At Project Preservation, we manage complex homes and estates, which means every property has its own vendors, recurring maintenance, one-off work orders, insurance requirements, and operational history. If those details are scattered, even simple questions become harder than they should be:<\/p>\n\n\n\n
- \n
- Who services this property?<\/li>\n\n\n\n
- Is this vendor approved?<\/li>\n\n\n\n
- What work has this company completed before?<\/li>\n\n\n\n
- Can we batch these tasks into one visit?<\/li>\n\n\n\n
- Which market needs attention this week?<\/li>\n<\/ul>\n\n\n\n
Inside ClickUp, I built a connected property management system<\/a> using Custom Fields, filtered views, and Relationships. The setup starts with two simple Lists: a vendor list and a work order list.<\/p>\n\n\n\n
But once those Lists share the right fields and connect to each other, they become much more than lists. They become a working operating system.<\/p>\n\n\n\n
In this article, I\u2019ll show you how I built that system and how you can adapt the same structure for vendor management, CRM, client delivery<\/a>, team operations, or any workflow where contacts and work need to stay connected.<\/p>\n\n\n
\n\t\t\t\n\t\t\t\tClickUp Custom Fields: How I Built a Connected Property Management System for Vendors and Work Orders<\/div>\n\t\t\t\t\n\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\n\t\t\t\t- About Me: Founder of Project Preservation and Estatewyze<\/a><\/li>
- The Real Problem: Disconnected Vendor Data Creates Operational Drag<\/a><\/li>
- New to ClickUp Custom Fields?<\/a><\/li>
- Step 1: Build a Structured Vendor List with ClickUp Custom Fields<\/a>
- Use Location Fields to Create Visibility Across Multiple Properties<\/a><\/li>
- Standardize Service Domain and Compliance Data<\/a><\/li>
- Customize Statuses Around Vendor Health<\/a><\/li><\/ul><\/li>
- Step 2: Create Work Order Fields That Match the Type of Work<\/a>
- Keep Shared Fields Consistent Across Lists<\/a><\/li>
- Protect Field Consistency with Permissions<\/a><\/li><\/ul><\/li>
- Step 3: Use Views to Surface Decisions, Not Just Data<\/a><\/li>
- Step 4: Connect Vendors and Work Orders with ClickUp Relationships<\/a>
- How I Set Up the Relationship Field<\/a><\/li>
- What Relationships Help Me See<\/a><\/li><\/ul><\/li>
- What This System Looks Like in Practice<\/a><\/li>
- Why This Setup Works Beyond Property Management<\/a><\/li>
- How to Build Your Own Connected System in ClickUp<\/a><\/li>
- Build a Connected Operating System in ClickUp<\/a><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n
About Me: Founder of Project Preservation and Estatewyze<\/h2>\n\n\n\n
I\u2019m Melissa Shymko, Founder of Project Preservation, a Bay Area-based company that supports homeowners with the ongoing management and operation of their properties. My team specializes in building systems and processes that bring structure, consistency, and efficiency to complex homes and estates.<\/p>\n\n\n\n
Project Preservation has become our real-world testing ground. It is where we learn how homes actually function day to day, what breaks down, what repeats, and what kind of systems hold up under real use.<\/p>\n\n\n\n
I\u2019m also the creator of Estatewyze, a content platform where I share practical frameworks, templates, and insights for homeowners and operators looking to better manage their homes and workflows.<\/p>\n\n\n\n
Across both businesses, I use ClickUp as the backbone of our operations. Instead of treating it as a task manager, I think of ClickUp as a single source of truth<\/a>, a universal playbook for how we work with clients, teams, vendors, properties, and projects.<\/p>\n\n\n\n
The Real Problem: Disconnected Vendor Data Creates Operational Drag<\/h2>\n\n\n\n
When vendor data and operational work aren\u2019t connected, every update takes longer than it should.<\/p>\n\n\n\n
A lot of teams accidentally recreate a smaller version of Work Sprawl<\/a> inside their workspace. You might have a vendor list, a work order list, notes in a Doc, and a few important details trapped in someone\u2019s head.<\/p>\n\n\n\n
Technically, the information exists. But it doesn\u2019t work together.<\/p>\n\n\n\n
That creates problems fast:<\/p>\n\n\n\n
- \n
- You can\u2019t see who services which property without digging<\/li>\n\n\n\n
- You duplicate vendor details across multiple tasks<\/li>\n\n\n\n
- It becomes harder to batch related work and save time<\/li>\n\n\n\n
- Team members make judgment calls without a shared structure<\/li>\n\n\n\n
- Reporting becomes more manual than it needs to be<\/li>\n<\/ul>\n\n\n\n
I wanted a setup that gave me a quick, reliable view across multiple homes while still staying flexible enough to reflect how work actually happens.<\/p>\n\n\n\n
For me, that started with two simple Lists: vendors and work orders.<\/p>\n\n\n
\nAlso Read:<\/strong> Work Sprawl: What It Is and How to Overcome It?<\/a><\/p>\n\n\n<\/div>\n\n\n
New to ClickUp Custom Fields?<\/h2>\n\n\n\n
ClickUp Custom Fields<\/a> let you add structured data to tasks, Lists, Folders, and Spaces, so your workspace can track the exact information your workflow needs.<\/p>\n\n\n
\n![\"Customize](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2026\/03\/image-179-1400x972.png\")
Customize the details you want to monitor in your subscription tracker with ClickUp Custom Fields<\/figcaption><\/figure>\n<\/div>\n\n\n Instead of relying on task names or comments alone, you can track details like location, service domain, cost, renewal date, approval status, vendor type, insurance status, or work category in fields your team can filter, group, and report on.<\/p>\n\n\n\n
For this workflow, I used Custom Fields to turn a vendor list and work order list into a connected operating system.<\/p>\n\n\n\n
With the right fields in place, ClickUp stops being a place where information is stored and becomes a place where operational decisions get easier.<\/p>\n\n\n\n
Try ClickUp for free<\/a><\/div>\n\n\n\nStep 1: Build a Structured Vendor List with ClickUp Custom Fields<\/h2>\n\n\n\n
A vendor list becomes far more valuable when it is designed like a structured contact database instead of a basic roster.<\/p>\n\n\n
\n![\"List](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2026\/04\/Screenshot-2026-04-26-at-9.29.17-PM-1400x785.png\")
A structured vendor List in ClickUp with Custom Fields for location, contact info, ratings, and vendor status, turning a basic roster into a searchable operational database<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n What I call a vendor list could just as easily be a CRM, partner directory, personal contact hub, or even a household contact system. The core idea is the same: create consistent fields that make the information sortable, filterable, and useful in everyday operations.<\/p>\n\n\n\n
In my property management workflow, the vendor list includes the evergreen information you would expect:<\/p>\n\n\n\n
- \n
- Contact name<\/li>\n\n\n\n
- Phone number<\/li>\n\n\n\n
- Email<\/li>\n\n\n\n
- Website<\/li>\n\n\n\n
- Service domain<\/li>\n\n\n\n
- Insurance on file<\/li>\n\n\n\n
- Insurance renewal date<\/li>\n\n\n\n
- Vendor status<\/li>\n<\/ul>\n\n\n\n
This is where ClickUp Tasks<\/a> start doing more than tracking to-dos. Each vendor record becomes a structured operational profile.<\/p>\n\n\n\n
Instead of treating vendor information like loose reference data, I can use it to make better decisions.<\/p>\n\n\n\n
Use Location Fields to Create Visibility Across Multiple Properties<\/h3>\n\n\n\n
Managing multiple properties means the same vendor may work in one market, several markets, or across an entire portfolio.<\/p>\n\n\n\n
In this example, imagine we\u2019re managing three properties:<\/p>\n\n\n\n
- \n
- Phoenix<\/li>\n\n\n\n
- Park City<\/li>\n\n\n\n
- Austin<\/li>\n<\/ul>\n\n\n\n
For location, I chose labels rather than a single drop-down. That gave me the flexibility to assign a vendor to Phoenix, Park City, Austin, or multiple properties at once.<\/p>\n\n\n\n
In practice, that means I can quickly filter the list to see exactly which vendors are available in a given market without creating duplicate records.<\/p>\n\n\n
\n![\"Webinar](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2026\/04\/Screenshot-2026-04-26-at-9.18.40-PM-1400x785.png\")
Filter vendors by location in ClickUp to quickly see which contacts support each property or market<\/figcaption><\/figure>\n<\/div>\n\n\n That flexibility does come with a trade-off. If one vendor has multiple labels, sorting can get a little less tidy.<\/p>\n\n\n\n
For example, a vendor like Radiant may support both HVAC and plumbing. If both labels are selected, ClickUp will reflect that overlap. In some cases, a single drop-down may be cleaner. But in this workflow, I preferred the flexibility because it better reflects the real world.<\/p>\n\n\n\n
That is the kind of design choice worth making deliberately.<\/p>\n\n\n\n
Ask yourself:<\/p>\n\n\n\n
- \n
- Do I need clean single-category sorting?<\/li>\n\n\n\n
- Or do I need flexibility that reflects how my business actually operates?<\/li>\n<\/ul>\n\n\n\n
For property operations, flexibility matters.<\/p>\n\n\n\n
Standardize Service Domain and Compliance Data<\/h3>\n\n\n\n
Location alone isn\u2019t enough. I also need to know what kind of work a vendor does<\/a> and whether they\u2019re operationally ready to step on-site.<\/p>\n\n\n\n
That is why I added a service domain<\/strong> field.<\/p>\n\n\n\n
This lets me sort vendors by the type of work they do, such as:<\/p>\n\n\n\n
- \n
- HVAC<\/li>\n\n\n\n
- Plumbing<\/li>\n\n\n\n
- Electrical<\/li>\n\n\n\n
- Landscaping<\/li>\n\n\n\n
- Handyman services<\/li>\n\n\n\n
- Cleaning<\/li>\n\n\n\n
- Maintenance<\/li>\n<\/ul>\n\n\n\n
I also track insurance because any vendor setting foot on a property needs to have current insurance on file.<\/p>\n\n\n\n
For that, I use a simple checkbox field:<\/p>\n\n\n\n
- \n
- Insurance on file: yes or no<\/li>\n<\/ul>\n\n\n\n
Then I pair it with a date field:<\/p>\n\n\n\n
- \n
- Insurance renewal date<\/li>\n<\/ul>\n\n\n\n
This keeps compliance visible without burying it in comments or files.<\/p>\n\n\n\n
Customize Statuses Around Vendor Health<\/h3>\n\n\n\n
I also customize statuses to reflect vendor health, not generic project progress<\/a>.<\/p>\n\n\n\n
Instead of using standard statuses, I want to know:<\/p>\n\n\n\n
- \n
- Is this vendor new?<\/li>\n\n\n\n
- Is this vendor preferred?<\/li>\n\n\n\n
- Is this vendor on the do-not-use list?<\/li>\n<\/ul>\n\n\n\n
No one likes a do-not-use list, but it is important. Sometimes it is better to keep a vendor like Jerry\u2019s Plumbing on record so the team knows we worked with them before and decided not to use them again.<\/p>\n\n\n\n
That history matters.<\/p>\n\n\n\n
A clean vendor system<\/a> doesn\u2019t just tell you who to call. It also tells you who not to call.<\/p>\n\n\n\n
Step 2: Create Work Order Fields That Match the Type of Work<\/h2>\n\n\n\n
Not every workflow needs the same fields. That is exactly why Custom Fields should be tailored by use case.<\/p>\n\n\n\n
One of the biggest mistakes teams make is trying to force every List to carry the same metadata. That usually creates bloat.<\/p>\n\n\n\n
In my case, vendors and work orders are connected, but they don\u2019t need identical structures.<\/p>\n\n\n\n
The vendor List is about contacts and compliance.
The work order List<\/a> is about execution.<\/p>\n\n\n\nIn work orders, I care about details like:<\/p>\n\n\n\n
- \n
- Cost<\/li>\n\n\n\n
- Type of work<\/li>\n\n\n\n
- Location<\/li>\n\n\n\n
- Service domain<\/li>\n\n\n\n
- Vendor assigned<\/li>\n\n\n\n
- Status<\/li>\n\n\n\n
- Timeline<\/li>\n\n\n\n
- Related property<\/li>\n\n\n\n
- Work priority<\/li>\n<\/ul>\n\n\n\n
This keeps each List clean, relevant, and easy to use.<\/p>\n\n\n\n
Keep Shared Fields Consistent Across Lists<\/h3>\n\n\n\n
Even though the Lists have different purposes, some fields should stay consistent.<\/p>\n\n\n\n
For example, I use the same location<\/strong> and service domain<\/strong> logic across both vendors and work orders.<\/p>\n\n\n\n
That consistency matters because it lets me analyze different types of work through the same lens. If location and service domain mean the same thing in both Lists, I can move between contacts and work without mentally translating categories every time.<\/p>\n\n\n\n
This is what makes the system scalable.<\/p>\n\n\n\n
If Phoenix means one thing in the vendor List and something slightly different in the work order List, reporting gets messy. If plumbing is categorized differently across Lists, batching work gets harder.<\/p>\n\n\n\n
Shared fields create a shared language.<\/p>\n\n\n\n
Protect Field Consistency with Permissions<\/h3>\n\n\n\n
It is also important to decide how editable those fields should be.<\/p>\n\n\n\n
Do you want anyone on your team to add new field values? Or do you want the structure to stay tight and consistent?<\/p>\n\n\n\n
If you want consistency, do not leave core values open to endless interpretation.<\/p>\n\n\n\n
In ClickUp, you can use field permissions<\/a> so team members can select from approved options without changing the field values themselves. That way, your team can use the system without accidentally reshaping it every time they need a new category.<\/p>\n\n\n
\nPro Tip:<\/strong> Lock down core field options when consistency matters. Let your team select from approved values, but limit who can edit the field choices themselves. This keeps your system flexible without letting categories drift over time.<\/p>\n\n\n<\/div>\n\n\n
Step 3: Use Views to Surface Decisions, Not Just Data<\/h2>\n\n\n\n
Once the field structure is in place, ClickUp Views<\/a> become much more powerful.<\/p>\n\n\n\n
I can look across all work orders by location and instantly see what is happening in:<\/p>\n\n\n\n
- \n
- Park City<\/li>\n\n\n\n
- Austin<\/li>\n\n\n\n
- Phoenix<\/li>\n<\/ul>\n\n\n\n
Then I can go one level deeper and group work by type.<\/p>\n\n\n\n
That helps me spot opportunities to batch related tasks together instead of reacting to one request at a time.<\/p>\n\n\n\n
For example, if I have three small plumbing items on a punch list, I don\u2019t want to call the plumber out three separate times. I would rather group those tasks with a scheduled inspection or annual maintenance visit if the timing lines up.<\/p>\n\n\n\n
That creates efficiency for my team and better cost control for clients.<\/p>\n\n\n
\n![\"Group](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2026\/04\/Screenshot-2026-04-26-at-9.21.14-PM-1400x785.png\")
Group vendors by service domain and see linked work orders directly in the List View, making it easy to spot which vendors handle what and where work is concentrated<\/em><\/figcaption><\/figure>\n<\/div>\n\n\n This is the part many workflows miss<\/a>.<\/p>\n\n\n\n
The goal isn\u2019t just to organize information. It is to make better operational decisions because the structure helps the right patterns stand out.<\/p>\n\n\n\n
A good view should help you answer questions like:<\/p>\n\n\n\n
- \n
- What work is happening in Phoenix this week?<\/li>\n\n\n\n
- Which vendors are tied to active work orders?<\/li>\n\n\n\n
- Which service domains have multiple open requests?<\/li>\n\n\n\n
- Can we batch related work into one visit?<\/li>\n\n\n\n
- Which tasks need attention before they become urgent?<\/li>\n<\/ul>\n\n\n\n
If a view only stores data but doesn\u2019t help you make a decision, it probably needs to be rethought.<\/p>\n\n\n
\nClickUp Insight:<\/strong> When teams manage contacts, tasks, and updates across disconnected tools, context gets lost fast. A connected workspace reduces duplicate entry, makes information easier to filter, and gives teams one reliable place to understand what happened, who handled it, and what needs attention next.<\/p>\n\n\n\n
Organize your work in ClickUp<\/a><\/div>\n\n\n<\/div>\n\n\nStep 4: Connect Vendors and Work Orders with ClickUp Relationships<\/h2>\n\n\n\n
ClickUp Relationships<\/a> are what turn separate Lists into a real operating system.<\/p>\n\n\n\n
Up to this point, I can manage vendors well and track work well. But the real magic happens when those two systems stop living in silos.<\/p>\n\n\n\n
With ClickUp Relationships, I can link a work order directly to the vendor assigned to it.<\/p>\n\n\n\n
Now, a task is no longer just a standalone item in a List. It is tied to the real person or company responsible for the work.<\/p>\n\n\n\n
From the work order side, I can see who is doing the job. From the vendor side, I can see which tasks and projects are connected to that vendor over time.<\/p>\n\n\n\n
Because the Relationship is bidirectional, I don\u2019t have to rebuild that context in multiple places.<\/p>\n\n\n
\n![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2026\/04\/Screenshot-2026-04-26-at-9.22.55-PM-1400x785.png\")
ClickUp Relationships link vendors to work orders bidirectionally, so you can see connected tasks, docs, and operational history from either record<\/figcaption><\/figure>\n<\/div>\n\n\n How I Set Up the Relationship Field<\/h3>\n\n\n\n
Inside the work order List, I create a new field and choose Relationship<\/strong>.<\/p>\n\n\n
\n![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/12\/ClickUp-Relationships-1.png\")
ClickUp Relationships ensure sync between tasks and docs across the workspace<\/figcaption><\/figure>\n<\/div>\n\n\n Then I name the field Vendor<\/strong>.<\/p>\n\n\n\n
Instead of letting it connect to any task in the workspace<\/a>, I limit it to a specific List: the vendor List.<\/p>\n\n\n\n
That keeps the Relationship focused and prevents people from linking unrelated tasks by accident.<\/p>\n\n\n\n
Once the field is created, I can assign vendors to specific work orders. For example:<\/p>\n\n\n\n
- \n
- Handyman repair \u2192 assigned to a handyman vendor<\/li>\n\n\n\n
- Plumbing issue \u2192 assigned to a plumbing vendor<\/li>\n\n\n\n
- HVAC inspection \u2192 assigned to an HVAC vendor<\/li>\n<\/ul>\n\n\n\n
Then, when I go back to the vendor List, I can see the related work orders from that vendor record too.<\/p>\n\n\n\n
That is where the system starts to feel connected.<\/p>\n\n\n\n
What Relationships Help Me See<\/h3>\n\n\n\n
Relationships give me a much more complete picture of operational history.<\/p>\n\n\n\n
I can see:<\/p>\n\n\n\n
- \n
- Which vendors repeatedly handle a certain type of issue<\/li>\n\n\n\n
- What work has already been completed by a given vendor<\/li>\n\n\n\n
- Whether a contact is still active and trusted in the workflow<\/li>\n\n\n\n
- How work is distributed across properties or service types<\/li>\n\n\n\n
- Which vendors are tied to recurring maintenance<\/li>\n\n\n\n
- Which vendors may need updated insurance before being assigned again<\/li>\n<\/ul>\n\n\n\n
This turns vendor management<\/a> from a static list into a working system.<\/p>\n\n\n\n
- Insurance renewal date<\/li>\n<\/ul>\n\n\n\n
- Insurance on file: yes or no<\/li>\n<\/ul>\n\n\n\n
- What Relationships Help Me See<\/a><\/li><\/ul><\/li>
- Protect Field Consistency with Permissions<\/a><\/li><\/ul><\/li>
- Standardize Service Domain and Compliance Data<\/a><\/li>
- The Real Problem: Disconnected Vendor Data Creates Operational Drag<\/a><\/li>
- About Me: Founder of Project Preservation and Estatewyze<\/a><\/li>