How to Organize Finances & Budgets in ClickUp (Example ClickUp Template + Tour)

You know, there are so many unique use cases out there for ClickUp, and one of the ones that I've seen the most requests for lately is actually to use ClickUp, as I want to say, almost like a bookkeeping spreadsheet database thing. And when I hear these kind of creative use cases coming for our members in the process to run membership or from you guys in the comments, it piques my curiosity. It makes me think, oh, can we manage bookkeeping in ClickUp? So that's why ProcessDriven we built a basic income and expense tracking template and that's what I'm gonna be showing you later on in this video. I'll show you how you can manage your subscriptions or your budget or your whatever it is directly inside ClickUp. The overall structure I'm going to show you is relatively simple. It's a good fit for anyone who is on at least the unlimited plan of ClickUp, because it does use custom fields. But it's Even though I think the template I'm about to show you is pretty cool, I do want to highlight that this is definitely not the best choice for everyone. I'll talk a little bit more about that at the end, but for now let's dive into this template and I'll show you around. So here we are inside of ClickUp and we have our list template for income and expense tracking here. As you might be able to tell by a quick peek around and I'll zoom in a little bit to make it easier to see, our first column is our kind of description for whatever it is money was exchanged for, whether it's an expense or a source of income. That is the task name. We're kind of re appropriating rows in ClickUp to rather than equaling tasks to make them equal to in this case an income or expense item. If that whole concept of taking over tasks and making them mean something else feels totally foreign to you. Actually have a video on this side over here where you can actually here a talk through as to why and how that all works. But for the rest of you I want to show you around here. We've got our actual expense item here. Next to that we have the bill date meaning when was the expense occurred or when was the income earned, the due date meaning when did the transaction happen. Again, we're reappropriating fields here and the amount. Notice that we have negative signs on some of these amounts here because at at this point in time there's not a good way in ClickUp to have one column for money in and one column for money out and have those two columns talk to each other because those two columns can't be added together in ClickUp yet. We need to put all of our numbers in one long column. And to make sure it's clear which money is getting added and which money is getting removed from our balance, we need to use a negative sign to show that hey, this is 500 money. 500 money. This is $500 going out and this is $150 positive going in. That's how we're kind of keeping a running total here to the right of the amount we have Income and expense category. This is a dropdown custom field where we added all of our income and all of our expense categories into one custom field. We could add different options here if we wanted to, but all this is is a dropdown custom field that you can create on your own by scrolling to the right, clicking the plus sign and adding a brand new dropdown with values you choose. Ooh, and a quick tip here. This template that I am showing you is actually available inside the ProcessDriven membership. So if you are not a member yet, check out the description. But if you are a member, log in inside. You'll see the full tour beyond just what I'm showing here, as well as the link to install this directly into your ClickUp account in just a few clicks. So just a little pro tip there. Back to the tour. The last column we see here is our receipt column and this is where we could put the receipt by either uploading it to ClickUp or my preference, actually linking to it. So if you are someone who's like, wait, why wouldn't I just upload to ClickUp? Check out this video here where I actually explain all of the reasons why you may not want to upload your files to ClickUp, but for now just take my word for it if you don't want to watch that yet, attaching things can often be the better route. So that is our main kind of task structure. If we go inside any of these tasks, we could put additional descriptions and see these same fields here, but there's really not a whole lot more going on because we're only using the most basic of ClickUp features for this area. All of this information is summarized in this All Transactions list view. This is the default view for this list. If we go over to the left though, we do have one filtered view to help us focus down on certain information. The Payments Due view is, and I'll show you how it works it is a view that only show us where income and expense is not income or income other. In other words, only show us the expenses and not any of our income groups. Then group it by this option here, due date. That's what allows us to see that these are overdue and these are due in the future. If we had ones due, say tomorrow, like this one here, it would be in its own section, broken out by tomorrow. If you're not familiar, the way the Group by Due date feature works in ClickUp is it'll show you the next seven days and everything beyond that will show up as future. These will move automatically between these sections as the due date changes or gets closer to today, which is a nice way to avoid having to manually rearrange things. If this were my view, I would probably take a few extra steps and hide the description, maybe hide any fields I didn't want to use, and consider maybe organizing these in some other secondary way in addition to due dates. So maybe first due date and then within the future category. For example, maybe we want to have this broken out and sorted by due date individually. So there we go. That's probably what I'd do if this was my setup, but find the structure that works best for you. The last, most understated, but also perhaps most valuable part of this whole setup is the Submit Receipt form view. This is the last view that we have here. It's over to the right. Yes, you need to have forms on your ClickUp plan in order to take advantage of this. But here's what this looks like. Basically it allows you to submit receipts to add it to your list on the go. It has all the same fields that we just looked at. You can see them clearly in the editing view where it says, hey, here's the task name, here's the expense category. It's all the same stuff, but because this is a form view, we can have this form automatically assign things to certain people, automatically apply some kind of template, and it's a form that we could then have on our phone or shared on our website or wherever. So we can easily add receipts and income and expenses on the go. When we go down to the edit response area, you can also see the confirmation message that I think is very important to have as well. But that's pretty much it for this very simple template. Now if I go back to all transactions here, I want to highlight one more detail and that's that we actually have three statuses on this list. We have pending to do and done. So pending is for things that are coming up. Right. They're probably going to happen whether or not we are ready for them. They're just on the horizon. This might be things like a paycheck or a bill that we know is due. Next up we have to do. This is basically a bill that we've received, something that we know we have to take care of and then done. Means an income or expense that has been reconciled, it's taken care of, no action needed. It's just in the past. While these statuses are pretty simple, they do help us visually see where things stand so we can quickly review all of our bills at any point in time. Now the next question you might be wondering is, okay, cool. Basic income and expense tracking. That's nice. Why would I need this? Well, I think it's a narrow situation. We get a lot of requests for managing money stuff in ClickUp and that's why we built this template. But as I often say to our members, I want to say to all of you here, ClickUp is not a bookkeeping software. ClickUp is not a spreadsheet. And so while we can do basic, basic, basic income and expense tracking here, we are able to get a few of these things organized. This is nowhere near the power that we could get if we organize this same information in Excel, Google Sheets, Airtable, Coda, whatever. But why would you want to have this? Well, there are instances where it's really important for you to be able to reference your financial data right alongside your ClickUp tasks. For example, maybe you have a envelope system in your business for team development. Each team has a thousand dollars that they can spend on any kind of training activity that they want. One team might decide to buy an online course, another team might decide to invest in a consultant. And each team has these tiny little transactions that, yes, you want to put in your bookkeeping tool, but you'd also like to provide the team some visibility into them as well. That's where a system like this could be helpful. It's very simple, but it allows you to have some basic financial info inside ClickUp to give people broader access if they wouldn't normally have access to the bookkeeping tool. Another reason number two as to why you might want to have this flow is for things like expense management, receipt management. If you have a reimbursement system where you have employees who are buying things with personal funds, they submit for reimbursement and they want to be able to see see those submissions in one spot, you don't necessarily want them in your bookkeeping tool. Maybe you don't have an expense management software yet. That's where ClickUp could fill the gap and give you a visual way to organize all that information. The third reason you might want to have a basic income and expense tracking area like this is if you have quite a few expenses coming up and you don't want to forget them. You know, if we put all this stuff in QuickBooks, where you put all this stuff in in our spreadsheet, those tools don't typically tell us, hey, you've got a bill coming due or hey look, Netflix is up for renewal next week. So what you'd have to do if you didn't use ClickUp is, you know, look at QuickBooks, look at your spreadsheet and make Google Calendar events or make a reminder on your phone and just constantly creating these one off reminders. Well, if you really want to be on top of these subscriptions, having something in ClickUp which could be a tool you already check every day, could, could be a great way to be sure that you don't miss anything, especially those pesky subscription renewals. So those are kind of the scenarios where this can be really helpful. But I do want to stress this is no replacement for something like Xero or QuickBooks. This is just for the bare bone basics. So that's basically this template in a nutshell. If you are a process driven member, you can install this template in just what, 1, 2, 3, 3 clicks? I think if you go inside the membership and click Install in the resources area. If you're not yet a member and you'd like to get this template, well, you can join us. The link is in the description below. Not only do we have this template sitting inside membership, we also have a really comprehensive course about how to set up and learn to use ClickUp and systemize your business or operations or team at the same time. We have 600 members and counting who are taking advantage of those templates. That course, the forums, the resources, the live events, the weekly livestream and all of the other things that we provide to members every single week and every single month. So if you're interested in this template or any of the resources I mentioned, or if you'd just like to get bonus videos that you will never find here on YouTube, check out the description below where we have information about the process driven membership. I'd love to see you inside. But of course I know the membership is not for everybody. If you'd rather figure it out yourself through some trial and error, check out the videos we have over here to continue watching and learning more about ClickUp, Process and everything in between. Until next time. Enjoy the process and watch these videos.