Simplify Your Workflow with Notion Invoices for it

Notion invoices for IT

if you did the notion subscription build with me a few videos ago you were going to love this video because we are leveling up that tracker and turning it into a fully functional bill pay tracker so one of the limitations with that subscription tracker is that it only accounted for automatic payments that you're kind of like hands off you didn't need to do anything with it was mainly just to organize all your subscriptions but with the added functionality and formulas that we're going to to add to it to turn it into a bill pay tracker this way those bills you pay manually that you need to go into the website and initiate a transaction you're going to be able to record those inside notion and then it's going to tell you on that bill pay calendar whether that bill has been paid whether it's overdue or like how many days until it's due so we're going to add all of that to this tracker so you do need to have this build done up to that point if you don't pause this video go to the link in my description and watch the subscription build with me build your tracker and then come back to this one because we're just going to be adding on top of it if you get halfway through this video and you're like I am not so sure about this DIY anymore I bit off more than I can chew there is a link to this template in my shop and it also has some added functionality and features including Debt Pay tracking as well so you don't have to DIY it but if you're interested in that keep watching this video because we're going to go through it it does require some more advanced formulas still those if statements that we worked on before will go super slow and I promise you are going to get it and you're going to feel so empowered by the end to have something in notion that you built yourself let's go into notion and this page should be very familiar to you this is what we built before we are going to need to add a new database however to this page a transactions database so that that's a place where we can put our payments that relate to the bills and subscriptions that we have now also if you before we do that if you want to change these titles you can to make them a little bit more generic to cover all bills instead of just subscriptions so we can do bills and subscriptions whatever you would like under this category section where we've categorized each of our bills and subscriptions we're going to add that new database so I am going to do slash command and we'll do a table view database we're going to click new table and label it transactions I'm also so that we have a little bit wider space to work with I'm going to turn this actually into a page I should have probably started out with that but I'm going to click the Domino icon and click turn into page now we can open it up we have a lot more space to work with so add whatever icon you want whatever whatever cover photo you want for transactions I'll just pick something here the name property is going to be what kind of payment it was credit card payment bill payment Etc and then we don't need this tag property so we're going to delete that but we do need a payment date property so let's click the plus sign and go to date and payment date we'll rename it and we'll slide that over to to the left I like to see that before the name now the next property is an optional property you do not need to track the amount of payment that you're making because what we're doing right now does not include Debt Pay tracking where you need to know like how much you're paying against your debt whether you have an amount in there or not is not going to reflect on whether the bill is paid or not but if it's something that you just want to keep track of because that's something you're interested in knowing then you can add a number property and we'll type amount we're also going to need to change the number format to us doll or whatever currency you use and I'm going to change the icon to something a little more currency like now we need to like I said before relate this to our bills and subscription database so I'm going to do the plus sign and add a relation property this is just another way of saying we're connecting to databases so find your database mine is labeled subscriptions here and I do want this to show on subscriptions so let's label this transactions and I'm going to say this is a bill or subscription he add relation and we're done with this database super super easy so let's go back into the build tracker and I'm just going to add a dividing line just to kind of divide that from the category section now we're going to get into actually adding on to our bills and subscriptions database so let's open one of these up so we can add in the different properties and the first property that we are going to start with is super simple we're going to warm you up here and it's going to be a checkbox property to say whether this bill or subscription is on autopay or not because the formulas that we're going to do later on is going to be based on whether that property is checked or not we want to do different things to it so add a checkbox property label it autopay give it an icon I'm going to drag it up here to the top and all of these right here are autopay so I'll just click those but just to test the formulas that we're going to be doing let's create one that is not on autopay so let's say we have a Chase credit card payment and that is due monthly the amount changes every time so we're not going to put anything in there we'll add an icon to it so it looks nice the category obviously you can have as many categories as you want you could put this in a credit card category I'm just going to leave that blank just for now we're not going to worry about it and then you have the properties that we had added and in the last video that we worked on this so the thing that we need to do after our autopay checkbox property is added is to figure out when our last due date was so we have this next payment date so actually let me do a start date of like March 15th and so right now it is mayid May 21st so that's why it says my next payment remember remember that doozy of a formula the next payment is on June 15 so we need to say when was the last payment due or the last due date and this will play a part in a future formula of when that last due date is something quickly that I want to mention is we are not adding a paid property in terms of like a check box like a manual paid property I've seen a lot of Bill trackers out in the wild do this and honestly I think it's kind of annoying because it's it's very manual you have to manually check it if you want to use the same notion page you have to manually uncheck it before it rolls over to the next month so you have to remember to do that or like this Chase credit card is monthly so you've got to duplicate this 12 times so that each one you can check paid so what we're doing today is going to automate that process as much as possible so it starts with that last due date and because it's very similar it's just kind of reversing the next payment date instead of writing the formula out let's just take the easy route and duplicate that property so you can do that by clicking on the Domino icon and duplicate let's actually rename this last due date and we'll do an arrow in a different facing Direction now there's two things that we need to replace in this property this start date we don't want this to be dependent on the start date anymore we want this to be dependent on the next payment date we need kind of the one year or one quarter or one month previous so we're going to change out the start date to next payment date and we're going to change all these plus signs to minus signs so you can just delete the start date property choose next payment and you'll know it's correctly selected when it's in shaded gray so you just need to go ahead and do that for each of these sections and then when you hit a plus sign you need to change it to a minus sign all right so it worked when you know that the last due date is right before the next payment based on the cycle this one is monthly so June 15th is the next payment May 15th is the last payment now we want to roll up our last actual payment that we made from our transaction database that we created so there's nothing in here yet but let's Just for kicks say that we made a payment let's see it was um on the 15th was the last one so we'll just do May 14th and we'll say that this was a credit card payment and actually what you can do is and what I would do is I would create a template so that anytime you add a new payment it applies the properties that you want to have so to add a new template on this database you click the drop down next to new new template new payment and then you can add the icon and that's how the icons will apply automatically so you don't have to check it every single time so we'll do a party popper for we paid it and then the payment date we can say that when this template is used set it to today so we'll add that template go back into transactions and let's actually apply that template and the bill or subscription is going to be that Chase credit card we don't need to have the amount there so we'll go back to the Chase credit card and and you can see under transactions that it's pulling in a credit card payment something that I would do and I know I'm like stalling on the last payment date roll up but this is this is all all the steps that we have to do something that I like is to click the Domino icon and show the transactions as a page section so you see how like it pops it down there and then it's more organized and then you can add the different properties that you want to see like maybe you want to see the payment date maybe you want to see the amount if you TR that and that way you just have like an ongoing record list of all the payments you made for this specific bill but getting to the last payment date rollup now that we have some data in the transaction database let's add a property a lot of people get confused about rollups and I had a hard time understanding them for the longest time but basically after you've related a database to one another a rollup is kind of grabbing information from that database so we want to grab gra the last payment date for this particular bill so last payment date and then we're going to select the relation we want it from the transactions database we also want to pull in the date and we want to make sure that we're calculating the date as the latest date so that when you add more and more payments it's always taking the latest date and putting it in here for you so we made a payment on the 14th it was last do on 15th all right so those were kind of like easy softballs now we get into the formula which is a huge Beast let me show you what we're going to attempt to do so you kind of know as we're going through it what we're trying to achieve so over here in my finance dashboard I have a bill pay calendar and I have a formula giving me some text options so it's saying when my bill is due based on where we are today so due in one day due in eight days Etc it's also styling it for me so bills that are red San doing do in X days that are red are ones that are not on auto pay so on auto pay like I don't need to worry about those so that's why this um my substack subscriptions that's why they are in just like plain text I don't I don't need to do anything but the red tells me I need to make a manual payment before that due date I also have when a payment is made it says bill paid so this is the formula take a good look at it I know it looks difficult but we're going to break it down but this is the formula that we are going to do it's a multiple if statement formula which you are used to if you did the subscription tracker build with me and we're going to get through it I promise so let's go over to transaction and or sorry the bill pay tracker and we're going to add a new property a new formula property and we are going to label this due text because it's going to spit out text based on like when we have paid this specific Bill and then we get to start adding in our formula so we want to start with if something is autopay or not what do we want to do with it so let's do our multiple if statement by doing I fs and we're going to put if autopay is true then we're going to say what you know how many days it's due in but we're not going to style it at all like you saw in my finance tracker so if autopay is checked then we need to say do in X days so every text string has to be in quotation mark so do in and I always do a space because it likes to swush them together um if you put a formula in there in between which is what we're going to do so do in I'm going to close that string plus now we need that number how do we get that number of days that it is due well it needs to be a the number of days between where we are now and that next payment date so we have a date between function that we need to add the date between our next pment date and today and we want to make sure that it's calculating that in days but then and don't let this be confusing to you we need to add in the actual text days so that it says do in this number of days so we're going to do another plus sign and another text string of days now let's check and before we add on to this and make sure that it works so we're going to click done and there's no due text here because it's not an auto Paine we said if auto pay is checked so let's go to the main Bill tracker page and go into Netflix and you can see it says doing 25 days now you see how it squished together that is because I didn't do an extra space on this end so have those spaces if you don't want the formula and the text to be squished together like that so that's working so let's go back into Chase credit card and continue adding on to this formula so we need to go back in and do a comma we're continuing the if statement and the next thing we want to do is account for whether the last payment date is empty or not so sometimes that can like throw you off when you're first starting this out because you're not going to have those payments recorded in your transaction database yet and if it sees that as empty it's going to not know what to do so we need even though we're only going to use this for like the first time we do need to have in this formula so we need to say last payment date if that is empty so we'll do the Little Dot and empty to kind of apply empty to last payment date if that's empty and we're going to do autopay is false so it's not true then we want to say the same phrase here but we want to style it red because remember if autopay is false we want to make sure that it's red so we can see it very clearly so to style something and all I did was copy and paste that formula from the top to the middle here you're going to do a DOT and style and then in those parentheses if you want to style it bold you can do B in quotation marks you can do a comma and add more styling and add a color red notion can read basically the primary colors so now I want to see if that is going to work it's nice to be able to like check your formula before you get all the way in and do everything and then you're like something's wrong and I don't know what it is so we're going to click done and because I do have a payment date here this is our only not autopay so we last payment date is filled um let's actually unlink this page so we can see it populate okay and here's where I did a mistake actually so I only styled days so I needed to put in more parentheses around the phrase that I want styled so easy easy to do but in case that happens that is how you fix it so how are we feeling feeling good I think you're get you're going to get it we need still need to add a few more conditions to our if statement so let's continue on if anytime you need to pause the video and rewatch a few sections totally feel free to do that so I'm going to do another comma and the next section is to actually say whether the bill is paid or not now the way this is a notion is a little bit funny we have to like Define a certain number of days to say if a payment has been made within this time frame then make it bill paid we have to do that just to be able to provide that structure so to to get that we need to say has there been a a last payment date made and how close is it you know is it within a certain number of days to that next payment I like to choose 10 and I'll show you how we how we do that and I'll explain why when we get to that section but so we want to basically say that the date between so we're using that date between function again the next payment and the last payment date so the last payment that we made in days that that is less than or equal to 10 you could change that number if you wanted to if you wanted to change it to five or eight I just wouldn't go above 10 and I definitely wouldn't do like 14 or 15 just because it can be sticky when you get into a month like February that has only 28 days because on the other side of the formula when it's overdue we're going to say is it outside that 10 date range and if so then it's overdue so if we have like 15 and 15 and there's 28 days in February like does that make sense so we need to say when the payment is due or when the payment was made is that within 10 days of the due date and if you happen to pay it 11 days previous to the due date that's fine just change that date to at least 10 days before so that notion can read it properly so let's go ahead and test this one oh you know what we need to say whether bill is paid we've have the condition we don't have what's happening with it so if this is happening we want to say bill paid so let's do some text and quotations bill paid and I'm going to add an emoji to it as well so to bring up an emoji keyboard on the Mac is control command space and let's add the party of and close that up add the N parentheses and now let's go back into transactions and apply that bill again so that we can see if this works so this is we need to actually do another one to make sure it works because this is saying our next due date is the 15th so we could actually if we wanted to probably just change this to the 14 yeah and it says bill paid so I do actually want to style this green so let's go in and do the dot style and bold and green go and now it says bill paid in green so you can see how that works so we're still doing good on this formula two more formula sections to do now we need to say how do we know that the bill has not not been paid and it's actually overdue so like the last payment date is within 10 days of the next payment if we're going to use that date between function again if the last due date and the last payment date in days are greater than 10 if that happens then we want to say overdue so I'm going to bring up the Emoji Keyboard again and do the alert sign and let's see overdue we'll do another alert and I it's yelling at me because I didn't put these in quotation marks and let's Al also style this red so it shows up so we're add that style function and bold and red so do you see like what we're getting at so if the last payment date is like more than 10 days out from the last due dat it's going to trigger that that was a missed payment and it's going to say it's overdue so let's double check this so we're I'm going to change this back to um March sorry May 14th and I'm going to let's say so the last due date was May 15 so let's say we missed that payment and we made April's payment so we went back it was due April 15th before that and we made it directly on that day it's saying overdue because we missed that May 15th payment it's looking for a payment within 10 days of May 15th and it's not finding it so it's saying that it's overdue so we're doing good here our last part of this formula is just going to say if none of this is true if none of this is happening then we just want it to say doe in X day and style it red because it's automatically going to be a non autopay payment so we'll do actually we can just copy and paste this little phrase up here and put that down here and then we want to style it red so I want to style the whole thing red and actually not have it only do partially like I did before so I'm making sure that phrase is in parentheses and the dot Style and we're going to say bold B for bold and red there we go so now we can go into each of these doing 314 days and it's not styled in any way because these are autopay we can go into the calendar and something that I would do let's see we had them some things happening on the 15th is to be able to show that text on the calendar like I have on mine so you can see out a glance what is due and when so go to the three dots at the top right of the calendar go to properties and then you can show that du text property and it's going to show that chase is overdue and it's going to show that um Netflix is due in 25 days nothing wrong with it because that's a recurring subscription that we don't have to touch all right how are we feeling about this I I know you're going to get it and if you stumbl through the formula a little bit that's totally fine and totally normal as you're learning formulas I will have a page a link in the description that links to a page that has these formulas that we added on it in case you want to copy and paste but I do want you to try it because if you really want to learn notion especially understand formulas and how they work it's going to be really good to kind of go along with it with me so that you know what we're telling notion to do so some final modifications that you could do is if you like didn't have your calendar out to check and you wanted anything that was overdue to show like immediately I might create a separate section on the side here that was like overdue bills just in case you know sometimes it happens as much as you try to avoid it sometimes we just forget so we want to do a linked view of a database of the subscription database that we were just working with so linked View and let's actually yeah select that database I'm going to do a new table view because I want this to be a list view I think that's a little bit more streamlined I'm going to take off the database title um maybe I want to change this to like alert like a warning sign and then I also need to add a filter to this so the filter is going to be if that due text says overdue then show up here and we may want to also add in that overdue or that due text property we could take that date off just to show like right away so if you're on just a table view you can see right away that you have a bill or two that's overdue that you need to take care of the next thing that you may want to do is add a make payment button to your calendar so I have that on my page that when I click that it will make that payment and automatically relate it to that bill so it's a little bit less like clicking around so to do that we need to go into one of these bills and add a new property so this is a database button property that's new in notion as of I would say like a few months ago they're really fun to play with at first I was like I don't know what I'm going to do with this and I keep finding examples on how on what to do with this so let me know in the comments if you want me to do a video on like database buttons or buttons in general and some of the fun things that you can use them for so this is going to be a payment button and the label I want this to say make payment and then we get to tell the button what to do when it's clicked so I'm going to click add an action and I want to add a page when this is clicked add a page to the transaction database so we'll select that database transactions and I'm actually something that you may want to do let's press pause on this for a minute go back over to transactions you may want to add a template to this um just or we did we did add a template didn't we we added a template see I can't even remember in my own video what I think we need to do though is make it default so that it automatically applies every time we add a new transaction so I'm going to say set as default for All Views let's go back into that card and continue working on that button so now we can say add page to transactions as new payment so it's going to have that template that we created for it and then the only other thing that I want to do cuz the payment dates already with the template going to be to today whenever you click that button I'm going to add biller subscription and I'm going to say make sure you set it to this page so it automatically applies it and then I also want it to open up because I don't want it to just create the page and then I have to go find it so you can click open page open the new page that we added not this page and it's in Center Peak or you could say full page or side Peak whatever your preference was so now let's go over to the calendar and go back over to June where we have these two items showing here as an example and go to the three dots and the properties and make sure that button is showing up so now this is overdue I want to make a payment for it so I can click make payment and you see it opened up so I could say Chase payment credit card payment it already applied the Emoji it applied the payment date and it sent it to or it connected it to the actual bill or subscription that I wanted to pay and look it also got rid of that uh bill from the overdue Bill section and if you go into transactions it's showing here now it's still saying this is just something to be aware of not that you're going to have a lot of overdue bills but we want to make we want this all to work in different scenarios so it does still say doe in 25 days even though we made a payment because that payment in May 21st is going towards the last due date date of May 15th so you still have to make that June 15th payment if that makes sense and remember you do not have to click make payment on any of those recurring subscriptions which we have called out so you know the difference whereas the red doe in X number of days is what you actually have to manually pay and the plain text one you can just leave alone it's just there so it's organized and you know when it's coming out I want you to be so proud of yourself for working on this and getting through this video like this is tough stuff this is advanced stuff that we are working through but it is amazing how powerful notion can be and the things that you can do in it and how it just makes our lives so much easier like yeah the setup takes a little bit but once you get it set up once you're using it you don't have to even really think twice about it because everything is organized inside notion so I've got lots of other notion videos that you may want to watch I also have one that is a simpler build if you need a palette cleanser so I'll put it up here it is a habit tracker build very very easy but very very useful too I use mine all the time I have about six different habits that I track but if you have any questions about this bill tracker in general let me know in the comments below and if you decide it's not for you you always have that template option in my shop if you want to grab that as well but I'm so excited to connect with you in the comments and I will see you in the next video