Spoke BI saves about 4 hours a week on admin with ClickUp

Spoke BI runs engineering and construction projects, where the gap between winning the work and starting it was filled with manual setup.

Every project was created and tracked by hand, while budgets and time sat in separate places from the tasks they belonged to. UpSys wired the sale to the project: a closed deal now triggers a fully templated build with its data already carried across. Admin work dropped by about 4 hours a week.

A signed deal should start a project. Instead it started a checklist of things somebody had to type, and every one of them was a chance to get a budget or a date wrong.

• Projects were created and tracked by hand, which cost time at the start of every engagement and introduced errors.

• With little automation, taking on more work meant adding the same amount of admin behind it.

• Budgeting and time tracking were fragmented, so nobody could read cost against progress in real time.

• Without automated notifications, deadlines slipped without anyone noticing.

The build connected the 2 ends of the process, so winning the work is what creates it.

• Automated project creation. A closed sale triggers a new project from a standard template, with the deal data transferred across automatically.

• Assignment logic. Custom fields route each task to the right person as it is created.

• A workspace audit. The existing structure was reviewed first, then the assignment rules were made flexible enough to survive a change in the team.

• Budgets and time in one view. A parent-child task structure plus a Google Sheets integration feeds real-time dashboards embedded in ClickUp.

• SOPs and demo videos. Onboarding and reference material recorded once, available whenever someone needs it.