3 new pages just added to your Notion OS: CRM, Revenue Tracker, Content Pipeline. Plus your existing Tasks and Projects. Here's how each one works and exactly what to put in them.
Your RUE SOLUTIONS OS now has 5 working sections. Open the OS every morning. Close it every evening after updating. The OS only works if it's current — if you forget to update it after a call or a message, the system breaks.
Already in your OS · Has the Inbox → To Do → In Progress → Waiting → Done workflow
The workflow that's already in your Tasks page: Inbox (just captured) → To Do (confirmed, ready to work on) → In Progress (actively doing it RIGHT NOW) → Waiting (blocked, need something from someone else) → Done (finished). Use this flow every single day.
| Property | Type | What to put here |
|---|---|---|
| Task Name | Title | Write it as an action verb. "Send 10 LinkedIn messages" not just "LinkedIn." "Fix Cal.com button in Framer" not "website." Be specific enough that you know exactly what to do when you open it. |
| Status | Status |
Inbox
To Do
In Progress
Waiting
Done
Move things to Done the moment you finish. Don't leave 5 things In Progress. Max 2–3 at a time.
|
| Priority | Select |
High — do today
Medium — this week
Low — someday
Only 1–2 High tasks per day. If everything is High, nothing is.
|
| Task Type | Multi-select |
Outreach
Client Work
Content
Admin
Learning
Add these options to replace the current ones (Bug/Feature request/Polish) — those are software labels, not yours.
|
| Due Date | Date | Only add a date if it actually has a deadline. Don't put dates on everything — it makes the calendar meaningless. Good uses: "BIR registration by May 31" · "Send proposal to Sarah by tomorrow 5pm" · "NBI application start Nov 1" |
| Recurring | Checkbox | Check this for tasks you do every day or week. "Send 10 LinkedIn messages," "Post on LinkedIn." Don't delete these when done — just reset status to To Do each morning. |
| Description | Text | Context, not a restatement of the title. "Proposal for Sarah — she mentioned budget ~$800, wants Backend Starter. She needs it by end of this week." |
Already in your OS · One row per client project · Has: Status, Priority, Due date, Category
Project vs Task: A Project is a big deliverable engagement — "Build backend system for Sarah." A Task is a specific action inside that project — "Send Sarah's proposal," "Record Loom walkthrough," "Send final invoice." Projects live here. Tasks go in the Tasks database and you link them in your head.
| Property | Type | What to put here |
|---|---|---|
| Task Name | Title | Client name + service + price. "Sarah Chen — Backend Starter $800" · "Bloom Studio — Automation Standard $1,200" · "John — Monthly Retainer (quoted)" |
| Status | Status |
Proposal Sent
Deposit Received
In Progress
In Review
Delivered
Closed
Lost
Add these statuses — they're more useful than just In Progress/Done.
|
| Category | Multi-select | Already has: Internal · Automations · Content and Social · Operations Systems · Website Builds. Use these as-is — they match your service types perfectly. |
| Priority | Select | High = active project that has a deadline this week. Medium = active but flexible. Low = future or paused. |
| Due Date | Date | Delivery date you committed to. This is what you're accountable to. Set it the moment the project starts. |
| Page body | Free text | Write everything here: discovery call notes · what you promised to build · their exact pain (from the call) · revision requests · Loom link · invoice numbers · any communication that matters. This is the client file. |
Just added to your OS · Build as a database inside this page · One row per person
What this is for: Every person you've messaged, called, or worked with. From "sent connection request" to "retainer client for 6 months." If you don't track it, you will forget to follow up. You will lose deals because you let someone go quiet and never came back. This database prevents that.
Open this page in Notion → click "+" to add a database → add these properties:
| Property | Type | What to put here |
|---|---|---|
| Name | Title | Full name. "Sarah Chen." If it's a company without a contact yet, use the company name. |
| Company | Text | Their business name. "Bloom Studio" · "TechStart Inc." Helps you remember context fast when you come back weeks later. |
| Stage | Select |
Target
Connected
Messaged
Replied
Call Booked
Proposal Sent
Won ✓
Lost
Not Now
Move them every time something changes. "Not Now" = follow up in 3 months.
|
| Source | Select |
LinkedIn outreach
Inbound website
Referral
Cold email
After 3 months you'll see which source converts best. Double down on it.
|
| Get their email as early as possible. LinkedIn DMs get buried and lost. | ||
| LinkedIn URL | URL | Paste their LinkedIn profile URL. One click to check their posts before a follow-up message. |
| Last Contact | Date | Date of your last message or call. Update this every time. If 14+ days have passed and they're not Won or Lost — they need a follow-up. |
| Follow Up Date | Date | When someone says "not right now" — set a date 2–3 months out. Then create a Task with the same date. Don't rely on memory. |
| Service Interest | Select |
Backend Org
Automation
Website
Retainer
|
| Notes (body) | Page body | Write everything you know — what they post about, their pain points, what you said, what they said. The more notes, the better your follow-ups. |
Just added to your OS · Build as a database inside this page · One row per invoice
This is your most important database for the DNV. Every row must match a real transaction in your Wise account. The consulate will look at this pattern: consistent income every month, numbered invoices, signed contracts matching each payment. Start this habit from Day 1 even when income is zero — the folder needs to be clean and organized before you need it.
| Property | Type | What to put here |
|---|---|---|
| Invoice Name | Title | Always use this format: "RS-2026-001 · Sarah Chen · Deposit" · "RS-2026-002 · Sarah Chen · Final" · "RS-2026-003 · John · Retainer M1". Never reuse numbers. Never skip numbers. The consulate checks for gaps. |
| Invoice Number | Number | Just the number: 1, 2, 3. Sorts automatically. Cross-reference with your Wise invoice number. |
| Client | Text | Client name. "Sarah Chen" or "Bloom Studio." Keep it consistent with your CRM. |
| Amount USD | Number | Exact amount. $400 (50% deposit of $800 project) · $400 (final) · $700 (retainer month 1). Must match Wise statement exactly — even cents matter. |
| Type | Select |
Deposit 50%
Final Payment 50%
Retainer Monthly
Add-on
|
| Status | Select |
Sent
Paid ✓
Overdue
Move to Paid ONLY when money is actually in Wise. Never before.
|
| Invoice Date | Date | Date you sent the invoice. This is what the consulate uses to verify the timeline of your income. |
| Payment Date | Date | Date the money landed in Wise. Not when they say they paid. When it arrived. |
| Wise Ref | Text | The Wise transaction reference number. Copy from Wise after payment. Makes it easy to match your Notion record to the bank statement later. |
| Month | Select | Jul 2026 · Aug 2026 · Sep 2026 · etc. Used to filter monthly income totals and check if you're above the DNV threshold. |
Just added to your OS · Build as a database inside this page · One row per post
You're already posting via Buffer — great. This database is where you write, organize, and track every post before it goes into Buffer. Think of it as your content backlog. Ideas go here. Drafts get written here. When it's ready, it goes into Buffer. Buffer handles the scheduling and posting.
| Property | Type | What to put here |
|---|---|---|
| Post Hook | Title | The first line of the post — the thing that stops the scroll. This is how you browse your list. "3 things founders waste 10hrs/week on" · "I moved from Spain to PH to build this" · "My first client said no. Here's what I learned." |
| Platform | Multi-select |
LinkedIn
Instagram
Both
|
| Type | Select |
Teach
Show
Story
Rotate: Mon = Teach, Wed = Show, Fri = Story. Never 3 of the same type in a row.
|
| Status | Select |
Idea
Writing
Ready
In Buffer
Published
|
| Publish Date | Date | When it's going live. Use the Calendar view to see your whole month of content at a glance. Aim for Mon/Wed/Fri on LinkedIn. |
| Post Body | Page body | Write the full post inside the page. Hook → 3–5 short paragraphs → CTA (question or link). Draft it here first, then copy-paste into Buffer. Keep all your drafts in one place. |
| Post Link | URL | After it's published, paste the LinkedIn or Instagram URL here. Check engagement after 48 hours. Top performers get repurposed into other content. |
"Every interaction with a client,
every invoice, every task done —
it goes into the OS the same day.
Not later. Not when you remember.
Now. The system only works
if it's always current."