Rue Solutions OS · Full Cheat Sheet · Based on Your Actual Notion

Every section of your OS.
What it is. What to put in it.
When to open it.

You have 4 sections (Management, Sales, Finance, System) with 13 pages and databases. This tells you exactly what each one is for and how to use it every day — so you never open Notion and wonder "wait, where does this go?"

📊 Management

📊

Dashboard

Open this first every morning. Your cockpit — everything at a glance.

💡

What this is: A summary page that shows filtered views from your other databases — active tasks, active projects, open invoices, recent leads. You don't add data here directly. You read here. Everything else feeds into this page.

What you see here	Where it comes from	What to do with it
Today's tasks	Tasks database	Check what's due today. Pick your ONE most important task and start there.
Active projects	Projects database	See which client projects are live and what stage they're in. Anything due this week?
Open leads	Leads database	Who needs a follow-up today? Who's gone quiet?
Unpaid invoices	Finance database	Who owes you money? Anything overdue?

⏰

When to open it: Every morning before anything else. 5 minutes max. Scan, pick your one task, close it and go work.

👥

Clients (Management section)

Database of active and past clients — people who have signed and paid.

💡

Clients vs Leads: Leads = people you're talking to but haven't paid yet. Clients = people who signed the contract AND paid the deposit. The moment someone pays — move them from Leads to Clients and create a Project for them.

Property	Type	What to put here
Client Name	Title	Full name or company. "Sarah Chen" or "Bloom Studio." Be consistent — this name appears everywhere it's linked.
Status	Select	Active Delivered Retainer Closed Paused
Service Type	Select	Backend Org · Automation · Website · Content · Retainer. What they hired you for.
Start Date	Date	Date they paid the deposit. This is when the project clock started.
Deadline	Date	Delivery date you committed to. Track against this.
Payment Status	Select	Deposit Paid Fully Paid ✓ Overdue
Drive Folder Link	URL	Link to their Google Drive folder (contracts, briefs, assets). Create a folder per client the moment they sign.
Main Contact	Text	Their email or phone. The one they actually respond to.
Projects	Relation	Linked to their project in the Projects database. One client can have multiple projects.
Finance	Relation	Linked to their invoices in the Finance database. Rollup shows unpaid invoices automatically.
Notes (body)	Page body	Everything about this client: discovery call notes, what you built, revision history, testimonial, retainer pitch status.

Filled client row example

Client NameSarah Chen (Bloom Studio)

StatusActive

ServiceBackend Org — Starter $800

Start DateSep 1, 2026 (deposit received)

DeadlineSep 8, 2026 (7-day delivery)

PaymentDeposit Paid · Final due on delivery

Drivedrive.google.com/[sarah-bloom-folder]

Notes bodyWanted task system + 2 SOPs. Pain: 10hrs/week manual tracking. Delivered Sep 7. Testimonial received Sep 10. Retainer pitched — following up Sep 20.

📁

Projects

One row per client project. Tracks what you're building, where you are, and what's done.

💡

Project vs Task: A Project is the whole engagement — "Build Sarah's backend system." A Task is one step inside it — "Record Loom walkthrough for Sarah." Projects live here. Individual steps go in Tasks and get linked back to this project.

Property	Type	What to put here
Project Name	Title	"Sarah Chen — Backend Starter" · "Bloom Studio — Automation Standard" · "John — Retainer Month 1". Client name + service + package every time.
Status	Select	Proposal Sent Active In Review Delivered Closed Lost
Service Category	Select	Backend Org · Automation · Website · Content · Retainer. Matches your service types exactly.
Stage / Phase	Select	Intake Building Review Delivery More granular than Status. Tells you exactly where in the project you are right now.
Priority	Select	High = due this week. Medium = due this month. Low = future or waiting.
Start Date	Date	Date deposit was received. Clock starts here.
Due Date	Date	Delivery date committed to client. This is what you track against.
Related Client	Relation	Link to the client row in your Clients database. One click to see all their details.
Tasks	Relation	Link individual Tasks from your Tasks database to this project. Rollup shows how many incomplete tasks remain.
Project Link	URL	Link to the client's Notion workspace you built. Paste it here once you've created it.
Notes (body)	Page body	What you're building · revision requests · Loom link · Wise invoice numbers · client communication log. This is the project file.

✅

Tasks

Your daily to-do list. Every specific action you need to take — outreach, admin, client work, content.

💡

The workflow already in your Tasks page: Inbox → To Do → In Progress → Waiting → Done. Use this exactly as built. Inbox = just captured. To Do = confirmed and ready. In Progress = doing it RIGHT NOW (max 2–3 at once). Waiting = blocked by someone else. Done = finished.

Property	Type	What to put here
Task Name	Title	Write as an action. "Send 10 LinkedIn messages" not "LinkedIn." "Fix Cal.com button in Framer" not "website." Specific enough to know exactly what to do when you open it.
Status	Status	Inbox To Do In Progress Waiting Done
Priority	Select	High = do today. Medium = this week. Low = someday. Only 1–2 High tasks per day.
Task Type	Multi-select	Outreach Client Work Content Admin Learning
Due Date	Date	Only add a date if it has a real deadline. Not everything needs a date. Good uses: proposal deadlines, BIR registration, NBI application.
Recurring	Checkbox	Check for daily/weekly habits like "Send 10 LinkedIn messages." Don't delete — just reset to To Do each morning.
Related Project	Relation	Link this task to a project in the Projects database. Then the project shows incomplete task count automatically via rollup.

Real tasks to add right now

Outreach · HighSend 10 LinkedIn connection requests — personalized note, no pitch (Recurring ✓)

Admin · High · May 31Register BIR at RDO — bring TIN + ID, file Form 1901, pay ₱500, get Form 2303

Admin · High · Aug 15Open or verify Wise Business account during reset setup — needed before first client payment

Admin · High · May 30Create Cal.com account + fix all "Book a Call" buttons in Framer

Client Work · HighChange all € to $ in Framer — Backend $800, Automation $600, Website $900

Content · MediumWrite LinkedIn post — "3 things founders waste 10hrs/week on" → schedule in Buffer

🎯 Sales

👤

Leads

Everyone you're talking to who hasn't paid yet. Your outreach pipeline.

💡

Add a row every time you send a connection request OR someone reaches out to you. Update the stage every time something changes. This database is only useful if it's current. If you forget to update it after a call — you will forget to follow up. You will lose the deal.

Property	Type	What to put here
Name	Title	Full name. "Sarah Chen." If company only, use company name.
Stage	Select	Target Connected Messaged Replied Call Booked Proposal Sent Won ✓ Lost Not Now Move through stages in real time. "Not Now" = follow up in 2–3 months — set a Follow Up Date.
Source	Select	LinkedIn outreach · Inbound website · Referral · Cold email. After 3 months you'll know which converts best.
Email	Email	Get this as early as possible. LinkedIn DMs get buried.
LinkedIn URL	URL	Their profile link. One click to check their posts before a follow-up.
Last Contact	Date	Update every time you interact. If 14+ days without update and they're not Won/Lost — follow up now.
Follow Up Date	Date	Set when someone says "not now." Then create a Task with same date so you don't miss it.
Service Interest	Select	Backend Org · Automation · Website · Retainer. What they likely need based on their posts or your call.
Related Client	Relation	When they become a client, link to their Clients row. Tracks the full journey from Lead → Client.
Notes (body)	Page body	What they post about · their pain points · what you said · what they said · call notes. More notes = better follow-ups.

Full lead row example

NameSarah Chen

CompanyBloom Studio — floral e-commerce, 3-person team

StageProposal Sent

SourceLinkedIn outreach

Last ContactJul 15 — sent proposal, Backend Starter $800

Follow UpJul 22 — one nudge if no reply

Notes bodyPosts about being overwhelmed managing orders via DMs. Replied to my comment Jul 12. Discovery call Jul 14 — pain: 10+ hrs/week manual tracking. Budget: flexible. Decision maker: yes. Wants weekends free.

👥

Clients (Sales section)

Same Clients database — viewed from a sales perspective. Won leads become clients here.

💡

This links to the same Clients database in Management — it's just a different view or entry point. When a lead becomes a Won, create their entry in Clients immediately and link the lead row to it. The moment someone pays the deposit → create Client row + Project row + Google Drive folder. Do all three together.

💰 Finance

💰

Finance

Every invoice — deposit and final separately. Your income record and DNV evidence.

🇪🇸

This database = your DNV application. Every row must match a real Wise transaction. The consulate sees: consistent monthly income, numbered invoices, signed contracts. Start logging from Day 1 even when income is zero — the habit needs to exist before the money does.

Property	Type	What to put here
Invoice Name	Title	RS-2026-001 · Sarah Chen · Deposit RS-2026-002 · Sarah Chen · Final RS-2026-003 · John · Retainer M1 Never reuse numbers. Never skip. Consulate checks for gaps.
Amount USD	Number	Exact amount matching Wise. $400 (50% of $800) · $400 (final) · $700 (retainer). Even cents must match.
Type	Select	Deposit 50% Final 50% Retainer Monthly Add-on
Status	Select	Sent Paid ✓ Overdue Move to Paid ONLY when money is in Wise. Not when they say they'll pay.
Invoice Date	Date	Date you sent it. Timeline the consulate uses to verify your income history.
Payment Date	Date	Date it actually landed in Wise. Not when they sent it — when it arrived.
Wise Ref	Text	The Wise transaction reference number. Copy from Wise after payment. Matches Notion record to bank statement.
Month	Select	Jul 2026 · Aug 2026 · etc. Group by Month in a view to see monthly totals. Check against $2,900 DNV threshold.
Related Client	Relation	Link to their Clients row. Rollup in Clients shows unpaid invoices automatically.

📅

1st of every month ritual: Download Wise PDF statement → save to Google Drive DNV folder → add all paid invoices to Finance database → check monthly total. Is it above $2,900? If yes: DNV clock running. If no: what's missing and how to fix it.

⚙️ System

📋

SOPs

Step-by-step guides for everything you do repeatedly. Already has 8 SOPs built.

💡

What SOPs are for: Any process you do more than 3 times needs an SOP. So you stop re-figuring it out every time. You already have 8 built — use them. When a client wants you to document their processes, you use this same SOP structure to build theirs.

Your 8 existing SOPs — when to open each one

Client Onboarding SOP

Open when: Someone just paid the deposit. Follow this step by step — send welcome email, send intake form, create their workspace, set up Drive folder. Never improvise onboarding.

SOP Creation (For Client)

Open when: You're building SOPs inside a client's system. This is how you structure and write SOPs for their team. Use the Standard SOP template as the actual document.

Standard SOP (template)

Open when: You need to create a new SOP — for yourself or a client. This is the blank template. Duplicate it, rename it, fill it in. Structure: Title → Purpose → Who does it → Step-by-step → Notes.

Scope Creep Handling SOP

Open when: A client asks for something outside the agreed scope mid-project. This tells you exactly what to say and how to handle it without damaging the relationship. Read before every difficult client conversation.

Client Offboarding SOP

Open when: A project is delivered and the client has paid in full. Follow this — send Loom walkthrough, transfer access, ask for testimonial, pitch retainer. Never skip the offboarding.

Weekly Business Review SOP

Open when: Every Sunday evening or Monday morning. Review: active projects, leads pipeline, revenue this month vs target, next week's priorities. 30 minutes. Keeps you from losing track of the big picture.

New Inquiry Response SOP

Open when: Someone messages you asking about your services — via LinkedIn, email, or the website form. This tells you exactly what to reply and how fast. Speed matters here: reply within 2 hours always.

Project Close SOP

Open when: Final payment received and project delivered. Final invoice sent, workspace handed over, access confirmed, all files saved to Drive, Finance row marked Paid, Client row updated to Delivered. Close the loop completely.

📌

SOP database properties: SOP Title · Category (Internal / Operations / Onboarding) · Status (In Use / Draft / Archived) · Related Services · Last Updated · Link to Asset/File · Notes. Fill in Category and Status for every SOP — makes filtering fast.

📦

Templates

Reusable document templates for your own work — proposals, tasks, invoices, weekly workflow.

💡

What's inside: Backend System Template · Proposal Template (Quick Proposal) · Invoice Template · Follow Up Template · Project Delivery Template · Task Template · Weekly Workflow Template · Payment Follow-up Template. These are Notion page templates you duplicate and fill in.

Template	When to use it
Backend System Template	When starting a new Backend Org project. Duplicate this and build inside it — it's the starting structure for your client's workspace.
Quick Proposal Template	After a discovery call. Open this, fill in client name, problem, solution, price, timeline. Send via PandaDoc within 24 hours.
Invoice Template	When creating a new invoice in Wise. Use this to format the invoice consistently — RS-2026-001 numbering, payment terms, bank details.
Follow Up Template	When chasing a proposal that hasn't been responded to after 5 days. Copy the message, personalize 2 lines, send. One follow-up only.
Project Delivery Template	When delivering a finished project. This is the message you send with the Loom link, Notion access, and final invoice.
Task Template	For creating new recurring tasks with pre-filled properties. Saves time setting up standard weekly tasks.
Weekly Workflow Template	For your Sunday planning session. Pre-structured week review + next week priorities. Part of your Weekly Business Review SOP.
Payment Follow-up Template	When an invoice is 7+ days overdue. Professional, firm, not aggressive. Copy, fill in amount and due date, send.

🔁

Subscriptions

Every tool you're paying for. Track costs, renewal dates, and whether you still need them.

💡

Add every subscription here: Tool name · Monthly/annual cost in USD · Renewal date · Status (Active / Paused / Cancelling) · What you use it for · Whether it's essential. Review quarterly — cancel anything you haven't used in 30 days. Keep costs minimal while Rue is growing.

Tools to track in Subscriptions

NotionFree plan → $0/mo · Core OS and client builds

FramerYour plan · Website builder · ruesolutions.com

BufferYour plan · Social media scheduling · LinkedIn + IG

PandaDocFree: 5 docs/mo · Contracts and proposals

Cal.comFree · Discovery call booking link

LoomFree: 25 videos · System walkthroughs

ZapierFree: 5 automations · Add when needed

Wise BusinessFree to hold · Transfer fees only · All invoices here

🗂️

CLIENT WORKSPACE TEMPLATE — MASTERFILE DO NOT EDIT

Your locked master template. Duplicate this for every new client. Never edit the original.

🔒

This is locked for a reason. This is the master structure you've built for client deliveries. Every time you get a new client — duplicate this entire page, rename it to the client's name, and build inside the copy. Never touch the original. If you edit the original by accident, your template is gone.

▶️

How to use it for a client:
1. Right-click the CLIENT WORKSPACE TEMPLATE page → Duplicate
2. Rename the duplicate: "Sarah Chen — Bloom Studio Workspace"
3. Move it out of your OS (into a shared workspace or leave it here temporarily)
4. Build the client's system inside the duplicate
5. When done, share the Notion page with the client (invite their email)
6. Paste the share link in their Project row (Project Link field)

📋

What's already inside it: A Project Tracker sub-page. This becomes the client's own task/project tracking system that you hand over. The whole point is they can see their project status without needing to email you constantly.

📅

Content Calendar

Every LinkedIn and Instagram post from idea to published. Draft here, schedule in Buffer.

💡

How the system works: Add post ideas here as they come. Every Sunday: write 3 posts for the week. Copy-paste into Buffer. Schedule Mon/Wed/Fri. Mark as "In Buffer." After posting, paste the live link back here. Track which posts perform best — those get repurposed.

Property	Type	What to put here
Post Hook	Title	The first line — what stops the scroll. "3 things founders waste 10 hours a week on." Write the hook before anything else. If the hook is weak, nobody reads the post.
Platform	Multi-select	LinkedIn · Instagram · Both. Most of your content goes on LinkedIn first. Repurpose to IG as carousels or reels.
Type	Select	Teach (Mon) Show (Wed) Story (Fri) Teach = share knowledge. Show = show a system or result. Story = real moment from your journey. Rotate every week.
Status	Select	Idea Writing Ready In Buffer Published
Publish Date	Date	When it's going live. Calendar view shows your whole month — see gaps before they happen.
Post body	Page body	Write the full post inside. Hook → 3–5 short paragraphs → CTA. Draft it here, copy to Buffer. Keep all drafts in one place.
Post Link	URL	After published, paste the live LinkedIn/IG URL here. Check engagement after 48hrs. Top performers get repurposed.

📝

Client Intake Forms

The forms you send to clients after they sign and pay the deposit.

💡

When to send: Immediately after deposit is received. The intake form collects everything you need to start building. Without this information, you're guessing what to build. Never start work before the intake form is submitted.

📋

8 questions every intake form needs:
1. What tools do you currently use day to day?
2. Walk me through what a typical week looks like operationally.
3. What's the ONE thing that falls apart most often?
4. How many people are on your team and what does each person handle?
5. Have you tried to organize this before? What didn't work?
6. What does success look like at the end of this project?
7. Are there tools you absolutely don't want to use or switch from?
8. Can you grant me access to your current tools so I can see the existing setup?

Build this as a Tally.so form (free). Link is sent in the welcome email from your Email Templates Library.

✉️

Email Templates Library

29 email templates organized into 7 stages. Copy, personalize 2–3 lines, send.

💡

Rule for using email templates: Copy the template. Personalize the first line and one specific detail from your conversation. Don't send generic templates word-for-word — one personalized sentence makes it feel human. Takes 2 minutes, doubles reply rate.

📥 Inquiry & Sales (1–6)

First reply to inquiry
Discovery call confirmation
Post-call follow-up
Proposal follow-up (no reply)
Objection handling (price)
"Not now" response

🚀 Onboarding (7–10)

Welcome email (after deposit)
Intake form submission request
Access request (tools/logins)
Project kickoff confirmation

🔄 During Project (11–15)

Weekly progress update (Friday)
Revision request clarification
Waiting on client (blocked)
Timeline extension notice
Scope creep response

📦 Delivery (16–18)

System delivery (with Loom link)
Revision round open
Final delivery + final invoice

👋 Offboarding & Retention (19–23)

Testimonial request
Retainer pitch
Referral request
Project closed confirmation
Check-in (30 days later)

💰 Finance (24–27)

Invoice sent confirmation
Payment received thank you
Payment reminder (7 days)
Payment overdue (firm)

🔧 Support (28–29)

Post-delivery support query
Out-of-scope quote request

📅 How to Use This Every Day

Morning
6:30am

Open Dashboard → check Tasks (Today + High Priority)Pick your ONE most important task. Check active Projects for anything due today. Scan Leads for anyone needing follow-up.

After every
message sent

Update Leads immediatelySent request → Connected. Got reply → Replied. Booked call → Call Booked. Update Last Contact date. Right now, not later.

After every
discovery call

Log notes in Lead page body + create 2 Tasks"Send proposal to [Name] — due today" + "Follow up [Name] if no reply — due Jun 3." Do this within 30 minutes of the call ending.

After deposit
received

Create: Client row + Project row + Drive folder + send welcome emailDo all four immediately. Move Lead to Won. Send the Onboarding email (Template 7). Send intake form link (Template 8). Start the project clock.

During project
every Friday

Send Friday project update to client (Template 11)One paragraph. What you did this week. What's next. Any blockers. Takes 5 minutes. Keeps clients calm and trust high.

On delivery

Send delivery email (Template 16) → Loom link + workspace access + final invoiceThen open Client Offboarding SOP and follow it step by step. Don't improvise delivery.

After final
payment

Finance row → mark Paid. Client row → mark Delivered. Project → mark Closed.Then send testimonial request (Template 19) and retainer pitch (Template 20) within 24 hours. Strike while they're happy.

Sunday
evening

Weekly Business Review SOP + write 3 posts for Content Calendar → schedule in Buffer30 minutes review. 30 minutes writing. Done. Your whole week is organized before Monday starts.

1st of month

Download Wise statement → save to Google Drive DNV folder → update Finance database → check monthly totalIs it above $2,900 (DNV threshold)? If yes: DNV clock running, note the month. If no: what's missing, how to close the gap.

The one rule for all of this

"Every client interaction,
every invoice, every task done —
update your OS the same day.
Not tomorrow. Not when you remember.
Now. The system only works
when it's always current."

Every section of your OS.What it is. What to put in it.When to open it.