Sales
ClickUp + WhatsApp: turn chats into ClickUp tasks and keep customers updated
If your team runs its pipeline in ClickUp but talks to customers on WhatsApp, someone is copying details between the two. Here is how to connect them both ways: new chats become tasks, and a status change in ClickUp messages the customer.
MonoChat Team Updated: 5 min read
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To connect WhatsApp to ClickUp, let each qualifying chat create a ClickUp task in your pipeline list with the customer’s details and the conversation link, and let status changes in ClickUp trigger a message, a note or a tag back in the chat. In MonoChat this is the ClickUp Lead Sync app: lead rules decide which chats become tasks, reactions decide what happens when a task moves, and fields can sync both ways.
This guide covers when the integration pays off, what to sync, how the two-way link works, and how to set it up.
Why connect WhatsApp and ClickUp
Many small sales and service teams run their pipeline in ClickUp: one list for leads, statuses such as New, Contacted, Offer sent and Won, and assignees. The conversations, though, happen on WhatsApp and Instagram. Without a link:
- someone copies names, numbers and requests from the chat into a task by hand;
- tasks lack the context, so the next person asks the customer the same questions;
- when a deal moves in ClickUp, nobody tells the customer;
- a lead that wrote at 22:00 waits until someone opens ClickUp the next morning.
Connecting the two means the task is created where the team works, and the customer hears about progress where they talk.
What to sync
| From WhatsApp to ClickUp | From ClickUp to WhatsApp |
|---|---|
| New lead: name, phone, e-mail, channel, ad source | Status changed to “Offer sent”: send the offer message |
| First message and a link to the conversation | Status changed to “Won”: send a thank-you, add a tag |
| AI summary and interest, if an AI assistant qualified the lead | A comment in ClickUp: a note for the agent in the chat |
| Orders: amount, items, payment method and reference | Order marked paid: send a receipt, start your own flow |
| A note added to the customer: a comment on the task | A field edited in ClickUp: the customer profile updates |
Keep the first version small: one lead list, two reactions (offer sent and won) and the phone, e-mail and source fields. Add more once the team trusts it.
How the two-way link works
Chats to tasks. A lead rule has a trigger, filters and a target list. Triggers include a new conversation, a new customer’s first message, a tag added, a profile field filled, a Facebook or Instagram Lead Ads form, the AI assistant calling “Send to ClickUp”, or a click on Send as lead in the inbox. Filters narrow it by channel, source (ad click, organic or Lead Ads), keyword in the first message, business hours, and whether a phone number or e-mail is known. If the same customer already has an open task from that rule within the days you set, the app adds a comment instead of a duplicate.
Tasks to chats. A reaction watches a list for a status change, a field condition or a paid order, and then sends a message to the customer, writes a whisper for the team, adds or removes tags, assigns or closes the conversation, or emits a custom event that starts your own MonoChat flows.
Timing. ClickUp cannot call MonoChat, so the app reads the lists it uses every 1, 5 or 15 minutes, with one request per list per read. ClickUp’s API allows 100 requests per minute per token on the Free Forever, Unlimited and Business plans, 1,000 on Business Plus and 10,000 on Enterprise, so even a 1-minute read of a few lists stays well within the limit.
WhatsApp rules. A reaction’s message goes out as a free message while the 24-hour customer service window is open. After it closes, WhatsApp only allows an approved template, so choose one for each reaction; Meta charges each delivered template by category and the recipient’s country, as our WhatsApp API pricing guide explains. Customers with an opt-out tag are never messaged.
How to set it up in MonoChat
MonoChat is an official Meta Business Partner and puts WhatsApp, Instagram, Messenger, TikTok and web chat in one team inbox.
- Get a ClickUp token. In ClickUp, open your avatar › Settings › Apps › API Token and generate one (it starts with
pk_). Tasks and comments will appear under that person’s name. - Install the app. Install ClickUp Lead Sync from Settings › MonoStore › Apps, open the ClickUp desk, paste the token under Connection, click Test and choose the workspace.
- Write a lead rule. Under Lead rules, pick the trigger and filters, the space, folder and list, the task name and description (placeholders such as
{name},{phone},{firstMessage}and{conversationLink}), the status, priority and assignee, and map fields to your ClickUp custom fields, one way or both ways. - Add reactions. Under Reactions, choose the list and condition (for example “the status becomes Offer sent”), the message to the customer, the template to use after the 24-hour window, and any tags, notes or custom events.
- Optional: orders. Under Order flow, pick an order list and how the app learns an order is paid: MonoChat payment links, a status or field in ClickUp, or a call from your own system.
- Test, then switch on. Turn on Test mode: every step is written as a whisper in the conversation and nothing reaches ClickUp or customers. When it looks right, switch the app on from the power button in the desk header.
The Today and Activity screens show what the app did, including skipped steps with the reason and errors with retries, and a ClickUp card beside each conversation shows the customer’s tasks. For a broader view of CRM options, see WhatsApp CRM; for lead capture ideas, WhatsApp lead generation.
Start for free at app.monochat.ai and see the ClickUp + WhatsApp page.
Sources
- ClickUp Developer: Rate limits (opened 30 Oct 2026)
- Meta for Developers: Pricing on the WhatsApp Business Platform (opened 30 Oct 2026)
- MonoChat help center: ClickUp Lead Sync
Put this into practice with MonoChat