ClickUp CRM Setup Guide for Australian Teams

ClickUp can be configured as a simple, flexible CRM so Australian teams can track leads, sales pipelines, and client relationships without buying separate CRM software.

This step-by-step guide shows you how to turn workspaces, spaces, lists, and tasks into a clear sales system tailored to your team.

Plan Your ClickUp CRM Structure

Before you start building, decide how your CRM will be organized inside ClickUp so everyone knows where to work and what each item represents.

Key CRM elements to map in ClickUp

• Workspace: Your overall business account where all CRM work lives.
• Space: A dedicated Sales or CRM space for leads and deals.
• Folder (optional): Group lists by region, product line, or team.
• List: A pipeline or segment, such as “New Leads” or “Enterprise Deals”.
• Task: A lead, contact, or deal opportunity.
• Subtasks: Follow-ups, demos, or contract steps under each deal.

Decide how many lists you need and whether a task represents a single contact or an entire account. This clarity keeps ClickUp clean and easy to search.

Create a Dedicated ClickUp CRM Space

Building a dedicated space in ClickUp keeps sales work separate from delivery, marketing, or internal projects.

1. Open your workspace sidebar.
2. Click + Space to create a new space.
3. Name it something clear, such as Sales CRM or Customer Pipeline.
4. Choose who can access the space and set permissions for your sales team.
5. Apply a colour and icon that stands out in ClickUp so reps can spot it instantly.

Within this space, you will create CRM-specific folders, lists, and views to match your process.

Build CRM Pipelines in ClickUp Lists

Lists in ClickUp become your sales pipelines. Each list can represent a stage-based pipeline or a specific segment of your market.

Set up a primary ClickUp sales pipeline

1. Inside your CRM space, click + List.
2. Name the list, for example Main Sales Pipeline.
3. Open Statuses and define your deal stages, such as:
   • New Lead
   • Qualified
   • Proposal Sent
   • Negotiation
   • Won
   • Lost
4. Save the status set so you can reuse it in other ClickUp lists.

Use separate lists for different regions, industries, or product lines if you need reporting by category.

Add custom fields to ClickUp pipeline lists

Custom fields turn simple tasks into detailed CRM records without leaving ClickUp.

• Deal value or estimated revenue
• Close date or target decision date
• Company name and industry
• Lead source (referral, website, event, outbound)
• Contact email and phone number
• Priority level or deal size category

Configure these custom fields once, then reuse them across multiple ClickUp lists that act as pipelines.

Capture Leads as ClickUp Tasks

Each lead or opportunity becomes a task in ClickUp so reps can track all communications and actions in one place.

Standardize lead task templates in ClickUp

1. Create a new task in your main pipeline list.
2. Add sections in the task description, such as:
   • About the company
   • Key decision makers
   • Pain points and goals
   • Competitors involved
   • Next steps
3. Attach relevant files, proposals, or notes.
4. Convert the task into a Task Template so every new lead added to ClickUp uses the same structure.

Using templates keeps data consistent, which improves search, filtering, and reporting.

Organize communication inside ClickUp tasks

Use comments and attachments to centralize all interactions.

• Log phone calls as quick comments.
• Tag teammates with @mentions when handoffs are needed.
• Upload proposals, contracts, and meeting notes.
• Use the task activity feed to review the history before calls.

This reduces the need for separate notes apps and gives managers a complete view of each relationship right inside ClickUp.

Design ClickUp Views for Sales Teams

Views in ClickUp turn the same data into different visualizations for reps, managers, and operations.

Core CRM views to set up in ClickUp

• Board view: Drag-and-drop Kanban pipeline by status, perfect for daily sales standups.
• List view: Spreadsheet-style list to quickly edit custom fields like deal value and close date.
• Calendar view: See follow-up dates, demos, and renewal reminders.
• Table view: Filter, sort, and group deals by owner, stage, or region.
• Dashboard (in a Dashboard area): Charts for pipeline value, win rate, and stage conversion.

Create saved filters so each rep can see only their assigned tasks, keeping ClickUp focused and uncluttered.

Automate Repetitive CRM Work in ClickUp

Automation in ClickUp reduces admin work and ensures important steps are never missed in your CRM process.

Useful ClickUp automations for CRM

• When a task moves to Qualified, assign it to a specific account executive.
• When status changes to Proposal Sent, set a follow-up date for three business days later.
• When a deal is marked Won, move it to a dedicated “Won Deals” list and notify operations.
• When status becomes Lost, add a required dropdown for loss reason.

Configure these rules within your lists so ClickUp automatically updates fields, assigns owners, and posts comments as the deal progresses.

Report on CRM Performance with ClickUp

Once your data is consistent, you can measure performance directly inside ClickUp without exporting to other tools.

Build sales dashboards in ClickUp

• Use bar charts to compare pipeline value by stage.
• Create pie charts for lead source distribution.
• Track task counts by status for each sales rep.
• Monitor overdue follow-ups and at-risk deals.

These dashboards help leadership review performance in regular meetings without leaving ClickUp.

Best Practices for Managing CRM in ClickUp

To keep your CRM reliable, maintain clear standards and train the team to follow them.

• Agree on a single definition for each status.
• Make custom fields mandatory for certain stages.
• Run regular data hygiene reviews to clean duplicates.
• Use task templates for onboarding new reps to your ClickUp processes.
• Document your CRM workflow in a separate knowledge list inside the same space.

Further Resources for Optimizing ClickUp

To deepen your CRM setup, review resources that focus on Australian teams and use cases.

• Read the detailed overview of CRM software options in Australia, including how flexible work management tools can support CRM processes, on the official blog: CRM software options for Australia.
• Work with implementation specialists who understand both work management and CRM. For consulting on process design, see Consultevo.

With a clear structure, consistent data, and the right automations, you can use ClickUp as a streamlined CRM that supports your full customer lifecycle, from first touch to renewal.