ClickUp promises to replace your tools with "one app to replace them all." It delivers an impressive feature set—spaces, folders, lists, custom fields, multiple view types, and extensive automations. For some teams, that flexibility is a strength. For agencies, it often becomes a burden: endless configuration, steep learning curves, and still no client portal or integrated billing. If you're considering a switch from ClickUp to AgencyPro, this guide provides the complete migration playbook.
Key Takeaways:
- ClickUp's steep learning curve and configuration overhead slow agency teams down
- Simplify before migrating—trim unused custom fields and abandoned Spaces
- Start with one client as a pilot migration before doing the rest
- AgencyPro replaces ClickUp plus billing and portal tools with one purpose-built platform
Why Agencies Switch from ClickUp
ClickUp is powerful. Its hierarchy (Spaces → Folders → Lists → Tasks), custom fields, and 15+ view types let you model almost any workflow. New features ship frequently. For teams that want maximum customization, ClickUp delivers.
Agencies, however, often find that:
Complexity slows you down. ClickUp's learning curve is steep. New team members need weeks to understand the hierarchy, custom fields, and automations. Configuration becomes a full-time job. Agencies report spending more time maintaining ClickUp than executing client work.
No client portal. ClickUp's guest access gives clients a confusing view of your internal tool. They see Spaces, Folders, Lists—structures meant for your team. There's no polished, branded client experience. Agencies patch this with separate portals or screen-sharing, adding yet more tools.
No billing. ClickUp has no invoicing. You need QuickBooks, FreshBooks, or another billing tool. Time tracking exists, but it doesn't flow into invoicing without integrations. The path from "task completed" to "invoice paid" spans multiple platforms.
Feature overload. Agencies don't need 47 features. They need campaign management, retainer tracking, client approvals, and billing—working together out of the box. ClickUp requires extensive setup to approximate agency workflows, and custom dashboards break when the platform updates.
Performance and reliability. ClickUp's performance can degrade with large workspaces. Agencies managing 20+ clients and hundreds of tasks sometimes experience slow load times and sync issues.
AgencyPro addresses these gaps directly. It's purpose-built for agencies: streamlined project management, client portal, time tracking, billing, and white-label capabilities—all in one platform, with minimal configuration.
What to Migrate
Spaces and hierarchy. Map ClickUp Spaces and Folders to AgencyPro's client-centric structure. Each client typically becomes a workspace; projects live inside. You may flatten ClickUp's complex hierarchy into a simpler client → project → task model.
Lists and tasks. Export tasks with assignees, due dates, descriptions, statuses, and custom fields. Use CSV export from ClickUp and map to AgencyPro's import format.
Clients and contacts. Export client information. In AgencyPro, each client gets their own portal—so clean contact data is essential.
Files and docs. Download important attachments and re-upload to AgencyPro. ClickUp Docs can be exported; prioritize active project documentation.
Templates. Document your ClickUp templates (list structures, custom fields, automations). Recreate the essential workflows as AgencyPro project templates during migration.
Step-by-Step Migration Process
Step 1: Plan Your Migration Timeline
Allow 1–2 weeks for migration. Avoid peak delivery periods. Communicate the switch to your team 2 weeks in advance and to clients 1 week before. Many agencies choose a Friday cutover so the team has the weekend to adjust.
Step 2: Export Data from ClickUp
Export your data from ClickUp:
- Go to each Space or Folder you want to migrate
- Use ClickUp's export: Click the "•••" menu → "Export" → choose CSV or Excel
- Export lists with all relevant custom fields
- Download important file attachments manually—ClickUp doesn't include files in CSV exports
- Export your member/contact list if stored in ClickUp
If you use ClickUp's API or integrations, check for bulk export options. Most agencies rely on CSV exports for tasks and lists.
Step 3: Create Your AgencyPro Structure
Set up AgencyPro before importing:
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Create clients. Add each client. They'll receive portal access when you're ready.
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Build project templates. Create templates for your common workflows—monthly retainer, campaign launch, website project, etc. Include phases, tasks, and milestones. AgencyPro templates are simpler than ClickUp's—they're designed to work immediately without heavy customization.
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Configure billing and time tracking. Set up billing preferences, time tracking, and invoice templates. This is built-in, so no integrations required.
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Apply branding. White-label your client portal with your logo and colors so clients see your brand.
Step 4: Map and Import Data
Import your ClickUp exports into AgencyPro:
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Map ClickUp columns to AgencyPro fields. Key mappings: Task name → task name, Assignee → assignee, Due Date → due date, Status → status. Custom fields may need to be consolidated or dropped—keep only what's essential.
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Import via CSV. AgencyPro's import wizard guides you. Start with one Space or Folder to validate the mapping.
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Assign projects to clients. In AgencyPro, every project belongs to a client. Assign imported projects accordingly.
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Review and correct. Check assignees, due dates, and statuses. Fix any mapping errors before inviting the team.
Step 5: Train Your Team
AgencyPro's interface is designed for agencies—most teams adapt quickly. Focus training on:
- Where projects and tasks live
- How to track time (if you bill hourly)
- How to use the client portal for approvals and communication
- Where to find reports and dashboards
Unlike ClickUp, there's no deep hierarchy or extensive customization to learn. Team members typically reach productivity within days, not weeks.
Step 6: Onboard Clients
Invite clients to their branded portals:
- Send portal invites with login links
- Brief them on what they'll see: project progress, deliverables for approval, invoices
- Migrate active communications to AgencyPro
- Provide support during the first week as they get oriented
Step 7: Go Live and Decommission ClickUp
Make AgencyPro the primary system. Update workflows, templates, and documentation. After 1–2 weeks of parallel operation (if you chose that path), cancel ClickUp and archive your exports.
Feature Mapping: ClickUp to AgencyPro
| ClickUp | AgencyPro | |---------|-----------| | Spaces / Folders | Client workspaces | | Lists | Projects | | Tasks | Tasks | | Custom Fields | Project/task fields (simplified) | | Multiple Views | Project-centric views, client portal | | Time Tracking | Native time tracking with billing integration | | Docs | File sharing + project descriptions | | Comments | Task comments + client messaging | | Guests | Client portal (branded, purpose-built) | | Billing | N/A in ClickUp | Built-in billing |
The main difference: AgencyPro doesn't try to be everything. It focuses on agency workflows and includes client portal and billing that ClickUp doesn't offer.
What You'll Gain with AgencyPro
Simpler operations. No more Spaces, Folders, Lists, and 15 view types. AgencyPro's structure—clients, projects, tasks—matches how agencies think. New team members are productive in days.
Client portal built for agencies. Each client gets a branded portal for progress, approvals, and communication. No more confused clients in your internal tool.
Integrated billing. Time tracking and billing work together. Track hours, generate invoices, manage payments—all in one place. No QuickBooks or Harvest required.
White-label experience. White-label your portal so every client touchpoint reflects your brand.
Lower total cost. One platform replaces ClickUp plus billing, time tracking, and client portal tools. Most agencies save 30–50% on their tool stack by consolidating.
Purpose-built reporting. Dashboards for retainer utilization, team capacity, revenue by client. Built for agency owners, not generic project metrics.
Migration Checklist
- [ ] Set migration timeline; communicate to team and clients
- [ ] Export all ClickUp Spaces/Folders/Lists (CSV)
- [ ] Export client and contact data
- [ ] Download critical file attachments
- [ ] Document essential templates and workflows
- [ ] Create AgencyPro account
- [ ] Create clients and project templates
- [ ] Configure billing, time tracking, and white-label
- [ ] Map ClickUp columns to AgencyPro fields
- [ ] Import projects and tasks via CSV
- [ ] Assign projects to clients; verify data
- [ ] Train team on AgencyPro workflows
- [ ] Invite clients to portals
- [ ] Go live; optional parallel run
- [ ] Cancel ClickUp; archive exports
Common Migration Questions
How long does the migration take? Data migration: 2–3 days. Full transition including team training and client onboarding: 1–2 weeks. Agencies moving from complex ClickUp setups may need extra time for template recreation.
Will we lose customization? AgencyPro offers less customization than ClickUp by design—it provides agency workflows that work out of the box. Most agencies find they need less configuration, not more. Essential custom fields can often be recreated as project or task properties.
Can we get migration help? Yes. Book a demo and mention you're migrating from ClickUp. We can assist with data mapping, template setup, and best practices for your specific agency.
What about ClickUp integrations? AgencyPro has its own integration ecosystem. If you use ClickUp with Zapier, Slack, or other tools, evaluate AgencyPro's equivalents. Many agencies simplify by consolidating into one platform.
How does AgencyPro compare to ClickUp? AgencyPro trades ClickUp's breadth for depth in agency workflows. You get client portal, billing, and time tracking natively—features ClickUp doesn't have. The interface is simpler and faster to learn. See our AgencyPro vs ClickUp comparison for details.
Is AgencyPro easier for the team? Agencies consistently report faster onboarding with AgencyPro. The structure is client → project → task. No Spaces, Folders, or complex hierarchies. Focus stays on client work, not tool configuration.
What happens to our ClickUp Docs? ClickUp Docs can be exported manually. For active project documentation, copy or re-upload to AgencyPro's file-sharing and project descriptions. For reference docs, many agencies keep a PDF or export archived rather than migrating everything.
Tips for a Smooth ClickUp Migration
- Simplify before you migrate. Use the switch as an opportunity to trim unused custom fields and abandoned Spaces. Migrate only what you actively use.
- Start with one client. Run a pilot migration with a single client's projects. Validate the mapping and workflow before doing the rest.
- Train champions first. Have 1-2 team members become AgencyPro experts before full rollout. They can support colleagues during the transition.
- Communicate the "why." Explain to the team that the switch reduces complexity and adds client-facing capabilities. Frame it as an upgrade, not just a tool change.
Ready to Migrate?
Switching from ClickUp to AgencyPro means trading complexity for purpose-built agency tools. With clear planning and structured migration, the transition is manageable—and the result is a platform that lets your team focus on clients, not software.
Book a demo to see AgencyPro and get migration support. Our team can walk you through your ClickUp setup and ensure a smooth transition to a simpler, agency-focused platform.
Key takeaway: Migrating from ClickUp to AgencyPro trades endless configuration for purpose-built agency tools. You'll spend less time maintaining software and more time serving clients—with a client portal, billing, and time tracking that work together out of the box.