UK Machinery Firm Automates Workflows With ClickUp

The client is a UK plant and machinery and equipment rental company running its operations in ClickUp. While ClickUp was central to day-to-day operations, much of the surrounding work was still manual, from SKU assignment and cost calculations to inspections, field-photo management, and tracking machine locations. Mavlers built an automation suite around ClickUp to connect these processes and give the client a system it could ultimately own and operate itself.

• Manual SKU assignment: Product SKUs were pulled from a master Google Sheet and copied into ClickUp tasks one at a time.
• No parent-to-subtask data sync: Updates made to parent tasks did not flow through to subtasks, forcing teams to duplicate information manually.
• Manual parts and labour calculations: Job costs were calculated by hand, creating room for errors and slowing invoicing.
• Unstructured inspection workflows: Forms, reviewer assignments, approvals, and inspections lacked a consistent process and audit trail.
• No machine-location visibility: The team had no centralized way to see where machines were physically located for collection and delivery, creating logistics inefficiencies.

• Eliminate repetitive manual work across core ClickUp workflows
• Automate SKU assignment and task data synchronization
• Automate parts and labour cost calculations
• Create a consistent, auditable inspection process
• Improve field-team workflows for photo uploads
• Give the operations team live visibility into machine locations
• Build an automation system the client could own and manage long-term

• Automated SKU assignment: Connected the ClickUp workflow to the master Google Sheet so the correct product SKU is assigned automatically to each task.
• Parent-to-subtask synchronization: Built automated field propagation so relevant updates made to parent tasks flow through the entire task hierarchy.
• Automated costing: Integrated parts and labour calculations directly into ClickUp, with totals updating in real time as line items change.
• Structured inspection workflow: Created a defined inspection pipeline connecting forms, reviewers, and approval stages with an audit trail.
• Automated field-photo uploads: Enabled photos captured in the field to be uploaded and attached to the correct ClickUp tasks automatically.
• Live machine mapping: Built a custom Google Maps page that plots machine collection and delivery locations using ClickUp data.
• Infrastructure handoff: Deployed the solution on Railway and then migrated the full codebase to the client's own Railway and GitHub accounts, giving them long-term ownership and control.

• 100% elimination of manual SKU assignment and cost calculations
• 10+ hours/week reclaimed through automated SKU assignment, cost calculations, field sync, and photo uploads
• Full infrastructure ownership transferred to the client for long-term control