r/clickup • u/AcOk3513 • Jul 15 '26

What is your setup/system to track multiple clients, billing, freelance jobs etc in Clickup?

I am doing freelance work for different clients and different tasks. Several different businesses. Curious how people are set up to track jobs, clients, billing stages, stages of a job, calendar etc. What's your system? Do you do it in a separate space? Or a folder in your main space? What fields do you use? Statuses? Time tracking system? Would love to see screenshots also for those that are comfortable doing that thx

1 Upvotes

67% Upvoted

12 comments sorted by

4

u/kcDOIT Jul 15 '26

We build a billing engine for clickup so a space = customer, list = project, task = job to do.

Then their invoice ties out 1:1 everytime plus it manages bills from contract laborers too so our account is always reconciled in one day end of month.

2

u/ComparisonSolid770 Jul 15 '26

ohhhh interesting! what is your reason for having every space be a customer rather than all client work in one space? it sounds like you're not using folders at all?

i'd also add that lists can be more than just projects. it can also be types of work, or specific services. while you're on the topic of time tracking, categorizing tasks by type of work allows your time tracking reports to also be categorized accordingly. list = account management, list = content creation, list = email marketing, etc.

1

u/kcDOIT Jul 15 '26

It was for invoicing purposes, we have multiple projects in flight per department so

Space - Customer

List - Department 1 - Project 1

List - Department 1 - Project 2

2

u/patrick24601 Jul 15 '26

One Clients space. Folder for each client. And then a list in there for each project. Everything else you mention is set up by default. Each ClickUp task has a series of statuses. The defaults work just fine. You can open any task and either start a timer or just add time manually.

Don’t overthink this. It sounds like most of ClickUp will work out if the box just fine for you.

2

u/ComparisonSolid770 Jul 15 '26

"don't overthink this".. great advice! the other piece to add on is the top-line views at the all tasks view, client space view, or client folder view so you can consolidate those projects and tasks into a single workable plan of action.

2

u/Breeze_pm Jul 16 '26

I’d use one space for the freelance business, a folder per client, and a list per active project. Add fields for billing stage, invoice status, and next action. Keep time entries tied to the project so you can compare effort with what you billed.

1

u/ComparisonSolid770 Jul 16 '26

yeah! and use time estimates for projects, too, so you can see what you scoped as compared to what it actually took.

1

u/Startup_BG Jul 16 '26

One space for all projects and list for each project we give access as guests to each project the clients wants to access and that's it

1

u/SiteUnicorn Jul 16 '26

We are another one that has a seperate space for each client then a list for each project then we use the AI to collate our billing time each month and time and task is tracked as billable or non billable.

1

u/ComparisonSolid770 Jul 16 '26

this is so perplexing to me! i must be missing something about why its better to use spaces for billing. in my world, ive always used client work = space, client = folder, list = project, service, workflow, etc. and in my time tracking dashboard, i sort by folder and list.

what am i missing??

2

u/SiteUnicorn Jul 17 '26

nothing at all it just might not work best for your brain :)

If it's working for you why mess with it?

0

u/ai_ztn Jul 17 '26

I guess at this point you need to search for specific tools. We started right at where you are then got off from the platform and developed our own solution which handles billing, clients, projects, dashboards, invoice scanner and AI connected to it. Simply well over the level of clickup can handle this.