DISCLAIMER: As you probably already know, this page may contain affiliate links. If you click on one of the product links, I’ll receive a small commission. Thanks!
Have you ever felt like your entire business is trapped inside your head?
Like you’re the only one holding everything together, racing to meet deadlines, chasing down late invoices, forgetting follow-ups, and waking up at 2 AM with that sinking feeling that something slipped through the cracks?
You’re not alone.
This is the daily reality for countless entrepreneurs and business owners. What starts as a simple to-do list quickly spirals into mental chaos. Sticky notes on your desk, reminders on your phone, scattered Google Docs, and inbox flags become a shaky system you hope won’t crumble.
The solution isn’t grinding harder. It’s smarter systems. The kind of systems that don’t depend on your memory, your willpower, or your sleep schedule. It starts with a powerful tool you might already be using but not to its full potential: ClickUp automation.
With the right setup, ClickUp becomes your silent operations manager, taking recurring tasks off your plate so you can focus on what really matters. And the best part? It only takes a few minutes to set up.
Let’s dive into how ClickUp automation can transform your day-to-day operations, reduce stress, and help your business scale without sacrificing your sanity.
Taming the Task List with ClickUp Automation
We all begin with the best intentions: checklists, productivity apps, even bullet journals. But manual task management is a fast track to burnout. As Yvi notes, the “constant nagging feeling” that you’ve forgotten something zaps your energy and keeps you reactive instead of strategic.
That’s where ClickUp automation steps in.
By using ClickUp to automate recurring tasks, you remove the need to remember every detail. No more post-its, no more calendar reminders. Just a clear system that delivers tasks when you need them and only when you need them.
Whether it’s client emails, financial check-ins, or team reports, automation means your brain doesn’t have to carry it all.
How to Automate Recurring Tasks in ClickUp (in Under 10 Minutes)
Yvi’s system is beautifully simple: create a “Business Routines” list in ClickUp, and start adding the recurring tasks that keep your operations running.
Examples of automated tasks to include:
Weekly admin: Upload bank statements, review budgets, check for website errors
Monthly or quarterly: File taxes, review KPIs, revisit business goals
Annually: Reconnect with past clients, refresh SOPs, update documentation
All you need to do is set the recurrence—weekly, monthly, quarterly, or annually—and let ClickUp automation do the rest. Tasks will appear at the right time and disappear once completed.
Need to get fancy with timing (like every 2nd Thursday and 3rd Wednesday)? Don’t overcomplicate it. Just create two separate recurring tasks. Keep it clean. Keep it functional.
Boost Client Retention with Automated Follow-Ups
Think ClickUp automation is just for internal admin? Think again.
Client retention is one of the most profitable yet neglected areas in most businesses. Why? Because follow-ups often fall to the bottom of the to-do list.
Yvi’s strategy uses ClickUp automation to make follow-ups seamless. When a client project is marked complete in your CRM, it triggers a new task in ClickUp with pre-filled contact info and follow-up details. Once completed, the task automatically reschedules itself 90 days out.
This ensures you never forget to check in, ask for testimonials, or open the door to future work. It keeps your relationships warm and your business growing.
Free Your Mind for Creative, CEO-Level Work
The biggest benefit of automating recurring tasks isn’t just about checking more boxes.
It’s about reclaiming your brain.
When you use ClickUp automation, you stop carrying dozens of to-dos in your head. This mental space can now be used for CEO-level thinking: building new offers, creating better systems, serving your clients at a higher level.
No more waking up wondering what you forgot. No more relying on your memory to drive the business forward.
As Yvonne puts it, “You stop fighting the headwind. You let your system carry the load.”
Start Small with ClickUp Automation and Watch Your Results Snowball
You don’t have to overhaul your whole business overnight.
Start with one recurring task you always forget or dread. Add it to ClickUp, set it to repeat, and let the system do the remembering.
Then add another.
Soon, you’ll find your days feel lighter, your team more empowered, and your business more predictable. All because you took a few minutes to set up a process once and let ClickUp automation take it from there.
Conclusion: Give Your Brain a Break with ClickUp Automation
Your brain was never meant to manage every deadline, detail, or due date.
With ClickUp automation, you can stop relying on memory and start relying on systems. It’s a simple but powerful shift that frees up your time, reduces stress, and unlocks serious business growth.
What’s the first recurring task you’re going to automate?
ready to take action and stop trying to figure it all out on your own?
You don’t have to do it all – or all by yourself.
I have helped many Digital Entrepreneurs scale their operations, teams, and offers!
Let’s get you to that next level.
Video Transcription:
Yvonne Heimann [00:00:00]:
Does it seem like your invoices are always late, you forget to send your follow ups and your whole business is just running from memory? I know the feeling. I’ve been there too. But what if I told you you could get all of that out of your head in the next 10 minutes and automate those business tasks for good? Today I’m showing you how a simple ClickUp automation can save you brain power and stop you from forgetting important business tasks tasks forever. Not only that, as a little bonus, I’m going to show you how you can use that to follow up with past clients. Because we know past clients are an easier sell than finding new clients every single month. And if you don’t know me yet, hi, I’m Yvi from askyvi.com and I am a business efficiency consultant and leadership coach who has been working with ClickUp since 2018. I’ve helped countless business owners transform their chaotic processes into streamlined system. Now let me show you something that might be familiar.
Yvonne Heimann [00:01:09]:
Chaotic tasks lists. We we all start there. And no matter if it is physical in a book or even digital in ClickUp, we often start with a total chaos. Trying to remember everything. Missing deadlines and feeling that constant nagging feeling of what did I for what’s missing? I forgot something, didn’t I? Here’s that brain saving secret. I’m about to show you a simple ClickUp automation system for recurring tasks. How to set this up in under 10 minutes and why this works better than any to do list you’ve tried. So let’s dive in and as you can see in here, really really, really simple.
Yvonne Heimann [00:01:47]:
Pay your estimated taxes. I have a finance Friday where I go in and potentially upload bank statements. I put in my bills, I do my budgeting, all kinds of ST. We have emailed website tasks for checking the 404s and this is why I wanted to start out with this. Because it’s so simple that when you have these recurring tasks in your business, simply set them up in this business routine list and set them to recur. Set them to reoccur every week, every month, every quarter, annually. However, you need them to recur in here. Now here’s a little pro tip.
Yvonne Heimann [00:02:29]:
Yes Yvi, we all know reoccurring tasks. Cool. Awesome. If you already have them, yes, you’re already one step ahead of a lot of other people. The most common question I get for something as simple as implementing business routines is but what if I needed every second Thursday and every third Wednesday? You can simply rather than doing the every week repeat Set one task for the every Tuesday and then set another task for every second Thursday. So rather than trying to build an automation for a weird recurring channel in one task, simply use multiple tasks. Working with my coaching clients and working in our group programs, the thing that we have realized over and over and over again is a simple automation like this might be like oh yeah, who needs this? We are all good. Who the brain power you are saving yourself.
Yvonne Heimann [00:03:36]:
You are not fighting against the headwind anymore. It is there, it is not nagging here and telling you did you do this? Did you do this? Have you done this? By the way, don’t forget about it. You are not having the 2am Wake up call. It is right here. It is out of sight and comes back into mind when the due date tells you you need to do it. And here’s the bonus I wanted to share with you and another use case for a similar automation following up with past clients right. We want to reach out to them, we want to stay in contact with them, but how often do we forget again to reach out to them in regular intervals? Now using our CRM set up that you can see in another video right up here, what we do is when a client is off, boarded and finished and we’ve done the work that creates an automation that creates a task in our CS task list that brings in the email that brings in the name and we have an automation running in here that then automatically when we followed up with them and we mark the task in here as complete creates another task 90 days later to pop back up again. So what that automation is from our CRM once a client was won and we did the job and it’s complete, it creates a task in our CS tasks to follow up, set a due date, transfer the email into the fields and just like our admin tasks recur on a regular basis, it recurs right in here and reminds me to follow up with past clients because we love our clients and life happens and I often forget to just follow up with them with that.
Yvonne Heimann [00:05:26]:
Now if you’re ready to take your automations to the next level, I’ve got a playlist for you right here on how to automate your processes using ClickUp. If you’re ready to stop micromanaging your business and having everything in your head, that playlist is your next power move. And let me know in the comments what’s the first task you’ll automate using this setup? Remember your brain is meant for growing your business, not remembering all of these single tasks. See you in the next video.
