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How to Use ClickUp as a Moxie Alternative

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How to Use ClickUp as a Moxie Alternative

ClickUp is a flexible work management platform that can fully replace Moxie for agencies, freelancers, and service businesses that need to organize projects, clients, and recurring work in one place. This how-to guide walks you through configuring ClickUp step by step so you can mirror and improve the workflows usually handled in Moxie.

The instructions below are based on the workflows highlighted in the Moxie alternatives guide, adapted into a practical ClickUp setup you can implement today.

Step 1: Set Up Your Workspace in ClickUp

Start by creating the overall structure where all your work will live.

  1. Sign up or log in to ClickUp.

  2. Create a new Workspace for your business or agency if you do not already have one.

  3. Add your logo, brand colors, and basic settings so the Workspace matches your company identity.

  4. Invite your team members and define their roles (owner, admin, member, guest).

This gives you a central place to manage clients, projects, deliverables, and internal tasks instead of spreading work across multiple tools.

Step 2: Create Spaces to Replace Moxie Modules in ClickUp

In Moxie, work is often grouped by service type, client category, or department. You can mirror this by organizing Spaces in ClickUp.

Common Space examples include:

  • Client Projects

  • Retainers & Ongoing Work

  • Sales & CRM

  • Operations & Admin

To create a Space in ClickUp:

  1. Click the + Space button in the sidebar.

  2. Give the Space a clear name, like “Client Projects”.

  3. Choose a color and icon to visually separate it from other Spaces.

  4. Turn on features you need (Tasks, Docs, Goals, Whiteboards, and more).

Think of each Space as a major category of work you previously managed in Moxie.

Step 3: Build Folders and Lists for Client Work in ClickUp

After creating Spaces, you will organize client work using Folders and Lists in ClickUp.

Organize Clients in ClickUp

Within your “Client Projects” Space, use Folders to separate each client or client group:

  1. Create a Folder for each client (for example, “Acme Co”).

  2. Inside that Folder, create Lists that match the type of work you normally track in Moxie, such as:

    • Active Projects

    • Retainer Tasks

    • Onboarding

    • Support & Maintenance

This structure lets you quickly see everything happening for a specific client while still having a high-level overview in your ClickUp Workspace.

Create Repeatable Project Templates in ClickUp

To avoid rebuilding the same project plan every time, set up templates:

  1. Create a sample project List with all standard tasks, subtasks, and due date offsets.

  2. Include sections like discovery, design, development, review, and launch.

  3. Save the List as a template in ClickUp so you can reuse it for future clients.

  4. When you sign a new contract, apply the template and adjust dates and assignees.

Templates are the fastest way to standardize your delivery process after moving from Moxie to ClickUp.

Step 4: Configure Custom Fields in ClickUp for Client & Project Data

One of the biggest advantages of ClickUp is the ability to track custom data on tasks and projects, much like CRM and billing details in Moxie.

Useful custom fields include:

  • Client type (new, ongoing, VIP)

  • Contract value or monthly retainer amount

  • Project stage (proposal, in progress, on hold, completed)

  • Priority level

  • Invoice number or billing status

To add custom fields in ClickUp:

  1. Open a List where you manage client work.

  2. Switch to List view.

  3. Click + Add Column and choose the custom field type (dropdown, number, date, etc.).

  4. Name the field and configure options, such as dropdown values or currency.

These fields make ClickUp function as both a project manager and a light CRM for your business.

Step 5: Set Up Workflows and Statuses in ClickUp

Moxie users rely on clear stages for each project. You can recreate and improve that with custom statuses in ClickUp.

Example status workflow:

  • Backlog

  • In Review

  • In Progress

  • Waiting on Client

  • Ready for Delivery

  • Complete

To configure statuses in ClickUp:

  1. Open the List or Space where you want a workflow.

  2. Go to settings and select Statuses.

  3. Add, rename, or reorder statuses to match how your team actually works.

  4. Use color coding to quickly identify where tasks are in your pipeline.

Once statuses are in place, you will see your entire pipeline clearly across clients and projects.

Step 6: Manage Time, Billing, and Capacity in ClickUp

While Moxie emphasizes billing and time tracking, you can cover similar needs with native ClickUp tools and workflows.

Track Time in ClickUp

Enable time tracking so your team can log work on each task.

  1. Turn on the Time Tracking feature in your Workspace settings.

  2. On each task, start the built-in timer or add manual time entries.

  3. Group time by client, project, or team member using Reports or the Time view.

This gives you a clear picture of billable hours and internal effort.

Use ClickUp for Billing Data

ClickUp is not a full accounting tool, but you can track billing-related details inside tasks:

  • Use a custom field for billable vs. non-billable.

  • Store links to invoices from your accounting platform.

  • Tag tasks as “Invoiced” or “To Invoice”.

This makes it easier to reconcile work done with the invoices you send to clients.

Step 7: Automate Repetitive Work in ClickUp

Automation is crucial when replacing Moxie with ClickUp, especially for recurring tasks and client communication.

Common automations include:

  • When a new project List is created, auto-assign key tasks to the right team members.

  • When a status changes to “Waiting on Client”, post a comment or send an email reminder.

  • When a due date is approaching, set automatic notifications to the assignee.

  • For recurring retainers, auto-create monthly or weekly tasks based on templates.

To set an automation in ClickUp:

  1. Open the List where you want the automation.

  2. Click Automations.

  3. Choose a trigger (for example, status change, due date, task creation).

  4. Select the action (assign, change status, add comment, adjust date, and so on).

  5. Save and test with a sample task.

Automations reduce manual work, minimize errors, and ensure no client task slips through the cracks.

Step 8: Monitor Workload and Reporting in ClickUp

To fully replace Moxie, you need clear visibility into capacity, deadlines, and project health in ClickUp.

Use ClickUp Views for Clarity

Set up multiple views on your Lists and Folders:

  • Board view to see tasks by status, similar to a Kanban board.

  • List view for detailed task data, including custom fields.

  • Calendar view to visualize deadlines across clients.

  • Gantt view to plan dependencies and timelines for large projects.

  • Workload view to understand team capacity and avoid burnout.

These views make ClickUp a powerful control center for your service business.

Build Dashboards in ClickUp

Dashboards let you see high-level metrics across your Workspace.

  1. Create a new Dashboard and name it something like “Agency Overview”.

  2. Add widgets for tasks by status, time tracked, workload, and upcoming due dates.

  3. Filter by client or Space so you can quickly review specific accounts.

Dashboards help you monitor performance and spot issues before they impact clients.

Step 9: Document Processes and Collaborate in ClickUp

To fully move away from Moxie, store your standard operating procedures and templates directly in ClickUp.

Use Docs to create:

  • Onboarding checklists for new clients.

  • Scope of work outlines.

  • Internal playbooks and SOPs.

  • Meeting notes and agendas.

Link these Docs to relevant tasks and Lists so team members can easily access guidance while they work.

Step 10: Optimize Your Setup with Expert Help

Once you have the basics in place, you can continue refining your ClickUp setup to better match your team, services, and growth goals. Review bottlenecks regularly, simplify complex workflows, and adjust automations so they stay aligned with your real processes.

If you want strategic support to design or optimize your workspace, you can work with specialists who understand both operations and ClickUp configuration. For example, Consultevo helps teams implement scalable systems, automation, and documentation using modern work management tools.

Next Steps: Move Your Moxie Workflows into ClickUp

Replacing Moxie with ClickUp does not need to be overwhelming if you approach it in stages:

  1. Map your current Moxie workflows on paper.

  2. Recreate the structure using Spaces, Folders, and Lists in ClickUp.

  3. Add custom fields to capture the key data you rely on.

  4. Set up statuses, time tracking, and basic automations.

  5. Gradually migrate active projects and clients into your new system.

With clear organization, thoughtful automation, and robust reporting, ClickUp can serve as a complete, scalable alternative to Moxie for agencies and service businesses that need reliable, centralized project management.

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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