Streamlining Invoice Management in Academic Libraries: A Case Study Using ClickUp

Abstract

Managing invoices and contracts remains a persistent challenge in academic libraries, especially in
lean-staffed environments where decentralized workflows increase the risk of errors and delays. This
case study documents how a small, master’s-level institution transitioned from fragmented manual
processes and a partially customized Notion workspace to ClickUp, a centralized project management
platform. Unlike Notion, which required extensive customization and frequent retraining of student
workers, ClickUp offered structured, out-of-the-box workflows that automated routine tasks,
standardized documentation, and improved vendor communication with minimal onboarding. The
shift reduced invoice processing time by 50 percent and eliminated duplicate payments, strengthening
vendor trust and operational accountability. By comparing ClickUp with manual spreadsheets,
integrated library system modules, and