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How Mavlers built a ClickUp Automation Suite for a UK machinery firm

Project Overview

Organization

A plant & machinery company (UK)

Industry

Plant & Machinery / Equipment Rental

Challenge

Everything manual, SKU assignment, cost calculations, inspections, field photos, logistics

Stack

ClickUp API, Railway, Node.js, Google Sheets API, Google Maps API, GitHub

Products / Services Used

  • API Integration
  • Workflow Automation
  • Custom Web App
  • Infrastructure Migration
  • ClickUp API
  • Railway
  • Node.js
  • Google Sheets API
  • Google Maps API
  • GitHub

This client is a UK plant & machinery and equipment rental company that ran its operations in ClickUp, but almost everything else was manual.

SKUs were copied by hand from a master Google Sheet, parent-task data never reached subtasks, parts-and-labor costs were tallied by hand, inspections followed no consistent process, and nobody could see where the machines physically were.

Mavlers built a full automation suite around ClickUp, covering SKU assignment, data sync, costing, inspections, field photos, and live machine mapping, then handed the entire codebase and hosting to the client to own and run long-term.

Performance Insights

Key results for the client

100%

eliminated Of manual SKU assignment and cost calculations

10+

hours/week Reclaimed by automating SKU assignment, cost calculations, field sync, and photo uploads across all jobs

Client Objectives

The challenges the client faced

1.
Manual SKU assignment for every task

Product SKUs were assigned by hand, pulled from a Google Sheet master list and copied into ClickUp tasks one at a time.

2.
No parent-to-subtask data sync

When a parent task was updated, none of that data flowed to subtasks - team members had to copy fields across tasks manually.

3.
Parts and labour cost calculations done by hand

Every job’s cost breakdown (parts + labour) was calculated manually, introducing errors and slowing down invoicing.

4.
Inspection workflows were unstructured

Inspection forms, reviewer assignments, and approval stages were handled informally with no consistent process or audit trail.

5.
No visibility into machine locations

The team had no way to see where machines were physically located for collection and delivery, leading to inefficient logistics.

Mavlers Strategy

How we built the automation suite

1.
Auto SKU assignment from Google Sheets

An automation pulls from the Google Sheet master list and assigns the correct product SKU to each ClickUp task automatically.

2.
Parent-to-subtask field sync on every update

Whenever a parent task is updated, relevant fields propagate to all subtasks automatically, keeping the whole hierarchy consistent.

3.
Automated cost calculations

Parts and labour costs are now calculated automatically within ClickUp, with totals updated in real time as line items change.

4.
Structured inspection workflow with approvals

An inspection pipeline feeds forms into a reviewer workflow with defined approval stages, creating a clear audit trail.

5.
Field photo uploads to the correct tasks

Photos taken in the field are automatically uploaded and attached to the right ClickUp task - no manual file management.

6.
Live Google Maps page for machine locations

A custom web page plots every machine’s collection and delivery address from ClickUp custom fields onto a live Google Map.

7.
Full infrastructure handoff to the client

Deployed on Railway, then migrated the entire codebase to the client’s own Railway + GitHub accounts so they own and control everything long-term.

Results

What the client achieved

‍

‍

Mavlers’ work across APIs, AI automation workflows, website development, and general responsiveness has been consistently strong. Overall, we’re very happy with the team’s support and the quality of work delivered.

Sandra Field
Operations Director

Plant & Machinery Company

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