How to Track Income & Invoices in Notion

The number-one reason freelancers panic at tax time isn't that they owe money — it's that they don't know what they earned. A simple income and invoice tracker fixes that forever. Here's how to build one in Notion, free.

Step 1: Create an "Income" database

Make a new table and add these fields:

• Date — when the payment was (or will be) received.
• Client — a Relation to your Clients database.
• Project — a Relation to your Projects database.
• Amount — a Number, formatted as currency.
• Currency — a Select, if you bill in more than one.
• Method — a Select: Bank transfer, PayPal, Wise, etc.
• Status — a Select: Invoice Sent, Paid, Overdue.
• Invoice # — a text field for your records.

Step 2: Build an "Overdue" view

Create a filtered view where Status is "Invoice Sent" and Date is before today. Check it every Friday. Those are the clients you need to nudge — and the money you're waiting on. Chasing invoices is awkward, but a clear list makes it routine instead of scary.

Step 3: Group by month

Add a "Monthly" board or calendar view grouped by the Date's month. Now you can see at a glance: did I have a good June? A quiet July? This is your revenue heartbeat, and it takes ten seconds to read.

Step 4: Link it to everything

Because the Income database relates to both Clients and Projects, a single payment tells a full story: who paid, for which project, how much, and when. No more cross-referencing three spreadsheets.

Want it pre-built?

The Income & Invoices tracker above — with relations, an overdue filter, and monthly grouping — is part of Freelancer OS, alongside the CRM, project tracker, time log, and finance dashboard. Duplicate it and start logging today.

Related: The Freelancer Finance Dashboard in Notion · The Only 5 Databases You Need