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Client Delivery

Airtable Delivery Tracker

Airtable is the natural home for a small studio’s project base, but a base nobody acts on is just a nicer spreadsheet. This workflow reacts to a project moving into a new phase: it creates the phase checklist in ClickUp, tells the team channel, prompts a short Loom walkthrough for the client, and stamps the phase-start date back onto the record so cycle times become measurable.

6 stepsRequires Zapier Starter or higher25 minMedium
AirtableClickUpTwistLoom

What you get

Each project phase creates its own checklist rather than relying on memory.
Phase start dates are stamped automatically, so cycle time becomes a real number.
Clients get a recorded walkthrough at each phase instead of a status paragraph.

Workflow blueprint

AI
When this happens
AirtableNew or Updated Record
1CL
ClickUpCreate Task
2TW
TwistSend Message to Thread
3LO
LoomCreate Task Reminder
4AI
AirtableUpdate Record
5CL
ClickUpCreate Task

The full blueprint — every field mapping, example value and the written copy for each message — is included with purchase.

Getting it into Zapier

Build this one from the recipe. The blueprint gives you the exact trigger, action events and field mapping for all 6 steps, so it is a copy-and-paste job rather than a design job.

You need your own Zapier account. Zapier’s Free plan runs single-step Zaps only; multi-step Zaps need a paid plan, and Paths and Webhooks need Professional. How this works →

Not on Zapier?

n8n — import and go

An n8n workflow JSON ships with this template. Import it and all 6 steps arrive on the canvas wired in order, and 3 of the 6 nodes arrive with their fields already filled in — the subject lines, the message copy, the delays, the column names. Twist and Loom have no native n8n node, so those steps arrive as an HTTP Request node with the endpoint left for you to fill in.

What an import cannot carry is your credentials, and the IDs that only exist inside your own account — which spreadsheet, which channel, which board. Those stay in a sticky note under the node, listing what is already done so you do not retype it, and what is left so you can see it.

Make — build guide

A Make-specific guide ships with this template: every module in order, every field value, and the concept translations that catch people out — filters live on the links between modules, and the schedule lives on the scenario rather than in a trigger module.

Self-hosted n8n has no per-task fee, which is worth knowing if this workflow runs at volume. Platform coverage →

Setup steps

1
Watch the project base for a phase change

Configure this step using the field mapping in the blueprint.

2
Create the phase checklist

Configure this step using the field mapping in the blueprint.

3
Post to the team thread

Configure this step using the field mapping in the blueprint.

4
Prompt the client walkthrough

Configure this step using the field mapping in the blueprint.

5
Stamp the phase start date

Configure this step using the field mapping in the blueprint.

Implementation notes

  • Trigger on a filtered view, never the raw table. Whole-table triggers fire on archive tidy-ups and will create phantom phases at two in the morning.
  • The phase-gate task is the commercially important one. Starting the next phase without written sign-off on the last is how a fixed-price project quietly becomes time and materials.
  • Stamping phase-start dates gives you cycle time per phase after about six projects, which is the only honest basis for quoting the seventh.
  • Notion, Monday.com and Smartsheet all substitute for Airtable; Asana, Linear and Trello all substitute for ClickUp. The shape of the workflow does not change.