ClickUp SaaS Consolidation Guide

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How to Use ClickUp to Lead SaaS Consolidation

ClickUp can be the central hub for planning and executing a SaaS consolidation project that reduces costs and simplifies your tech stack without disrupting teams.

This step-by-step guide shows you how to turn SaaS consolidation best practices from the ClickUp SaaS consolidation article into a practical execution plan inside your workspace.

Why Run SaaS Consolidation in ClickUp

A structured consolidation project helps you regain control over subscriptions, manage risk, and simplify how work gets done across your organization.

Managing this work in ClickUp gives you:

  • A single source of truth for all apps and contracts
  • Standard workflows for intake, review, and approvals
  • Dashboards for finance, IT, and business leaders
  • Clear ownership and timelines for every change

The steps below follow the three major phases described in the source article: assessment, simplification, and adoption.

Step 1: Set Up a ClickUp Space for SaaS Consolidation

Start by creating a dedicated Space to contain every task, decision, and document related to application rationalization and consolidation.

1.1 Create the ClickUp Space Structure

  1. Create a new Space named something like “SaaS Consolidation Office”.

  2. Within the Space, create core Folders such as:

    • Discovery & Inventory
    • Evaluation & Decisions
    • Implementation & Migration
    • Change Management & Training

  3. Under each Folder, add Lists for more granular work. For example, in Discovery & Inventory:

    • Current SaaS Catalog
    • Shadow IT & Unapproved Tools
    • Contract & Renewal Review

This structure lets you trace every tool from discovery through decision and rollout.

1.2 Configure Custom Fields in ClickUp

Next, create Custom Fields so you can capture all the attributes you need for each app, as recommended in the source material.

At the List or Folder level, add fields such as:

  • Department / Team (Dropdown)
  • Primary Use Case (Text or Dropdown)
  • Owner (Assignee or Text)
  • Annual Cost (Currency)
  • Renewal Date (Date)
  • Security / Compliance Risk (Dropdown: Low, Medium, High)
  • Integration Requirements (Text)
  • Recommended Action (Dropdown: Keep, Replace, Consolidate, Sunset)

These fields allow you to sort, filter, and report on your SaaS stack directly in ClickUp.

Step 2: Build a SaaS Inventory in ClickUp

The source article emphasizes that you cannot consolidate what you cannot see. So your first major project inside ClickUp is building a complete inventory of applications.

2.1 Create Tasks for Every SaaS Application

  1. In the Current SaaS Catalog List, create one task per application.

  2. Name each task with the tool name (for example, “Slack” or “Salesforce”).

  3. Populate the Custom Fields using data from finance records, IT logs, and department input.

Each task now represents a single source of truth for that app’s usage, cost, and risk.

2.2 Capture Shadow IT and Duplicates in ClickUp

Use ClickUp to drive discovery of tools that live outside approved channels, which the article identifies as a common challenge.

  1. Create a short form view on the Shadow IT & Unapproved Tools List.

  2. Share the form with managers and team leads, asking them to submit any tool they use that is not on the official list.

  3. Each form submission becomes a new task with key details and owner information.

As you confirm overlaps, link these tasks to the primary application task using task relationships to keep context organized.

Step 3: Evaluate Tools Using ClickUp Views

Once the inventory is in place, use ClickUp views to prioritize where consolidation will have the biggest impact, in line with the assessment guidance from the source material.

3.1 Prioritize by Cost and Risk

In your Current SaaS Catalog List, configure multiple views:

  • Table View sorted by Annual Cost to spot expensive tools.
  • Table or List View grouped by Security / Compliance Risk to focus on risky platforms.
  • Calendar View using Renewal Date to plan negotiations and exits.

Use filters to highlight tools with overlapping use cases or redundant features.

3.2 Standardize Evaluation Criteria in ClickUp

The article recommends consistent evaluation across use cases and teams. You can enforce this via a ClickUp task template.

  1. Create a task template called “SaaS Evaluation Template”.

  2. In the task description, add sections for:

    • Business owner and stakeholders
    • Primary and secondary use cases
    • Integration dependencies
    • Security and compliance notes
    • User adoption and satisfaction
    • Feature overlap with other tools

  3. Attach supporting documents, vendor proposals, and security questionnaires to the task.

Apply this template to each high-priority SaaS task so comparisons are objective and consistent.

Step 4: Plan Consolidation Decisions in ClickUp

With evaluations in place, you can now formalize decisions and timelines, as described in the simplification and rationalization phase of the source article.

4.1 Use ClickUp Statuses for Decision Tracking

Customize List statuses to reflect your decision workflow, for example:

  • Under Review
  • Pending Decision
  • Approved to Keep
  • Approved to Sunset
  • In Migration
  • Completed

Move each tool’s task through these statuses as leadership and IT finalize the roadmap.

4.2 Build a ClickUp Roadmap for Migrations

For every tool marked Approved to Sunset or Consolidate, create linked tasks in the Implementation & Migration Folder.

For each migration project, include:

  • Subtasks for data export, configuration, and testing
  • Assigned owners from IT, security, and business teams
  • Start and due dates tied to contract renewals
  • Checklists for risk mitigation and contingency plans

This gives you a clear execution plan that connects directly back to inventory and decisions.

Step 5: Manage Change and Adoption with ClickUp

The original article stresses that simplification only works when teams actually adopt the new tools and workflows. Use ClickUp to coordinate communications and training.

5.1 Create a Change Management Plan in ClickUp

  1. In the Change Management & Training Folder, create Lists such as Communications, Training Plans, and User Feedback.

  2. For each major consolidation initiative, add tasks for:

    • Announcement emails and FAQs
    • Live or recorded training sessions
    • Documentation updates and internal wikis
    • Stakeholder check-ins

  3. Use recurring tasks for ongoing onboarding or office hours as the new tool ecosystem stabilizes.

5.2 Track Feedback and Issues in ClickUp

Set up a simple form or dedicated List for users to submit issues during and after migration.

  • Create a User Feedback List.
  • Add a form view with fields for app name, impact, and urgency.
  • Route new tickets to the appropriate owner with automations.

This feedback loop helps you refine your consolidation strategy and keep employees engaged.

Step 6: Report Outcomes with ClickUp Dashboards

Leadership and finance teams need to see the impact of consolidation. Use Dashboards in ClickUp to mirror the success metrics highlighted in the source article.

6.1 Build Executive Dashboards in ClickUp

Create a Dashboard that includes:

  • Widgets summarizing total annual SaaS spend before and after consolidation
  • Pie charts by department usage or risk level
  • Task lists showing tools in each decision status
  • Calendar widget of upcoming renewals and migration deadlines

These views make it easy to communicate value, track progress, and justify further rationalization work.

Next Steps and Additional Resources

By modeling your SaaS consolidation program in ClickUp, you translate high-level recommendations from the official consolidation article into a repeatable operational system.

For broader workflow strategy and implementation support, you can explore consulting resources such as Consultevo, which focuses on modern productivity ecosystems.

To deepen your understanding of the principles behind this how-to guide, review the original discussion of SaaS consolidation on the ClickUp blog and adapt the structures here to your specific organization.

Need Help With ClickUp?

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