Run your end-to-end client service delivery in ClickUp, from intake to continuous optimization. 

You’ll set up an intake-to-delivery workflow powered by Super Agents, templates, and Dashboards so your team can move from reactive firefighting to a proactive, scalable model of service delivery.

Set up handoff and project intake

Capture everything you need from sales and your client so projects start with clear goals, scope, and timelines.

Create a client location

Create a dedicated Space, Folder, or List for client engagements so work, communication, and reporting stay together.

1. In your Workspace Hierarchy, create a Space for all client services.
2. Then create a Folder per offering or segment, then add a List for active projects.
3. Add Custom Fields you use across engagements. For example: Client, Contract value, Start date, Primary contact, Region.

Standardize intake tasks

Turn your ideal intake questions into a reusable ClickUp task template so every engagement starts the same way.

1. Create a task called Client intake – [Client name] in your client projects List.
2. Add sections in the description for goals, scope, constraints, stakeholders, timelines, and key success metrics.
3. Save it as a task template so you can reuse it for every new project.

Automate the sales-to-services handoff

Use a Super Agent to pull information from your CRM and solutions notes into ClickUp so your team never starts from a blank slate.

• Connect your CRM or deal board to ClickUp using an integration or Automation that creates a task when a deal moves to "Closed Won".
• Build a Super Agent to read the deal record and attached solution notes, then populate the intake task’s description and Custom Fields including goals, constraints, target dates, and key contacts.
• Add a checklist to the intake task for any fields the Super Agent couldn’t fill out, and assign it to the project owner.

Collect missing details with Forms and comments

Use Forms and in-task comments to fill gaps before kickoff so clients never have to repeat themselves.

• Add a Form view to your client projects List with the same questions as your intake template.
• Share the Form with the client so they can provide or confirm details.
• Use comments in the intake task to ask clarifying questions and @mention internal stakeholders where you need input.

Generate and store a kickoff Doc

Turn intake answers into a kickoff Doc so everyone starts with a shared understanding.

• Create a Doc attached to the client project task summarizing goals, scope, timelines, and key decisions.
• Build a Super Agent to transform the intake data into a concise agenda and notes for your kickoff meeting.
• Pin the Doc as a view on the project List so it’s one click away for your team and client.

Centralize intake and onboarding communication

Keep all handoff context, questions, and approvals in one place.

• Use task comments, attached Docs, and Whiteboards instead of email threads for intake discussions.
• Add a Whiteboard view to your client projects location for free-form collaboration.
• Encourage your team to link any external references such as proposals, SOWs, or specifications directly in the project task or Doc.

Surface intake fields directly on your main project List using Custom Fields so project managers and leadership can see key details at a glance.

Plan and resource client projects

Apply a project delivery template

Use templates to spin up consistent project structures in seconds.

• Create a delivery template (List or task template) with your standard milestones, task groupings, statuses, and Automations.
• When a new client project is approved, apply the template so tasks, dependencies, and Automations are created automatically.
• Map dates relative to the project start date so timelines adjust accordingly.

Estimate work and set task owners

Add time estimates and ownership so you can see effort and accountability across the project.

• For each key deliverable, assign a primary owner and add a time estimate or effort field.
• Create and assign subtasks to other teams with deliverables, such as engineering, security, and legal.
• Group or filter your List or Board view by assignee or team to check that work is reasonably distributed.

Use Workload and capacity views to prevent overbooking

Visualize resource utilization to avoid surprises once work begins.

• Add a Workload view to your client projects location and group by assignee or team.
• Configure Workload to use time estimates or tasks as the capacity metric, depending on how your team measures their work.
• Adjust timelines or reassign tasks where individuals are over- or under-capacity.

Track resourcing decisions inside the project

Keep resourcing context tied to the work rather than spread across chat threads and spreadsheets.

• Use comments on the main project task for key decisions. For example, "Moved design work to Agency X for this phase".
• Add a Custom Field like "Staffing notes" on the parent project task for quick reference.
• Include resource assumptions and constraints in the kickoff Doc so they’re visible during execution.

Invite clients and partners with controlled access

Bring external stakeholders into ClickUp so they can self-serve your project status without extra emails.

• Invite clients as guests or limited members with view-only or comment-only access to the specific Folder, List, or tasks they need.
• Review guest permissions so external users can’t accidentally change task data.
• Schedule Dashboard reports to share progress reports with people outside your Workspace.

Many teams create a dedicated client-facing Dashboard or List view with fewer fields and customer-facing statuses to keep things simple for external stakeholders.

Collaborate and deliver work with clients

Centralize collaboration, keep everyone aligned, and ensure decisions are captured as you deliver.

Centralize project communication in ClickUp

Consolidate Chat, comments, and Docs so context is always one click away.

• Use comments on tasks for work-specific discussions and @mention the right people instead of sending direct emails.
• Create a Chat channel associated with the main project List for general project conversations.
• Encourage team members to link related tasks and Docs inside comments so details and context is always easy to find.

Use Whiteboards and Docs for co-creation

Capture brainstorming, requirements, and decisions where the work lives.

• Create a Whiteboard attached to the project to map client journeys, architectures, or high level process flows.
• Use sticky notes, shapes, and connectors to outline flows, then convert items directly into ClickUp tasks from the Whiteboard.
• Maintain a running "Project decisions" Doc with dated entries summarizing key agreements.

Capture meetings with AI Notetaker

Automate meeting notes so action items never get lost.

• Enable the AI Notetaker ClickApp, then invite AI Notetaker to client calls to automatically capture notes, action items, and next steps.
• Use AI to summarize long comment threads or Docs into quick status updates for internal or client-facing stakeholders.
• Convert meeting action items into tasks directly from the meeting Doc and assign owners and due dates.

Template governance, roadmaps, and backlogs

Standardize how you manage ongoing work across multiple engagements.

• Maintain a shared backlog view for each service line, filtered for tasks related to that offering or account.
• Create a roadmap Board or Timeline view that shows major milestones per client over the coming weeks or quarters.
• Turn proven project structures into new templates so future engagements automatically follow the same governance patterns.

Use Custom Fields like "Playbook" or "Engagement type" so you can quickly filter views and Dashboards by the underlying delivery model.

Manage projects proactively at scale

Use AI Agents, Automations, and Dashboards to manage project health without manual chasing.

Use Super Agents to monitor project health

Let Super Agents keep an eye on risk indicators across tasks and projects.

Build Super Agents to:

• Watch for patterns like overdue tasks, blocked statuses, or missing assignees in your client projects Space.
• Post summary comments on parent project tasks. For example, weekly health summaries with risk flags.
• Nudge owners when key fields are missing such as due dates, estimates, or status updates.

Automate time tracking and routine updates

Reduce administrative overhead while preserving accurate data.

• Encourage team members to track time directly on tasks or via the toolbar.
• Add Automations to remind assignees to add time entries at key stages. For example, when tasks move to "In review" or "Complete".
• Use Super Agents or Automations to set or update statuses when dependent tasks are completed.

Build role-based Dashboards for stakeholders

Provide real-time visibility tailored to each audience.

• Create a project manager Dashboard showing workload, overdue work, risks, and upcoming milestones.
• Create an executive Dashboard that summarizes utilization, margin indicators, and key project KPIs across clients.
• Create client-facing Dashboards filtered to a specific account, focusing on timelines, deliverables, and status.

Place Dashboards alongside project Lists as Dashboard views so teams can access metrics without leaving the work context.

Use Automations to enforce key cadences

Keep projects moving with automated reminders and field updates.

• Configure Automations to remind owners before important deadlines. For example: 3 days before a milestone due date.
• Send recurring reminders to review risk, scope, or client satisfaction fields on long-running engagements.
• Automatically assign review tasks to leads when work moves into "Ready for review" or similar statuses.

Report on performance and optimize your services

Use live Dashboards and AI-driven insights to improve margins and client outcomes over time.

Build profitability and utilization dashboards

Combine financial and operational data so leaders can act quickly.

• Track time on tasks and ensure billable vs. non-billable work is captured accurately.
• Create a Dashboard with cards for billable hours, utilization by role or team, and margin indicators by client.
• Filter Dashboards by Space, Folder, List, or client field so leaders can drill down when needed.

Automate compliance and renewal tracking

Ensure critical dates and obligations never slip.

• Add Date Custom Fields on project or account tasks for renewal dates, SLAs, or compliance checkpoints.
• Use Automations to create reminders ahead of each key date and assign them to the right owner.
• Surface these dates in Dashboards and Overviews so account and delivery leaders can see what’s coming.

Use Super Agents to analyze trends and risks

Turn delivery data into continuous improvement signals.

Build Super Agents to:

• Periodically summarize trends in overdue tasks, scope changes, or client escalations across projects.
• Highlight common blockers or process gaps. For example, frequent delays in a particular phase.
• Share summaries in a recurring "delivery review" Doc or meeting to guide process changes.

Feed lessons learned back into templates and automations

Make every project improve the next one.

• After closing a project, create or update a "Lessons learned" Doc attached to the parent project.
• Update your project and task templates with refined checklists, better fields, or improved Automations based on what you learned.
• Adjust Dashboards, Workload configurations, and Super Agent instructions so they better reflect the metrics that matter most.

Your service organization can move from scattered tools and manual coordination to a unified ClickUp Workspace where intake, planning, delivery, and optimization all run through a single, AI-powered system.