How a Marketing Agency Scales: Implementing a ClickUp-based CRM

When a company scales rapidly, internal processes often struggle to keep pace. This is exactly where one of our partners, a Hungarian marketing agency, found themselves.

The problem? While the market evolves constantly, the digital clutter backstage was spiraling out of control. They identified the solution in a centralized system capable of growing with them. This marked the beginning of our collaboration aimed at implementing a custom, ClickUp-based CRM.

"We weren't doing badly; but everything was scattered," summarized Noémi Matykó, CEO of Chiro Marketing.

Like most growing companies, they had cycled through several popular tools. The team was platform-hopping constantly: running sales processes in HubSpot, managing projects in Trello, and tracking time in Everhour.

This fragmentation not only drains time but carries serious business risks! In a disjointed system, valuable leads or critical tasks can easily slip through the cracks.

Recognizing this, our partner launched extensive market research. They created a detailed wishlist for their future system, carefully weighing features, scalability, and value for money.

This is exactly where we stepped in, following a conversation on LinkedIn.

For us, the project became truly exciting. We didn't see just another order; we saw an opportunity for a genuine partnership. We weren't looking to just sell an off-the-shelf product to Chiro.

Instead of simply ticking off feature lists, we initiated a multi-round series of deep discussions to understand the company's DNA: how they work, what feels intuitive to them, and where the hidden efficiency bottlenecks lie.

After brainstorming together, the choice became obvious: ClickUp, due to its unparalleled flexibility. This is where our shared story with the Chiro team blossomed. During the ClickUp-based CRM implementation, we didn't just sell a template software; we engineered a system perfectly tailored to their specific needs.

Sales Pipeline and CRM

The most critical area was centralizing sales. We migrated and optimized the sales processes previously running on HubSpot into ClickUp's new, customized environment. This step delivered immediate, measurable results by providing a transparent pipeline.

HR and Knowledge Base

Next came the automation of HR processes (such as onboarding) and the creation of a centralized internal knowledge base. This made our partner's know-how searchable and accessible to all colleagues, saving significant time on training and internal education.

Project Management and Integrations

Finally, we migrated the projects managed in Trello. Interestingly, this wasn't part of the original roadmap, but during our collaboration, it became clear that migrating the entire database was more cost-effective than maintaining parallel systems.

The biggest technical challenge was the seamless integration of their existing time-tracking software, Everhour. We used API connections and webhooks to ensure the two systems communicated perfectly, keeping time tracking accurate and reliable.

The Human Factor

One of our partner's key concerns was: how will the team handle the change? Introducing a new system often causes anxiety, as colleagues must abandon years of ingrained routines—however inefficient—for a completely new interface.

Our task wasn't just to build the system but to guide the Chiro team through the transition with proper training and continuous support, demonstrating the tangible benefits of the new platform.

Data Security in a ClickUp-based CRM Implementation

Data migration was one of the project's most critical points. What happens to years of invaluable data stored in Trello and HubSpot?

For us, it was mission-critical to guarantee that not a single piece of information, task, or client record would be lost. This required meticulous planning and testing. Before the live launch, we verified processes through a test migration on smaller datasets to ensure every byte landed in the right place.

Costs and Timeframe

Last but not least: budget and timeline. In the spirit of transparency, we planned the project with a roughly three-month timeframe and a budget of 1.5–2 million HUF. However, as work progressed, needs evolved beyond the original scope -such as moving the entire Trello database.

The project became an organic process where we handled new ideas and challenges as partners. We evaluated every emerging need immediately and decided on priorities together, ensuring the project stayed within the agreed framework.

It is clear that ClickUp is far more than just a project management tool. With the right structure and expert support, it can become the central engine of an entire company.

Planning and executing a comprehensive ClickUp-based CRM implementation is a complex task - and that is exactly where we offer expert support. Contact US, and let’s find the solution tailored to your company together.