(No Complicated Software. No Monthly Fees. No Clutter.)
Most CRMs are either overwhelming, overpriced, or just plain overkill for service-based businesses. But here’s the truth:
👉 If you’re using ClickUp, you already have everything you need to build a simple, scalable CRM that actually works for you.
At GoDelegate, this is the exact system we use to manage our leads, track conversions, and onboard new clients with ease—and we’re walking you through it step by step.
Step 1: Create a Space for Your Business
Your CRM should live inside your main business operations area, not buried somewhere random. Start by creating a dedicated Space for your business if you haven’t already.
This is where all your internal ops live—SOPs, client info, task management, and yes… your CRM.
Step 2: Add a Folder Called “Internal Operations”
Inside your business Space, create a folder titled Internal Operations. This folder is the home base for all backend business activity that doesn’t relate to client-facing work.
Within this folder, you’ll create a List that functions as your CRM.
Step 3: Create a List Titled “Pipeline”
This is where the magic happens.
Your Pipeline list is the home for all your leads. Each lead will be tracked as a task, and we’ll use a Kanban-style Board View to visually manage the sales and onboarding process.
Step 4: Set Up Custom Statuses for Lead Tracking
Use ClickUp’s custom task statuses to move leads through your sales pipeline. Here’s the structure we recommend:
- Fresh Lead – New inquiry; hasn’t been vetted yet
- Good Fit – You’ve had a Good Fit Session and they’re aligned
- Not Good Fit – After a call, you’ve determined they’re not a match
- Didn’t Convert – Was a good fit, but didn’t sign a contract in time
- Converted to Client – They’re in! Officially signed and onboarded
Using Board View, you can drag-and-drop leads between these statuses like a visual pipeline. No spreadsheets. No guessing where anyone stands.
Step 5: Create a Lead Task Template
To make onboarding leads quick and consistent, create a task template that lives in your “Fresh Lead” status. Name it:
LEAD :: [First Name] [Last Name]
Inside the task:
- Add a description that reads:
“Follow the subtasks in the order below to properly process new leads.” - Create the following Custom Fields (or create your own to suit your business):
- Email Address
- Inquiry Date
- Close Date
- Hourly Rate
- Project Rate
- Hours Per Month
- Monthly Value
- Onboarded? (Yes/No toggle)
This task will hold all your lead’s important info in one place.
Step 6: Add Subtasks as a Mini, but Mighty Onboarding Workflow
This is where your system really shines. The subtasks in your lead template guide you through each step of your onboarding process—from booking the call to officially welcoming the new client.
✅ Subtask #1 – Pre-Consultation Tasks
Create the following secondary subtasks under this task:
- Lead books a Good Fit Session
- Create contact in Gmail + star it
- Create Gmail label + filter for the lead (use “LEAD :: Name” format)
✅ Subtask #2 – Consultation / Completed Consultation Tasks
Create the following secondary subtasks under this task:
- Prep for the consultation
- Create a folder for the lead in Google Drive (use “LEAD :: Name” format)
- Hold consultation via Zoom and record it
- Upload the recording to the lead Google Drive folder + link it in the ClickUp task
- Digitize notes into the “Potential Client Info” doc in their folder
✅ Subtask #3 – If the Lead Converts
Create the following secondary subtasks under this task:
- Activate client portal in Dubsado
- Send invoice via Dubsado
- Send independent contractor agreement via Dubsado
- Send W-9 via Dubsado
- Send client welcome kit via Dubsado
- Zapier will automatically create the client folder in ClickUp
- Update Gmail label to CLIENT (don’t create a new one)
- Set up initial tasks in ClickUp
- Assign any relevant team members to tasks
❌ Subtask #4 – If the Lead Hasn’t Converted
Create the following secondary subtasks under this task:
- Send consultation follow-up email #1
- Send consultation follow-up email #2
- Send consultation follow-up email #3 (final)
- Archive the lead 7 days after the 3rd follow up email is sent
This entire checklist lives inside each lead task, so you never have to guess where someone is in your process—or worry you missed a step. You can assign each of these steps to the relevant team members and watch the magic happen!
Step 7: Track Progress Visually with Kanban View
Now, when you open the Board View of your Pipeline list, you’ll see all your leads laid out like a visual sales funnel.
Need to follow up? Check the “Good Fit” and “Didn’t Convert” columns.
Want to see your win rate? Check how many leads made it to “Converted to Client.”
Bonus: use ClickUp filters to see high-value leads, ones you haven’t contacted recently, or those with Monthly Value fields of X or higher.
Final Thoughts: Keep It Simple, Scalable, and ClickUp-Based
You don’t need an expensive CRM or complicated sales tool to stay organized and grow your business. With this simple ClickUp setup, you’ll:
✅ Have a visual pipeline of every lead
✅ Follow a consistent process for every new inquiry
✅ Automate parts of your onboarding (hi Zapier!)
✅ Keep your inbox, files, contracts, and tasks connected
✅ Save hours of time while staying 100% on top of your leads
Want This Setup Done For You?
At GoDelegate, we build fully customized ClickUp workspaces that run your business like a dream—including CRM systems just like this one. Whether you need help setting it up or want us to automate the whole backend, we’ve got you.
👉 Book a Good Fit Session and let’s build you a CRM that’s clean, automated, and totally under control.
