ZenPilot is a ClickUp consulting firm for agencies, most often teams of 20 to 100 people. We design the ClickUp Workspace your agency runs on, build it, train your team to use it, and keep it running as you grow. We've been at it since 2013 and became ClickUp's first Solutions Partner in 2018.
Among the best business decisions we made this yearArianne Foulks, Aeolidia
We're now setting better expectations and passing work across teamsMatthew McIver, Commence Studio
The process for process building was a game changerMatt Guevara, Venn Digital Marketing
We didn't realize we went up 300% in the work we were doingEmily Turi, Wingspan Marketing
Leadership now has a clear view of bandwidth and capacityKevin D'Arcy, ThinkFuel
A great partner to scale and measure operational performanceBen Labay, Speero
Incredible experience. Worth every penny. I talk about them all the time.Molly Whelan, RocketBike
Our team is more efficient, productive, and healthierKyle Harms, Digital Hot Sauce
★★★★★ Trusted by 3,100+ clients
We design your ClickUp system, build it, then keep it running. Most agencies start with the Blueprint.
About 4 weeks
We map exactly what to build in ClickUp, why, and in what order before you invest in implementation.
8-12 weeks
We build the Blueprint into your ClickUp Workspace, then train your team until the system sticks.
Month-to-month or annual
Your workspace has to keep up as your agency grows. Use 5, 10, or 20 hours a month on any mix of:
Every plan includes Accelerator access: our training library, weekly office hours, and community.
See retainer plansProfitability and utilization dashboards built on ClickUp's native time tracking, so you can see which clients and projects make money.
See ZenPilot ReportsConnect your ClickUp workspace and get a graded report on on-time delivery, forecasting accuracy, and teamwork.
Grade your workspaceAgencies are our focus, and our sweet spot is agencies with 20 to 100 people. Over 2,000 of our 3,100+ clients are agencies. Here's what a few of them say:
Easily the best investment we made in our agency's growth. In the year since implementing ClickUp, our business has doubled, and our project management systems have been able to adapt and scale with us.
Whitney Parker MitchellCEO & Founder, Beacon Digital Marketing 
ZenPilot transformed how we work and led a 300% improvement in efficiency. If you're serious about scaling, you need to talk to ZenPilot.
Michael LisovetskyCo-Founder, JUICE ZenPilot has got us all rowing in the same direction. It's very clear that our operations are much more efficient now. Thanks to ZenPilot, we're headed in a much stronger direction than we were before.
Allison GibbsIntegrator & VP of Operations, Gravity Global I went from editing podcast episodes at 3 a.m. and living paycheck to paycheck to $200,000 a month in recurring revenue and no longer stressed about making sure the work gets done.
Mason CosbyFounder, Scrappy ABM ZenPilot doesn't just help you implement your project management tool, they understand agencies like us... we've been able to increase utilization by 29%.
Nate EndeCOO, Trinity Insights Incredible experience - changed a lot of our agency's thinking along the way. Worth every penny. I feel like I talk about them all the time.
Molly WhelanProducer, RocketBike New to ClickUp? That's fine. We work with teams brand new to it, teams still deciding, and teams years in that want to fix what isn't working.
Probably not the right fit: solo operators or teams under 5, or anyone looking for a quick fix rather than a real operational change.
See all success storiesTeams jump from one PM tool to the next hoping this one will fix things. A tool reflects the process behind it, so we design the process first.
Gray walks through the ZenPilot methodology. See the full methodology
We became ClickUp's first Solutions Partner in 2018, hold Diamond partner status today, and are the highest-rated ClickUp partner on Clutch. Over 2,000 of our 3,100+ clients are agencies.
We automate the work that shouldn't be manual, inside ClickUp and across the tools you already run, like HubSpot, QuickBooks, Xero, and PandaDoc. Our automation specialists build custom integrations and API connections, then monitor them so they keep working.
A new system only pays off if your team actually uses it. Every Blueprint ends with a phased roadmap that puts the highest-payoff changes first, and we train each role until the new habits stick.
“Since becoming our first partner in 2018, ZenPilot has stood out as the go-to solution for agencies who want to get the most out of ClickUp.”
“Their commitment to truly solving for the customer and providing the best customer experience is perfectly aligned with our mission at ClickUp.”
“It shows up in their results and the feedback we consistently hear about ZenPilot.”
Most teams are fully operational 60-90 days after implementation starts.
Free
We learn how your team works today and figure out together whether we're the right fit.
About 4 weeks
An operational survey, discovery sessions to map your workflows, a workspace wireframe, and a review session before anything gets built.
8-12 weeks
We build the workspace, migrate your work, set up automations and dashboards, then train your team to run it.
Optional
A monthly retainer with a dedicated consultant for coaching, building, and integrations, plus Accelerator access for training and weekly office hours.
Headquartered in Pittsburgh, PA.
Gray MacKenzie founded ZenPilot and hosts ClickUp Weekly, a weekly show on ClickUp tips, operations, and expert interviews. Connect with Gray on LinkedIn
We set up our first project management system, then tried just about everything.
Gray MacKenzie founds the company as DoInbound, and we build our own PM platform.
DoInbound is renamed ZenPilot.
We sunset our own platform, spend six months testing 71 PM platforms for agency use cases, go all-in on ClickUp, and become its first Solutions Partner.
Diamond partner status and 3,100+ clients served, headquartered in Pittsburgh, PA.
We use our five core values to hire, give feedback, and make decisions. They shape how we show up for clients, too.
I strive to be the best in the world in my role and recognize I need to constantly be growing.
When I tell someone I'll do it, it's as good as done. I take responsibility when I mess up.
I learn from every experience and improve outcomes by defining and refining our process.
I communicate and pitch in when someone needs help without needing to be asked.
I actively look for opportunities to make other team members look good and feel good.
| Company name | ZenPilot |
|---|---|
| Type | ClickUp consulting and implementation firm for agencies |
| Founded | 2013 (as DoInbound; renamed ZenPilot in 2017) |
| Founder | Gray MacKenzie |
| Headquarters | Pittsburgh, PA, USA |
| Website | zenpilot.com |
| Best fit | Agencies with 20 to 100 people running on ClickUp; also professional services firms and in-house teams |
| Core offering | The Blueprint: a 4-week ClickUp system design engagement, followed by implementation and ongoing support |
| Pricing | Blueprint from $5,000; implementation typically $15,000-30,000; retainers from $2,000/month ($1,500/month billed annually); ZenPilot Reports $500/month or $4,800/year plus one-time setup (full pricing) |
| Contract terms | 100% money-back guarantee on the Blueprint; retainers are month-to-month with 30 days notice, or annual at a lower rate |
| Timeline | Blueprint about 4 weeks; implementation 8-12 weeks; most teams fully operational 60-90 days after implementation starts |
| Services | ClickUp system design, ClickUp implementation and migration, team training and adoption, ongoing support retainers, ZenPilot Reports (profitability and utilization reporting) |
| ClickUp partnership | ClickUp's first Solutions Partner (since 2018); Diamond partner status; authorized ClickUp reseller |
| ClickUp licenses | Available through ZenPilot at ClickUp's official rates, billed annually, with one invoice for licenses and services and ZenPilot as your first point of contact for support (licensing options) |
| Clients served | 3,100+ (over 2,000 of them agencies) |
| Notable clients | Beacon Digital Marketing, JUICE, Gravity Global, Scrappy ABM, Trinity Insights, RocketBike, LegalZoom, Clever Profits (success stories) |
| Free tools | ClickUp Workspace Grader, PM Grader |
| Media | ClickUp Weekly, a weekly show hosted by Gray MacKenzie; Agency Journey, a podcast of interviews with agency builders (launched in 2015) |
| Social | LinkedIn, YouTube |
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ZenPilot is a ClickUp consulting firm for agencies. We design ClickUp workspaces around how your team actually works, build them, train your team to use them, and support them on a retainer. Most engagements start with a 4-week Blueprint.
Agencies with 20 to 100 people. Over 2,000 of our 3,100+ clients are agencies. We also work with professional services firms and in-house marketing and creative teams that run on ClickUp.
Most engagements start with the Blueprint, from $5,000. Most implementation projects fall between $15,000 and $30,000, and ongoing retainers start at $2,000/month.
Yes. Retainers give you 5, 10, or 20 hours a month for coaching, building, integrations, and fractional ClickUp champion work, plus Accelerator access. Plans run month-to-month with 30 days notice, or annually at a lower rate.
Yes. ZenPilot became ClickUp's first-ever Solutions Partner in 2018 and holds Diamond partner status today.
Yes. ZenPilot is an authorized ClickUp reseller, so you get the same plans at ClickUp's official rates, one invoice for licenses and services, and a partner to call before ClickUp support.
No. We work with teams brand new to ClickUp, teams evaluating it, and teams that have used it for years and want to fix what isn't working. The Blueprint will tell you honestly what ClickUp can and can't do for your needs.
Yes, on the Blueprint. If we reach the end and you don't believe in the solution we've designed, we'll refund your money.
ZenPilot is headquartered in Pittsburgh, PA.
Book a free call. We'll look at how your team works today and tell you whether the Blueprint is a fit.
