Some things really are best left to a template; and invoices are one of them.
But instead of another Word document or PDF to fiddle with, in this component I'll be sharing a smart Notion Invoices Tracker (invoice template included, of course). Inside, you'll find:
- A database to store your invoices;
- Properties to track status, dates, amounts and attachments;
- A template generator to let you spawn a fresh copy with each new invoice;
- Views to filter and sort your Invoices tracker more conveniently; and
- An archive to store invoices you no longer need to track (but don't want to delete!)
Let's take a closer look at each.
The Invoices Database
This is where all your invoices will live. You can add as many properties (columns) as you want, but to get started, I've included the following:
Status: Whether the invoice has been sent, paid or both.
Due: When the invoice is due or expected to be paid.
Amount: How much money is owed or has been paid.
Attachments: Any supporting documents, like a purchase order or contract.
Thanks to Notion's native database functionality, this main invoice tracker can be presented in a few different views. You can use the Table view to get a quick overview of all Invoices in your database, or you can make use of the Kanban board view if you'd like to keep a closer eye on the status of various invoices.
You can also use the calendar view to see when invoices are due, or the gallery view to display them as card tiles that can be filtered by any of the properties you've added.
Creating a New Invoice
Now that we've seen what the tracker includes, let's look at how to create a new invoice inside it. This is where the template comes in.
With every new item added to the database, a new 'Invoice' object is created. Whenever you open up that invoice item as a page, you'll have an option to start from a template. Currently, there's only one option—a simple Invoice layout. Hit '+ New Invoice' to start from a fresh template.
Notion Invoice Template
The template itself includes sections for an invoice number, your company logo, the recipient's name and address and a table for each line item.
You can add as many line items as you need and adjust the table properties and labels to be better suited to your business.
So, for example, if you are charging hourly, you may want to name the 'Description' column as 'Service Performed' and the 'Quantity' column as 'Hours'.
You can also add a message or note at the bottom of the invoice, which can be helpful for adding payment instructions.
As with any Notion page, you can insert images, files, embeds and even comments on your Invoice templates. This can be helpful if you need to include a contract or purchase order along with the invoice itself.
Archiving Your Notion Invoices
To archive an invoice, simply hit the checkbox labeled 'Archive'. This will remove the invoice from your main tracker but keep it stored away in the Archive.
You can access the Archive by clicking on the 'Archived' view of your Invoices Tracker database.
Turn Your Notion Invoice Into A PDF
You can export your invoices as PDF files, so that you recipient has a downloadable copy for receipt. To do so, from the Invoice page that you'd like to export, head to the 3 dot menu in the top right corner of your Notion workspace, then select 'Export' from the very bottom of the menu.
It will then ask you how you'd like to export the page. Choose 'PDF' and, once the download has completed, open up the file to check that everything looks as it should.
If you need to make any edits, simply return to your Notion workspace and make the changes there; then re-export the page when you're ready.
Connecting the Invoice Tracker Component to your CRM and other workspaces
This Invoice Tracker is intended to be simple enough that you can insert it into any existing Notion workspace without overwhelming anything. However, if you'd like to add some complexity (and power) to the setup, here are a few ideas to improve upon this basic component:
- Connect your Invoice Tracker to your Notion CRM or Contacts database;
- Create a relation to your Notion Projects database; or
- Link this component to your Actions or Tasks database to assign follow-up messages and tasks related to a given project or invoice to be traced down.
One of the beauties of using Notion as your all-in-one business hub is the flexibility to link and connect various aspects of your business. If you'd like to take this Invoices Tracker to the next level, feel free to integrate with some of our other pre-built components mentioned above.
How to duplicate this Notion Invoice Tracker Template
To add this component to your own Notion account, simply click 'Duplicate' on the template page. This will create a copy of the entire workspace in your own Notion account, which you can then edit and customize to your heart's content.
Be sure to hit 'Unlock this template' if you're not already logged in/don't have an account--that will give you access to this and 50+ other components in our Notion library, free. Enjoy!