ClickUp.

For additional context about CRM tools, especially in the Indian market, review this detailed guide on CRM software in India and adapt the concepts to your own ClickUp workspace.

Next Steps: Roll Out Your ClickUp CRM

Once your structure is in place, invite your team and train them on a simple daily routine:

1. Create or update deals after every interaction.
2. Move deals through the board as stages change.
3. Fill in all required custom fields.
4. Log notes and upload files to the relevant tasks.
5. Review dashboards weekly to track progress.

By following these steps, you turn ClickUp into a streamlined CRM that helps your team manage relationships, forecast revenue, and close more deals without adding another standalone platform to your stack.

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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