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The Freelance OS

Seven linked Notion databases built around the questions a one-person business has to answer every week: is my pipeline alive, which project is quietly losing me money, who owes me and how late, and did this week move anything.

$39 USD · one-time · instant download

Get the Freelance OS kit — $39

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What it is

Six weeks of full calendar and the bank account says otherwise. You chased an invoice twice, forgot to follow up with your two best leads, and have no idea which project actually made money. None of that shows up in a to-do list. The Freelance OS is a Notion workspace that tracks it instead.

It exists because the four things that sink a solo business are all quiet: a lead that went cold without anyone noticing, an invoice that aged past 30 days, a fixed-fee project that passed its estimated hours in week two, and a week that was busy without moving anything. None of them announces itself. All four are visible if a system is counting.

The seven databases

Database	The question it answers
Clients	Who I work with, at what rate, and how they behave
Leads	What is in the pipeline, with a next action and a date on every row
Projects	What is in flight, and estimated vs actual hours
Tasks	What I am doing today, tied to a project
Proposals	Every quote sent, and what happened to it
Invoices	What is owed, and how overdue
Weekly Reviews	Five numbers and two sentences, every Monday

All seven are related. Open a client and see their projects, proposals and invoices in one place — not four tabs.

The four formulas that do the work

• Hours Over — actual minus estimated. Positive means you are working for less than your rate.
• Effective Rate — fee ÷ actual hours. The number that decides whether you take the next similar job.
• Days Overdue — how hard to chase, calculated rather than remembered.
• Days Silent — who has gone quiet, so silence becomes a decision instead of a feeling.

Eight views, pre-configured

Pipeline Board · This Week's Chase · Delivery Board · Money Leak · Unpaid · Today · This Week · Review Log. "Money Leak" filters every project where actual hours beat the estimate. Most people find one bleeding project the first time they look.

What's in the kit

• 7 CSV databases — ready for Notion's native CSV import. You import them into your own workspace, so you own the databases outright — no shareable link that can be revoked or replaced.
• BUILD_GUIDE.md — the 25-minute setup: property types Notion guesses wrong, relations, formulas, view filters, and the Monday routine.
• _schema.md — property-by-property reference to keep open while importing.
• 00_START_HERE.txt — six steps for people who will not read a guide.
• Demo data — invented, illustrative, safe to delete.
• LICENSE.txt — single-user commercial licence.

First week, realistically

Day one: import the seven files and fix the property types the guide flags. Day two: put your live clients and projects in, and log the hours you already know you overspent. Somewhere in the first week the Money Leak view stops being a feature and becomes a number with your project's name on it. That is the point of the kit.

Do it yourself, or have it built

The $39 kit is the files, and you build it in about 25 minutes. That is the version most people should buy, because importing it yourself means you understand the formulas well enough to change them later.

If you would rather not touch it at all, a done-for-you build inside your own workspace is available as a separate service — your existing clients, projects and invoices normalised into the seven databases, custom views, and a walkthrough. It is quoted per workspace after a short look at what you already have, so there is no fixed price to publish here. Email the address on the button and say what you are working in.

Who it is for

Solo consultants, freelancers, designers, developers and independent contractors who sell their own services and track their own money. Not for teams of five or more — you want shared views and permissions this kit does not cover.

Honest limits

It is a memory and an attention system, not software. It will not send invoices, chase clients, or generate documents, and it is not bookkeeping software — keep real books in real accounting software. The demo rows are invented; do not read the rates in them as market guidance. What it does is stop the four silent leaks: leads going stale, invoices going late, projects going over hours, and weeks passing without anyone checking.

FAQ

Do I need a paid Notion plan?

No. The free plan handles all seven databases and every view in this kit.

Is this a shareable template link?

No. You get CSV files and a build guide. You import them into your own workspace, so you own the databases and nothing can be revoked.

How long does setup take?

About 25 minutes if you follow the guide in order. Importing before fixing property types is the one mistake that costs an hour.

Will the formulas break?

Notion changes formula syntax occasionally. The guide includes the exact syntax plus a simpler fallback version of the date formula.

Can you build it in my workspace for me?

Yes, as a separate service, quoted per workspace. It is not part of the $39 files kit.

How is the file delivered?

As a download you get immediately after purchase. If you order by email instead, the same files arrive in the reply.

Refunds?

If the download is broken or the files do not match this page, we refund it. See the refund policy.

Get the Freelance OS kit — $39

Also on this site: Solo Consultant Prompt Vault — 60 AI prompts for the admin side of client work, one-time $19.