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CASE STUDIES
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2026
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XQL Group
Building an operating system in ClickUp for a marketing agency
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OVERVIEW
About the client
XQL Group is a B2B marketing agency specializing in technical and IT companies across European and international markets. As the agency scaled, the increase in clients and parallel work made daily operations harder to manage, and the existing ClickUp setup stopped reflecting real workflows.
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CHALLENGES
Unstructured ClickUp workspace without unified rules and control
Before the start of cooperation, XQL Group already managed clients in ClickUp, but the workspace had grown organically and lost its structure.
Many internal tasks remained in the “In Progress” status, overdue tasks accumulated, and some team members were overloaded.
It was impossible to see:
How much time each client and internal task required;
Where the team was working at maximum capacity;
Which tasks consistently delayed campaigns or reports.
How do we bring structure to a ClickUp that grew without one?
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SOLUTIONS
Task structure for clients and internal work
The first step was restructuring the ClickUp workspace to make it clear and usable for the team.
We separated client and internal work:
• each client got its own lists with the same status flow, so progress and blockers are easy to spot
• internal tasks were moved into a separate area with their own logic, views, and rules
For recurring work like content, campaigns, and reporting, we added templates and checklists to keep things consistent.
Finances and leads inside ClickUp
We combined lead and financial processes within ClickUp, giving XQL Group full visibility from first contact to paid invoice.
Finance
Invoices are linked to projects and managed through automations. Responsible people are assigned automatically and overdue payments are tracked with reminders, so nothing gets missed.
CRM
A separate space with CRM logic was set up. Leads move through a clear pipeline, and new contacts are automatically assigned to the responsible manager.
OKR, HR, and Knowledge Base
At the strategic level, we set up OKRs, HR processes, and a Knowledge Base inside ClickUp.
Goals are connected to tasks, allowing the team to track progress against key objectives.
A separate HR system was introduced with employee profiles, regular 1:1s, onboarding, and operational tasks. The Knowledge Base stores internal documentation, guides, and team standards in one place.
Automations support time tracking, while AI agents help generate daily project updates and structure documentation, reducing manual work.
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RESULTS
The updated ClickUp gave XQL Group a clear and predictable way of working
Operational effect
The team can clearly see workload, balance capacity across clients, and plan work more realistically. Bottlenecks and delays are visible earlier, while automations reduce manual follow-ups and keep tasks and payments on track.
Business level
Management has a clear view of project progress, team performance, financial flow, and goal tracking in one place. The CRM setup supports a more predictable sales pipeline, while unified HR processes and documentation help keep the team aligned as it grows.
20+
AUTOMATIONS
100%
PROJECTS Centralized
CRM
Built in ClickUp
We were using only about 10% of ClickUp. After working with Byte&Kite, we unlocked a lot of capabilities we didn’t even know existed.
Danylo Fedirko
Founder & CEO at XQL
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CASE STUDIES
