How to Use ClickUp for Inventory Management

ClickUp can be turned into a powerful inventory management workspace when you set it up with the right structure, fields, views, and automations. This how-to guide walks you through each step so you can track stock, orders, suppliers, and more in one place.

Following these steps, you will configure an inventory List, build dashboards, and use ClickUp features that mirror the best practices described in the official overview of inventory management software features at this ClickUp blog article.

Plan Your ClickUp Inventory Workspace

Before building anything, design how inventory will live in ClickUp. A clear structure keeps your data consistent and easy to search.

Decide What to Track in ClickUp

List the data points you need to monitor. Common inventory details include:

• Item name and SKU
• Category or product line
• Supplier and purchase cost
• Stock on hand and reorder level
• Location or warehouse
• Sales channel or customer type

Everything on this list will eventually become custom fields or statuses in ClickUp so that reports, filters, and automations can use them.

Choose Your ClickUp Hierarchy

A simple, scalable hierarchy for inventory in ClickUp might look like this:

• Workspace: Your overall company space
• Space: Operations or Supply Chain
• Folder: Inventory Management
• Lists: Products, Purchase Orders, Sales Orders, Suppliers

Using this approach, every inventory item becomes a task inside a ClickUp List, which lets you add fields, comments, files, and automations to each item.

Create a ClickUp Inventory List

Now you can create your main inventory List and prepare it for day-to-day tracking.

Step 1: Build the Inventory List in ClickUp

1. In your chosen Space, click New Folder and name it Inventory Management.
2. Inside the folder, click New List and name it Inventory Items.
3. Add a short description explaining that this ClickUp List is the single source of truth for inventory data.

This List will hold all product records and will connect to your purchase and sales workflows.

Step 2: Add Custom Fields in ClickUp

Custom fields are essential to recreate the key inventory management software features described in the original ClickUp blog. Add fields such as:

• SKU (Text)
• Category (Dropdown)
• Supplier (Text or Relationship if you use a Suppliers List)
• Cost (Number, currency format)
• Selling Price (Number, currency format)
• Stock on Hand (Number)
• Reorder Point (Number)
• Location (Dropdown for warehouses or bins)
• Lead Time (Days) (Number)

These fields prepare ClickUp to support forecasting, order management, and low-stock alerts similar to dedicated inventory tools.

Step 3: Design Statuses in ClickUp

Create clear statuses so your team knows the lifecycle of each item or record. For the Inventory Items List, you can keep statuses simple:

• Active – Regularly stocked and sold
• Discontinued – No longer ordered
• Pending Setup – Being added or updated

Statuses make ClickUp useful for filtering which products are active and ready for sales or purchasing.

Configure ClickUp Views for Fast Inventory Insight

Thoughtful views in ClickUp keep your inventory data usable and intuitive for different roles across your business.

Step 4: Create a Table View in ClickUp

Start with a Table view because it resembles a spreadsheet and is ideal for bulk inventory work.

1. Open your Inventory Items List.
2. Add a new Table view and pin it.
3. Show important columns such as SKU, Category, Stock on Hand, Reorder Point, Supplier, and Location.
4. Save filters that show only Active items.

This turns ClickUp into a spreadsheet-style inventory grid where you can edit values inline.

Step 5: Build a Low-Stock View in ClickUp

To instantly see items that need replenishment, create a dedicated view:

1. Add another Table view and name it Low Stock.
2. Filter where Stock on Hand is less than or equal to Reorder Point.
3. Sort by Stock on Hand ascending.

Now ClickUp highlights the inventory that needs purchasing attention, helping you avoid stockouts.

Step 6: Use ClickUp Dashboards for KPIs

Dashboards give managers a high-level view of inventory performance without digging into every List.

Create a Dashboard in ClickUp that includes:

• Number widgets for total SKUs, active items, and low-stock items
• Bar charts by Category or Location to spot imbalances
• Table widgets surfaced from the Inventory Items List for quick editing

These widgets mirror the reporting and analytics capabilities outlined in the ClickUp blog source while keeping everything in one workspace.

Set Up Order Management in ClickUp

Inventory management is stronger when purchase and sales orders live in the same ClickUp environment as your item records.

Step 7: Create Purchase Order Lists in ClickUp

Inside the Inventory Management folder, add a List named Purchase Orders. Configure it with:

• Statuses: Draft, Submitted, Approved, Received, Closed
• Custom fields: Supplier, Order Date, Expected Date, Total Cost
• Relationships or links to Inventory Items so you can tie each order to specific SKUs

This gives ClickUp a clear record of what is on order, expected delivery dates, and which stock levels will change soon.

Step 8: Track Sales Orders in ClickUp

If you sell directly to customers, add a Sales Orders List. Include:

• Statuses: New, Picking, Shipped, Completed, Canceled
• Fields: Customer, Channel, Order Value, Shipping Method
• Links to Inventory Items to record which products were sold

Keeping sales data in ClickUp alongside inventory makes it easier to analyze demand and plan replenishment using real order history.

Automate Inventory Workflows in ClickUp

Automations help you avoid manual checks and ensure that key inventory events trigger the right actions in ClickUp.

Step 9: Configure Low-Stock Alerts in ClickUp

To warn purchasing teams when stock is low, add an automation to the Inventory Items List:

1. Open Automations for the List.
2. Set a trigger like When custom field changes for Stock on Hand.
3. Add a condition where Stock on Hand is less than or equal to Reorder Point.
4. Set actions to post a comment, assign a user, or send an email.

This makes ClickUp act as a constant monitor for low inventory levels instead of relying on manual checks.

Step 10: Streamline Purchase Orders in ClickUp

You can also automate task creation when stock falls below your thresholds:

1. Create an automation in the Inventory Items List.
2. Trigger when Stock on Hand falls below Reorder Point.
3. Action: Create task in the Purchase Orders List with the supplier and item pre-filled.

This workflow lets ClickUp automatically generate purchase order requests whenever inventory needs replenishing.

Maintain and Optimize ClickUp Inventory

Once your system is live, keep improving how ClickUp supports inventory control.

• Review fields quarterly to remove unused ones and add new metrics.
• Check views and Dashboards to ensure they answer current business questions.
• Train team members on how to update stock counts and order details properly.

For teams that want expert help building and optimizing workflows, you can also consult implementation specialists such as Consultevo to refine your ClickUp inventory setup.

By following these steps and mirroring the best-practice inventory features described in the official ClickUp inventory management guide, you can turn your workspace into a robust, flexible inventory management system that scales with your business.

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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