How to Switch from Buildertrend to ClickUp

Moving from Buildertrend to ClickUp can feel like a big leap, but with a clear plan you can smoothly rebuild your projects, workflows, and reporting without losing control of your construction operations.

This how-to guide is based on the capabilities highlighted in the Buildertrend competitors overview and shows you how to set up practical construction and contractor workflows in your new workspace.

Step 1: Plan Your Move to ClickUp

Before you touch any settings, decide what you want your new system to do better than Buildertrend. ClickUp is flexible, so a short planning session will save hours later.

Clarify your goals

List the specific issues you want to fix from your old setup. Common examples include:

• Scattered communication between field and office
• Poor visibility into schedules and dependencies
• Manual budget tracking and change order chaos
• Limited reporting for stakeholders and clients

Translate each problem into an outcome you want in ClickUp, such as faster approvals, fewer missed deadlines, or better resource planning.

Map your existing structure

Jot down how work is organized today:

• Projects (e.g., subdivisions, commercial builds, renovations)
• Phases (pre-construction, site work, rough-in, finishes, punch list)
• Key stakeholders (owners, subs, internal departments)

This rough map will guide how you organize Spaces, Folders, and Lists in ClickUp.

Step 2: Build a Construction Workspace in ClickUp

Next, create a structure that reflects how your team actually works in the field and office.

Create Spaces for major business areas

In ClickUp, Spaces are ideal for large segments of your business. For a construction company, common Spaces include:

• Operations or Projects
• Preconstruction & Estimating
• Service & Warranty
• Internal Admin or Back Office

Spaces keep permissions clean and separate client work from internal processes.

Use Folders for project categories

Inside your main project Space, create Folders to group similar work. Examples:

• Custom Homes
• Multi-family
• Commercial TI
• Maintenance & Small Jobs

Each Folder will hold multiple project Lists in ClickUp.

Set up project Lists

Within each Folder, create one List per project or job:

• Project: 123 Main St – New Build
• Project: Lakeside Retail Center
• Project: Elm St Remodel

Lists are where most of the day-to-day scheduling, task tracking, and discussions will live.

Step 3: Recreate Buildertrend-style workflows in ClickUp

Now design task statuses and views so they match your real construction workflow while taking advantage of ClickUp flexibility.

Define custom statuses

In each project List, configure statuses that mirror your process. A simple build workflow might include:

• Planned
• In Design
• Permitting
• In Progress
• Inspection
• Punch List
• On Hold
• Complete

These statuses allow you to quickly filter, report, and surface bottlenecks.

Use multiple views in ClickUp

Set up several Views to give each role the perspective they need:

• List view: For admins and PMs to manage details.
• Board view: For a Kanban-style snapshot by status.
• Gantt view: To visualize timelines and dependencies.
• Calendar view: For install dates, inspections, and deadlines.

Pin the most important Views at the top of each project List in ClickUp so field teams can quickly switch between them.

Step 4: Set up construction task templates in ClickUp

To avoid rebuilding the same structure for every new job, create reusable templates.

Create task templates for repeated work

Identify jobs you run again and again, such as:

• Kitchen remodels
• Spec home builds
• Bathroom upgrades
• Tenant improvements

For each, create a master project List in ClickUp with all standard tasks, dependencies, and fields. Then save the List as a template so you can spin up a new project in seconds.

Add custom fields for construction data

Use custom fields to capture data that used to live in spreadsheets or Buildertrend fields:

• Budget vs. actual cost
• Subcontractor company and contact
• Permit numbers and inspection IDs
• Lot or unit number
• Client approval status

Standardizing these fields across ClickUp Space or Folders will make reporting much more powerful.

Step 5: Migrate your existing work into ClickUp

With the structure ready, bring in your current projects and schedules.

Prepare your data

Export current task lists, schedules, or job logs into spreadsheets. Clean your files by:

• Removing duplicates
• Standardizing naming conventions
• Adding columns for any custom fields you want in ClickUp

A clean import makes it easier to manage work on day one.

Import into ClickUp

For each project type:

1. Create or choose a target List in ClickUp.
2. Use the import tool to pull in your spreadsheet.
3. Map columns to task titles, due dates, assignees, and custom fields.
4. Assign statuses based on current progress for each task.

Do a quick review of a sample project to confirm that dates, owners, and dependencies look correct.

Step 6: Connect your team to ClickUp

Once your projects are in place, bring your people into the new system and give them clear guidance.

Set roles and permissions

Use ClickUp permissions so everyone sees what they need, and nothing more:

• Project managers: full edit access in project Spaces
• Field supervisors: edit tasks and comments on specific Lists
• Subs or vendors: guest access to relevant tasks only
• Clients: comment-only access to key milestones if needed

Permissions keep communication centralized while protecting sensitive data.

Train with simple workflows

Instead of a long manual, give each group a short checklist for their daily use of ClickUp, such as:

• How to update task status at the end of the day
• Where to upload site photos and documents
• How to log questions and RFIs as tasks or comments
• How to mention teammates using @mentions

Reinforce that all project communication and files should live in ClickUp, not in scattered email threads.

Step 7: Automate and track performance in ClickUp

After a few weeks of use, start layering in automation and reporting.

Build basic automations

Use automations in ClickUp to remove repetitive admin work. Helpful examples include:

• When a task moves to Inspection, assign it to the inspector.
• When a task is marked Complete, notify the project manager and client rep.
• When a due date changes, post an automatic comment for traceability.

Start small, test each automation, and expand as the team grows comfortable.

Use Dashboards for visibility

Create Dashboards in ClickUp to see:

• Active projects by status or phase
• Upcoming inspections and milestones
• Overdue tasks by assignee or crew
• Budget fields summarized across jobs

Share role-specific Dashboards with leaders, PMs, and coordinators so everyone has real-time visibility.

Step 8: Continually improve your ClickUp setup

Your first setup is a starting point. Review it regularly and refine it based on feedback.

Gather structured feedback

Every month, ask your team:

• Which Views in ClickUp they actually use
• Where they still rely on spreadsheets or email
• Which automations save time, and which cause friction

Adjust structures, statuses, and templates to reflect real behavior instead of an idealized process.

Get expert support when needed

If you need advanced reporting, integrations, or large-scale restructuring of your workspace, consider working with a specialist. Experienced partners like Consultevo can help design scalable ClickUp implementations for complex construction operations.

By following these steps, you can move from Buildertrend to a flexible, scalable system in ClickUp that fits the way your construction team actually works—without sacrificing control, visibility, or collaboration.

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

“`