As a freelancer there is a lot to keep track of. You work on different projects for different companies and each project has its own tasks. You need overviews of the hours you worked, the tasks completed and you track payments. And then you have your personal branding as a freelancer: your website and social media that should be up to date. Because it can be overwhelming to keep track of everything, I created a Notion template for freelancers. In this template you can keep track of everything in one place and never lose the overview again.
What is Notion?
In case you are not familiar with Notion yet: Notion is an application for all productivity needs. You can organise all your projects, files and to do’s in a single place.
In Notion, you can create different blocks. These blocks allow you to build pages perfectly adapted to your needs. For example: a heading, an image, a calendar or a to-do-list. Each block can be easily moved around, so you can create setups that work for you personally.
To get the hang of Notion, you need to invest a little bit of time. But once you know the basics, it’s a great tool to keep track of literally everything. Especially in the beginning, it’s useful to work with existing templates and to adjust them to your own needs.
Notion template for freelancers: my freelance hub
As a freelancer, you work on many projects at the same time and it can be easy to forget something. Today I will show you exactly how I set up my Notion template for freelancers to stay on top.
My freelance hub consists of different elements:
- Project pages. Each project you’re working on has it’s own page where you can keep track of tasks, notes and files.
- Today. A simple page to keep track of your to do’s for today.
- Freelance website. On this page you can plan out the content for your website and keep important links and notes.
- Social media kit. The social media kit helps you to collect ideas and plan social media posts in an organised way.
- Payment overviews. The payment overviews help you to track your hours, to create your invoices and to keep track of the payments you have/haven’t received.
Elements on this page and how to make them
- I added a cover image from my library, chose an emoji that I liked and added the title ‘freelance hub’ to my page.
- The quote in the beginning is created by typing /callout. I just added the emoji and text. Now it reads: keep your eyes on the stars and your feet on the ground.
- I created the titles by typing regular bold text. Then I selected my title and chose ‘colour’ in the menu. There, I changed the background colour to blue.
- You get the dividers by simply typing /divider.
- The payment overviews are toggles. You type /toggle list and it appears. When you click on the little triangle, you open the toggle and you can add more elements.
- The projects and managing freelance life blocks are pages. You create them by typing /page. (I’ll show you later what these pages actually looks like and how to create them.)
For each of my work projects, I create a separate page. This can be one page for a company that you work for regularly, but also one page for a three-month project. There’s a place for your meeting notes on the page, in case you have regular meetings with your employer. You can also add folders & sub-projects. For example, if you work as a copywriter, each bigger writing project for the company could have its own page. There you can keep track of all your notes related to this specific project.
The project page has room for basic information, such as your working hours, contact details and the salary. You can also add to do’s and specific deadlines that you need to remember.
Notion template for freelancers: Today
One of my favourite and most used pages in Notion is my ‘today’ page. This page helps me to organise my days and to make sure I get everything done. At the end of each week, I plan for the upcoming week on the ‘today’ page. I write out all the things I need to get done, based on the deadlines and tasks from all my projects. Then, I divide the to-do’s over the five working days of the week. The ones for the upcoming Monday are on top and underneath I have to-do’s for the next days. I simply ‘hide’ them by adding some enters. This way, I only see the to do’s of the current day and not of the whole week. Usually, I revise my schedule at the end of the day and move around tasks if needed.
As a freelancer, you need to write your own invoices and keep track of the payments. With the Notion setup above, I find it very easy to stay on top of that. I have a payment tracker for payments per hour as well as one for payments per word. The second is ideal for copywriting or translating. I created the tracker as an inline table and then I added the different columns.
For each employer, I use a separate tracker, either the payment per hour or payment per word one. Because they can be hidden within the toggle, you can open one at a time. I like to create one per company, to keep a better overview.
How to fill in the payment trackers
- Month/name: for monthly invoices you can add the month, for example ‘July 2021’. For copywriting tasks, you can add the name of the project or company you wrote for, for example ‘WordPress’.
- Date: I like to add the date of sending the invoice for monthly payments or for sending in a specific copywriting task. This is mostly for myself, so I can easily find related emails.
- Invoice number: I label my invoices pretty simply by year and number. So my first invoice of this year is labeled ‘2021_001’. I add these invoice numbers to my table to know what I billed where.
- Hours/words: the amount of hours worked during the month or the amount of words written for one project.
- Cents per word/amount per hour: the agreed upon fee. For copywriting this is in cents per word and for other work it’s an amount per hour.
- Amount: in this field I fill in the total amount for the month or assignment.
- Including 21% VAT: in most cases you have to add VAT to the bill, so in this field I calculate the total amount of the payment including the 21% VAT that I have to charge.
- Invoiced: I check this box once I have sent the invoice. Especially for copywriting this is practical, as I send invoices at the end of every other week. This way I can see right away which amounts should be on the new invoice (because I finish multiple copywriting assignments each two weeks).
- Paid: I check this box once I have received the payment from the company. This way, I can see very easily which bills haven’t been paid and I can send reminders if necessary.
Personal branding: your freelance website
Besides the work you do for others, you usually also work on your own brand as a freelancer. In case you have of want to set up a website, the page above can help you. You can add all the different pages your website should have and add content to each page. It helps you to plan setting up your website and to make sure your texts are stored somewhere safe. You can also add to-do’s, for example to write a new blog post or to update some information. I also like to add some notes, for example important colour codes that I need frequently.
Personal branding: the social media kit
A good way to promote yourself as a freelancer is by using social media. You can keep people up to date on your projects, you can share milestones and useful tips. Of course all with the goal of attracting new customers. The ‘social media kit’ page helps you to plan out all content carefully. You can add general ideas whenever something comes to your mind. Then you can also add specific posts for LinkedIn or Instagram that you need to write.
The calendar makes it easy to plan all the posts. You add your post to a specific day, you label for which medium it is and you can check a box once its scheduled. By clicking on the block in the calendar, you can open the page related with this entry. Here you can even type out your message and add the photos before posting. The ‘social media kit’ Notion template helps you to strategically plan your posts and prepare everything in advance.
Download my Notion template for freelancers (it’s free)
By clicking the button below, you can open my Notion template for freelancers and duplicate it into your own Notion account. Please let me know if you’re missing something – I might add it to the template!
Other Notion templates I created:
- Language learning in Notion: how I keep all my notes
- How to plan goals in Notion + organise your everyday life