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Notion invoices for Production

hi guys my name is Maggie if you're new here welcome if you've been here before welcome back today we're going to talk about motion I am on a notion kick right now I am loving it but I'm trying to learn so much about it but I can't find tutorials to save my life I see a lot of uh tours of notion dashboards and stuff I don't want it to where I wanted tutorials so this is going to be a tutorial but specifically for freelancing or um for anyone who needs to keep track of time cards um this is going to be your video it's going to be quick but it's going to be full of information and I'm just going to jump right into it so I'm gonna go over three things so first how to track your time and how it's going to multiply your time by your hourly rate and give you total and then second I'll break it down by clients and then third I'm going to show you how you can track the progress of your invoices because as a freelancer you don't know what invoices you already sent which ones are in the progress or which ones have already been paid off so it's good to just kind of keep track so you should keep that communication with your clients so we're going to jump right into it so I started a new page in my Notions what I did earlier too is I went up to the top right corner and I hit more and I hit full width so that's why it looks wider so I'm going to call this the clients tracker like this and if you want you can hit add icon I don't like that icon icons and hit I'm going to search for a clock just so it kind of matches our theme okay so I'm gonna start typing I'm going to type time card up here and then what I like to do is I just kind of like to highlight it so it looks nice excuse the noise the stresses my computer out that I'm recording and doing all of this so I'm going to do is I'm going to hit the forward slash and then I'm going to look up table go down to table view under database and you're going to hit a new database okay I'm going to label this table practice just for my personal use um and then I'm also going to title this my tank cards you can again label this however you want and however it works best for you but this is just easier for me to find since I already have one and I'm making a duplicate so what you're going to do here this is how I like to organize it you do however you would like but this is also useful for tracking your time so this is how I best organize it so I'm going to go over to Tags I'm going to click on the title tag and I'm going to name this and I like to change the icon and I like these little people because pretty much they're they remind me of clients and then you're gonna go to edit property and you're going to add an option so for this purpose of this I'm going to do client one enter client two enters clients okay if you want you can hit this arrow and change the colors if you want but I'm going to keep them I personally like to color them ing to their brand so you can exit out here and then I'm going to hit name and I'm going to title this as tasks and then I'm going to also change the icon and I'm going to make it a little briefcase it's and then I like to move it behind the tasks behind the clients excuse me what task is that during this time that I'm working I like to write down what I accomplished so if anyone ever asked me I can always just refer to this list but that's personal preference that's just you it's up to you so again clients the type is multi-select the tasks is type is title so it's your text so for instance if I wanted to hit Plus everything you need is right here so what I use for clients was multi-select and what I used for tasks is just plain text however it should default like how I just made it but in case it doesn't that's what I use so now that I hit Plus we are then going to go to date and I'm going to title this as my start time enter I'm going to hit plus again and then I'm going to hit dates again and then I'm going to label this as end time okay after that I will hit the plus again I'm going to hit scroll down and I'm going to hit formula this formula is going to be your total time go to edits edit the formula and this is the formula you're going to use what this is going to do is going to take the start time that you enter here your enzyme that you entered over here and it is going to put it as hourly as how many hours in decimal form so 1.5 hours for an hour and a half for some reason it took me forever to figure this out because the formula function gets so mad at you if you leap out a parenthesis of some sort so this took a second to figure out so that's why I'm sharing it with you because I couldn't find this anywhere else so that's your total time after you enter this exact formula you're going to hit done you're going to hit plus again and it's going to be a number this number is going to be your hourly rate you're going down to number format and then you're going to select your currency for me it's going to be the US dollar s we are then going to hit the plus sign one more time scroll down to formula again and this is going to be your total okay again if you ever want to just replace the icons so let's say you wanted to do an icon for your total pay like a little credit card do it however you like this formula is a little more easy so you're going to hit formula you're going to hit a total time and asterisks to multiply it by your hourly rate and hit done so let me show you what we just created so let's say you're going to start a project go to clients whatever client you're working for the task you worked on rebranding you're then going to go to the start time and then in toggle include time so then you're going to do 12 30. P.M go to your end time Taco Time and let's say I worked until 2 P.M okay then you see how it computes your total time for you which is so nice enter your hourly rate so you work you work for 50 an hour so it's going to multiply your 1.5 by 50 and then it's going to give you the 75. so that makes it so easy when you are doing invoices but then here's when the next part comes into play what if you have a ton of clients and it's hard to distinguish what how much you make from what client and that is why I made the second list so you're going to go down to here I like to label everything to make it look clean so I'm going to label this as okay bye again you can title these however you desire and I like to color them and I go to is the brown background okay so you're in the forward slash and you're going to type in list under database go to list View so this is going to be important you want to find the data source that you use for your board so you're going to hit your data source so whenever you title this up here is going to be how you find it down here and it's nice because it tells you what page it's under so this is going to be time cards contract or practice so you see how it just duplicated your board once you hit um once you hit the title of your you're gonna click here at your title you're then going to go to layout and then you're going to go to this list and then you're gonna go back from layout [Music] under group click on group it's going to group it by Alliance how awesome is that okay we're gonna exit out and I'm just gonna toggle these up because what it's going to do it's going to show you what tasks you completed under those clients you see a little number right here count all you're going to click on it they're going to go to some and you're going to go to your total setting and it's going to show you how much your total pay is one thing I did forget we're going to go up here to Total pay really quick the property number format and we're going to just do our currency again because what that's going to do it's also going to carry over down to here so for purpose of just showing you I'm going to quickly fill this out but I'm so frustrated hello [Music] okay so I just went through and quickly just filled out this table so I want to show you how it's carried over to here so I added another line for client three and then for client one so you should see how it added the sum so now my sum is 100 for client one and then 75 for client three if I wanted to I can toggle this and see what I did for the 100 if you wanted to change the list and the purpose of the list you can hit this 100 you can hit the sum and you can even just you can find with some of your total time so you spent two total hours for client one and 1.5 total hours for client three I personally just like to see the sum of how much we are almost there one more thing we're gonna show I'm gonna show you how you can track the progress of your invoice so it's again I'm gonna title it invoice progress if you're at the forward slash and then you're going to type in board type in board View so I'm not going to use an existing database I'm going to make my own so you're gonna hit new database and this is the default again I'm going to title it invoice and I'm going to delete the comfortable okay so I'm going to go to the three dots by the new what this is going to do we are going to be able to edit the properties of the board cards that you're going to be doing next so let's go to properties and the assigned is if you have team members so we're going to just get rid of that but I do want stabs so I'm going to turn that on so it's showing in the board but I'm going to click on it so I can edit that a little bit so this has not started I don't want that to say not started yet so we're going to click on that and I'm going to say not sent because I haven't sent over the invoice yet for in progress I'm going to have I'm going to enter it as since and waitings because I sent it and I'm just waiting for them to take it so then pay me for complete I'm going to put as let me hit back some things that I like for invoices just to keep track of is I'm going to add a new property I'm going to type in number format US dollar again and I'm gonna do total okay a new one I'm going to do the multi-select and I'm going to do my clients in it by one um okay and sometimes I like to have the colors match again and this is going to be my clients and then I'm going to do the date the date it was sent it back and then one more thing is I'm going to do text I'm going to build two okay so we're gonna exit and I'm just going to show you all my properties so I want the client and the date set to also be shown so you can see the name of the project to show up the status with build to the client from the date was said and I want the total pay to show okay so what is it going to do I'm gonna show you how it works hit new I'm gonna type the name so let's say rebranding for client one okay it's built to John Smith okay you're gonna add your client one the date it was sent today add your total pay Honda dollar okay so you see that says it's not sent but as soon as you oh we're done thank you as soon as you drag it over to in progress you see it says sent and waiting and then as soon as I drag it to complete the client has officially paid me you can save 10 times now the reason I make a new database for this is just because I'm a little more in control of the numbers I've been putting down here so I'm not getting them mixed up up here because sometimes if you edit them down here then they'll get mixed up up there so it just I can it's just a little more personal on how I tend to separate the payment so I can be a little more control so so that is how I track my payments for my clients how I track my progress I think this I'm still new to notion but I have been at this particular thing for forever because this is one of the reasons why I wanted to use notion so I'm very excited to talk about it I am so nerdy about it I am I'm loving it and it's really keeping me on track with my clients so if you like to know some stuff please let me know if there's more you want to learn about motion please let me know about that too I have a lot more notion things to talk about so be on the lookout for those um thank you guys for sticking with me for this and I will see you next time [Music]