How This Google Ads Agency Systemized Their Business with ClickUp

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“For years, I struggled to make ClickUp work for my agency. I didn’t know what templates or spaces to use, and I couldn’t figure out how to bring all our spreadsheets, documents, and client management into one easy-to-use system. Stackset listened to what we needed, helped us move everything into one place, and showed us how to simplify and automate our business. It’s been a complete transformation.”

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Agencies often hope to run smoothly, but the day-to-day reality can be chaotic. For Mike Mancini and his team at Mancini Digital, managing projects meant juggling Google Sheets, scattered SOPs, endless email threads, and a ClickUp setup that felt complicated rather than helpful. After years of trying, simplicity still felt out of reach

When Mancini Digital teamed up with stackset to join the ClickUp Agency Accelerator beta, they weren’t just looking for another tool. They wanted a way to create order, boost efficiency, and grow their agency. This is their story: how they made it happen, what they learned along the way, and why the idea of a "business in a box" became their north star.

The Challenge: Growing Pains and Operational Overwhelm

Mancini Digital is a sharp, fast-moving Google Ads agency. But as the team expanded, so did the complexity of their operations. Mike, the founder, had used ClickUp for years but never felt like he was unlocking its full potential. Instead, the team leaned on a mix of spreadsheets, Google Docs, and Slack to keep projects on track and clients satisfied.

Their main challenges were:

• Information spread across platforms: Client details, SOPs, and project notes were spread across different tools, making it hard to see the big picture.
• Repetitive manual tasks: Bringing on new clients or team members meant rebuilding checklists and hunting for documents every time.
• Limited oversight: Keeping track of sales, leads, and project status was a hassle, and important messages often got lost.
• ClickUp’s learning curve: Despite its features, ClickUp felt overwhelming. Mike said, “I’ve been using ClickUp for years but couldn’t figure out how to fit just my business into it without all the extras we don’t need right now.”

The outcome? Valuable time spent on avoidable tasks, opportunities that could have been smoother, and the challenge of staying ahead while managing steady growth.
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The Solution: A Clear, Phased Approach to Mastering ClickUp

At stackset, we know that success with ClickUp isn’t about just dropping in templates or giving generic advice. Our process began with a deep discovery phase where we worked closely with Mike and Sia (Operations Lead) to pinpoint exactly what ClickUp needed to do for Mancini Digital.

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Key elements of the solution included:

• Custom SOP Libraries: We helped document and organize every key process. From client onboarding to campaign management, directly inside ClickUp. Tasks were linked to video walkthroughs and written SOPs, making it easy for the team to find and use the info they needed.

• Sales and Lead Pipelines: We built pipelines tailored to Mancini Digital’s actual sales flow, complete with automations, custom fields, and dashboards for instant visibility and tracking.

• Email Integration: Bringing client emails into ClickUp allowed the team to monitor conversations, assign follow-ups, and keep communication seamless.
• Phased Onboarding: Instead of overwhelming the team, we rolled out new workflows in manageable phases. Each stage came with training videos, live check-ins, and a dedicated Slack channel for quick answers.
• Ongoing Support: Our work didn’t stop after implementation. We provided hands-on guidance, troubleshooting, and encouragement while Mancini Digital’s team gained confidence with their new system.

This step-by-step, practical approach helped Mancini Digital focus on delivering results to clients while gradually building their ClickUp skills.

The Results: A Business in a Box and a Team Ready to Scale

The transformation was both immediate and ongoing. Within weeks, Mancini Digital experienced real improvements:

• Time Savings: Manual processes were replaced with automations and templates, freeing up hours each week for higher-value work.

• Centralized Knowledge: Every SOP, client detail, and project note now lives inside ClickUp, accessible to the whole team. No more hunting for information or duplicating effort.
• Improved Communication: With email and task comments integrated, the team had a clear record of every client interaction and internal discussion.
• Scalability: Onboarding new hires or clients became a repeatable, stress-free process. As Mike put it, “We have put our ENTIRE business inside of ClickUp. This is SO valuable for anyone looking to simplify the tools they use, their communication, project management and so on.”
• A Sellable Asset: Perhaps most importantly, the agency’s operations were now so well-documented and systematized that, if Mike ever decided to sell the business, he could hand over a complete “business in a box” to the new owner.

Sia, reflecting on the journey, shared:

“Working with DaSilva Life on our ClickUp migration was a game-changer for our Google Ads agency. They helped us organize and streamline our sales and leads data, making it easier to manage and analyze. The new system has improved task management for our team and hires, and client communication is now seamless with ClickUp's email integration and conversation threads, ensuring transparency and real-time updates for everyone involved.”

Lessons Learned and Looking Ahead

Mancini Digital’s experience shows that customization is crucial when building effective systems. Rather than relying on generic templates, the best solutions are those tailored to fit the unique workflows of the agency. Introducing new tools and features gradually also helps reduce overwhelm. Phasing the rollout allows teams to adapt at a comfortable pace and gain confidence with each step.

Having ongoing support throughout the process made a significant difference for Mancini Digital. Working with a partner who listens carefully, adapts the approach as needed, and provides continuous guidance ensures smoother transitions and stronger results. Beyond immediate improvements in efficiency, systematizing a business creates a valuable asset. It’s not just about working smarter today, but also about laying a foundation that can scale as the agency grows or be passed on if the business is sold someday.

Looking ahead, Sia shared that Mancini Digital’s next focus will be on advanced automations and analytics—features they now feel prepared to explore, thanks to the solid groundwork established during the Accelerator.

Conclusion: Is Your Agency Ready for Its Own “Business in a Box”?

Mancini Digital’s story shows that with the right guidance, ClickUp can become the powerful backbone of a thriving and scalable agency. If managing scattered spreadsheets feels overwhelming and you are ready to build a business that runs smoothly and could even be sold as a complete package, Stackset's ClickUp Agency Accelerator could be the game changer you need.

Want to discover what is possible for your agency?

‍Book a call with stackset today and begin your journey toward a streamlined and scalable business.