MakeMeUnicorn
× ClickUp CRM
A full-service digital agency managing 90 active clients and a 40-member team — every department, every client, every invoice, all inside one ClickUp workspace. I built the whole system from scratch.
A 90-client agency running on
spreadsheets and group chats
MakeMeUnicorn had grown fast. The team was talented and the clients were real. But the operations hadn't kept up — and cracks were starting to show.
One workspace. Six systems.
Everything connected.
I architected a unified ClickUp workspace with six dedicated spaces — each mapping to a core business function — all wired together through custom automations and dashboards.
CRM Pipeline — every client, every stage, always visible
A six-stage kanban pipeline tracks every client from the first enquiry through to long-term retention. Each card carries the client's services, assigned owner, health score, and next required action — so nothing falls through.
- Intake form auto-creates a scoped ClickUp task with all client data
- Onboarding triggers a 12-step checklist assigned to the right people
- Active clients ping the owner when 7 days pass with no update
- At-Risk flag escalates immediately to management with context
- Health score calculated from delivery rate and response time
Team Workspace — 40 people, zero confusion
The team workspace is split into six department spaces. Every task gets routed to the right person based on service type — no manager needed to manually assign work. Each space has its own views, priorities, and due-date rules.
- Client Success — owns onboarding, check-ins and health monitoring
- Creative — design, video, and brand deliverables
- SEO & Content — keyword strategy, blogs and audits
- Paid Ads — Google, Meta and LinkedIn campaigns
- Finance — invoicing, retainer tracking and payment chasing
- Operations — SOPs, tool management and system updates
Automation Engine — 40+ triggers that replace manual work
Every repetitive action in the agency — onboarding checklists, deadline pings, billing reminders, status escalations — is now a ClickUp automation. The team focuses on delivery, not administration.
- New lead form → task created, owner assigned, 12-step checklist loaded
- Client moves to Active → monthly check-in scheduled automatically
- Task overdue 2+ days → owner notified + manager CC'd
- Client silent 7 days → health score drops, At-Risk flag set
- Invoice status = Sent → 7-day reminder auto-fired to finance
- Project marked Complete → client satisfaction form dispatched
Billing Tracker — every invoice, every retainer, always up to date
Every client's billing data lives inside their ClickUp record. Invoice status, retainer amounts, payment history, and due dates — all visible from the same place the work is managed.
Executive Dashboard — the whole agency on one screen
Leadership gets a live view of every metric that matters — revenue, client health, team capacity, delivery rate, and churn risk — without opening a single spreadsheet or asking anyone for an update.
- Monthly revenue tracked in real-time against retainer targets
- Client health scores surfaced automatically — no manual reporting
- Team capacity visible per department — prevents burnout and overload
- On-time delivery rate calculated from actual task completion data
- Revenue trend chart updated automatically every week
- At-risk clients escalated before the client notices a problem
What changed after the system went live
Within the first month, the impact was visible across the entire agency.
Need a system like this?
I build ClickUp operating systems for agencies, studios and service businesses — custom CRM pipelines, automations, dashboards and SOPs that actually work at scale.