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CASE STUDIES
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2026
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PayKit
Organizing R&D workflows and project visibility in ClickUp for a POS platform
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OVERVIEW
PayKit is a POS platform that lets businesses manage sales, inventory, finances, and CRM from a phone or tablet, built for retail, food service, and service based businesses. As the R&D team grew, the company needed a single operational system to scale development without losing control over priorities and timelines.
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CHALLENGES
Jira without shared structure or rules
Before the project, PayKit's R&D team worked in Jira, but the tool had become a flat task list with no automations or dashboards, and sprint planning didn't happen in practice. Documentation lived separately in Google Drive, and communication was split across Google Chat. Processes had been rebuilt several times by different PMs, while 8 separate spaces, only 3 to 4 actually in use, added confusion rather than structure.
No visibility into time per client
Hours weren't tracked against specific clients or internal tasks, so it was unclear which accounts took up disproportionate team time.
Workload invisible until it broke
There was no way to see who was overloaded before releases started missing dates.
Recurring delays, no clear cause
The same types of tasks kept blocking releases and reporting, but without structured data there was no way to confirm which ones or why.
With Jira, we weren't seeing what was happening with workload or progress on team goals. Byte&Kite set everything up so well that ClickUp now gives me full control over clients, the team, and finances.
Dmytro Agapov
CEO of PayKit & CHM
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SOLUTIONS
One workspace instead of eight scattered projects
We consolidated all Jira projects into a single ClickUp workspace, organized into 2 to 3 spaces with clear folders and product tags. Client work and internal work were separated into their own structures, each with its own lists, views, and rules.
Each product got its own lists with one shared status flow. Backlog moves to Planning, then In Progress, Review, and Done
Fake sprints were replaced with a Kanban board using WIP limits, making progress and blockers visible immediately
Recurring processes such as development, testing, and reporting got templates and checklists to standardize work across tasks
Communication and documentation inside ClickUp
We brought communication and documentation into the same system as the tasks, removing the split between Google Chat and Google Drive.
Chat views were activated for every project and department, putting discussions next to the relevant tasks
ClickUp Docs replaced Google Docs for specs and guides, attached directly to tasks instead of living in a separate Drive folder
Support forms turned client reported bugs into tasks automatically, with all the needed fields filled in, removing manual copying
Automations, workload tracking, and AI reporting
We set up automations to handle the manual work PMs were doing by hand, including auto assigning tasks, escalating statuses stuck in "Blocked" or "Overdue," and sending reminders when a task moved into Review.
Workload views were configured for every team member, paired with Timesheets vs Workload reports comparing planned and actual hours
Goals were linked to tasks so it's visible which work is actually moving OKRs forward and which is just accumulating
AI agents generate daily R&D progress reports, flagging anomalies and stuck tasks before they become release risks
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RESULTS
The new ClickUp setup gave PayKit's R&D team a single system to plan, track, and report on its own work
Operational effect
The team can now see real workload and plan realistic volumes of work instead of estimating from memory. Client and internal tasks are separated, and statuses and deadlines no longer depend on individual habits. Delays surface earlier, and automations cut down on manual reminders and repeated overdue tasks.
Business level
Management gets release progress, per developer and per client workload, planned versus actual hours, and OKR progress without building manual spreadsheets, plus a daily AI report on risks and anomalies.
-3h
WEEKLY ON REPORTING
20+
AUTOMATIONS
8 to 1
SPACES CONSOLIDATED
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CASE STUDIES
