Effortlessly Create Notion Invoices for Logistics

Notion invoices for Logistics

in today's session we're going to transform a basic subscription tracker into a powerful Bill management system by the end of this video you'll have a fully functional build tracker set up in notion before we jump into building our automated build tracker let's make sure you're all set up now if you're new to notion you'll need to create an account it's quick and free and you can sign up using your email or Google account once you have your account ready it's important to familiarize yourself with the notion workspace check out how to create Pages databases and especially how to use templates as these will be crucial for our build today now that you're all set up with notion let's dive into the actual building of our automated Bill tracker we'll start by setting up the main interface where all your bills will be organized and managed first open your notion workspace we're going to create a new page dedicated to our build tracker simply click on the add a page button name it build tracker and choose an icon that resonates with managing finances perhaps a dollar sign or a calendar once your page is ready let's talk about the structure click on the plus new button select table from the dropdown and name it bills this will serve as our foundation where each row represents a different bill or subscription remember the key to an effective tracker is organization we'll add columns for due dates amounts paye and Status I'll guide you through each step showing you how to input data and customize fields to fit your needs now that we have our basic structure set up let's delve deeper into customizing our bills database to make it truly functional and automated start by adding a new property for due date this is crucial as it helps you keep track of when each bill needs to be paid simply click on add a property select date from the types available and label it due date next we'll add a payment amount property choose number for the property type and format it ing to your currency this will record how much each bill is which is especially useful for budgeting and financial planning now let's tackle the paye property here you can note down who the payment is going to whether it's an electricity company or a credit card bill lastly we need a status property to keep track of whether a bill has been paid is due or is overdue for this use the select type and create options like paid do soon overdue each of these properties plays a pivotal role in our bill tracker ensuring we never miss a payment next up we're going to integrate some powerful notion formulas that will not only alert you when payments are due but can also help manage late payments and visualize your Financial Health over time let's start with a simple formula to calculate the number of days until a bill is due go to your bills database click on add a property and select formula name this new property days until due in the formula field type date between prop due date now days this will calculate and display the number of days from today until the due date of each bill next we'll create a Visual Alert for bills that are nearing their due date add another formula property named due Alert in this formula input if date between now prop due date days less than or equal five pay now this formula will show a warning Emoji for any bill that is due within the next 5 days prompting you to take immediate action for bills that are overdue let's add a status updator create another formula property named overdue status type in if date between now prop due date days less than zero overdue on track this will automatically update the status of each bill to overdue if the due date has passed helping you prioritize payments that need urgent attention now that our automated alerts are in place let's address how you can manage manual payments within our bill tracker first in your bills database click on add a property and select relation name this new property payments and Link it to a new database we will create called transactions this link allows us to connect each bill to its respective payments directly within notion next let's set up the transactions database click on the plus sign on your notion sidebar and create a new page choose table as the database type and name it transactions here you will log each payment with details like the payment date amount and Method make sure to add properties for payment date date type amount number type and payment method select type with options like credit card bank transfer Etc Now integrate these transactions with your Bill's database go to a bill entry find the payments property and add a new transaction this will directly link your bill to the payment you've just log allowing you to track which bills have been paid manually lastly to automate the process further add a formula in the bills database that checks if there are any linked transactions and updates the Bill's status to paid when a transaction is recorded with our manual payment setup complete it's time to fully harness the power of Notions relational databases to automate our bill tracking even further first Ure that your bills and transactions databases are connected through the relation property we set up previously this link is crucial for the next steps where we will aggregate payment data now let's add a rollup property to your bills database in your Bill's database click add a property choose rollup and name it total paid select the payments relation you established then choose the amount property from the transactions database set the aggregation method to sum this setup will automatically calculate the total amount paid for each bill next we want to create another rollup to check the latest payment date add a another rollup property named latest payment date select the payments relation then choose payment date for the aggregation method select latest date this will display the most recent payment date for each bill helping you keep track of the latest interactions to enhance our automation let's create a new formula property named Auto status update use the formula if prop total paid greater than or equal prop payment amount paid if date between now prop due date days Less Than Zero overdue pending this formula checks if the total paid is equal to or exceeds the bill amount and updates the status ingly in this chapter we'll explore how to customize the visual aspects of your bill tracker in notion to make it both functional and aesthetically pleasing first let's add some color coding to our status column to instantly show the status of each bill in your Bill's database go to the status property click on customize and choose different colors for each status for example use green for paid yellow for due soon and red for overdue this immediate visual cue helps you quickly assess which bills need attention next adjust the width of columns to make the table easier to read and interact with for instance widen the payment amount and due date columns for clearer visibility Additionally you can add icons and cover images to your notion Pages related to finances to make them more engaging for each bill type you might want to add specific icons that represent the service provider like a lightning bolt for electricity or a TV icon for cable bills finally for those who enjoy a more graphical interface try adding a calendar view to see your bills plotted against their due dates or a chart to visualize your monthly expenditure this chapter focuses on testing and debugging your notion setup to guarantee its reliability Begin by entering a few test transactions in your transactions database input various scenario iOS like payments made on time late payments and partial payments monitor how these transactions affect the Roll-Ups and status updates in your bills database thank you for joining me in this tutorial if you found it helpful don't forget to like share and subscribe for more in-depth comparisons and Tech insights that help you make the best choices in your Tech life stay productive and see you in the next video e