What changed?

✔ Centralized operations in ClickUp

✔ Synced live data into Notion dashboards

✔ Used AI summaries for reporting & updates

Below is the exact workflow, step-by-step.

1. ClickUp = Operations Engine

This is where all the work happens: tasks, maintenance, renewals, vendor messages, deadlines.

In ClickUp, create these Spaces:

• Leasing

• Maintenance

• Renewals

• Compliance

• Finance (Arrears & Rent Roll)

• Vendors

Inside each Space, set up:

• Custom fields (Property, Tenant, Cost, Vendor, SLA, Category)

• Statuses (New → In Progress → Waiting → Completed)

• Automations, e.g.:

  • If email received → create task → auto-classify issue → assign contractor

  • If renewal 90 days out → generate workflow → message tenant

  • If maintenance overdue → ping vendor + notify manager

ClickUp is your execution layer.

Every action happens here.

2. Notion = Live Portfolio Overview

Notion becomes your HQ dashboard for insights, reports, and a clean top-level view your team can understand instantly.

Create these Notion databases:

• Portfolio Dashboard

• Active Maintenance

• Upcoming Renewals

• Compliance Status

• Financial Summary (Rent, Arrears, Expenses)

These aren’t manually updated — they sync from ClickUp.

3. Sync ClickUp → Notion (Live Data Feed)

We use Zapier (or Make.com) to push ClickUp activity into Notion.

Zaps to set up:

Zap #1 — New Maintenance Task → Add to Notion (Active Maintenance DB)

Trigger: New task in ClickUp (Maintenance Space)

Actions:

• Create Notion record

• Map fields: Property, Issue Type, Vendor, Cost, SLA, Priority

• Add task URL in Notion

Now your Notion dashboard shows live maintenance activity.

Zap #2 — Renewal Triggered → Add to Notion (Upcoming Renewals DB)

Trigger: Status in ClickUp changes to “Renewal Started”

Actions:

• Create/update a Notion entry

• Show renewal date, tenant name, rent, renewal stage

Portfolio leads can now see renewals at a glance — no asking anyone.

Zap #3 — Compliance Task Completed → Update Notion Compliance DB

Trigger: Task status = Completed

Action: Update Notion entry with timestamp + next inspection date

This creates a fully automated compliance tracker.

Zap #4 — Daily Sync of Financial Tasks → Notion Financial Summary

Trigger: Scheduled daily

Action: Fetch all rent, arrears, expenses tasks from ClickUp

Push → Notion

Now your financial dashboard is always up-to-date.

4. AI Summaries (The Secret Sauce)

The best part: You don’t manually write updates or compile reports.

Use ClickUp AI or OpenAI via Zapier to generate:

• Weekly maintenance summary

• Vendor performance report

• Renewal pipeline summary

• Compliance upcoming deadlines

• Monthly financial snapshot

Zap Example:

Trigger: Every Friday 4 PM

Actions:

1. Zapier pulls tasks completed this week

2. Sends them to OpenAI GPT-4.1

3. GPT writes:

   • “Top issues this week”

   • “Cost breakdown”

   • “Overdue items”

   • “Vendor delays”

4. The AI summary is automatically posted to Notion → “Weekly Ops Report”

Team reads one page instead of digging through tasks.

5. Notion Dashboard Setup (Final Layer)

Your Notion workspace now shows:

Live Widgets:

• ⭐ Units with active issues

• 🔧 Maintenance by priority

• 📅 Renewals due this month

• 🔥 Compliance expiring in next 30 days

• 💰 Arrears and cashflow

• 🎯 Weekly AI Summary

Everything updates itself — no data entry.

6. The Outcome (Realistic + Proven)

Teams using this setup report:

• 12–18 hours/week saved

• 0 missed compliance deadlines

• Response times cut in half

• Full operational visibility from a single Notion page

• Managers only touch exceptions, not everything

ClickUp = work engine.

Notion = brain + reporting layer.

AI = glue that keeps it all clean and summarised.