Spoke BI saves about 4 hours a week on admin with ClickUp
Executive Summary
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.
The Challenge
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 Solution
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.
The Results
A closed sale now triggers a fully templated project instantly, and automated routing carries each task to its owner without anyone assigning it. That is about 4 hours a week off the admin load, spent on delivery instead.
Real-time dashboards show budgets and time in ClickUp at a glance, and automated alerts keep deadlines visible before they slip.
Project creation
Admin load
Budget and time
Deadlines
Client Testimonial
The automation and visibility we gained with ClickUp have transformed how we manage projects. We're spending less time on admin and more time delivering value to our clients. The dashboards and automated workflows give us confidence that nothing falls through the cracks.
ClickUp got built organically. Now nobody can find anything.
That is the same starting point as every story on this page. Tell us what is broken. You get back what a fixed version looks like, with the hours it hands you.
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