USE CASE

Run Your Solo Business

If you’re a freelancer or solo founder, your brain cannot be your CRM, your PM tool and your finance system at the same time. Connect clients, offers, projects, content and money in one clear structure so you always know what to focus on next.

Challenges

• Everything lives in your head

Tasks, ideas, deadlines and client details depend on your memory and a few random notes.

When you’re tired, important things slip.

• Leads and clients are hard to track

Some contacts are in email, others in LinkedIn, a few in a spreadsheet.

You lose track of who to follow up with and when.

• Projects blend into each other

Different clients, scopes and timelines overlap.

It’s easy to overcommit, under-price or forget what was actually agreed.

• Content and marketing are sporadic

You post when you “have time”.

Ideas pile up, but there’s no system to turn them into consistent content that brings leads.

• Finances feel foggy

You roughly know what’s coming in and going out, but not your real runway, profitable clients or months you should worry about.

• No real weekly rhythm

Days fill with urgent requests and context-switching.

You rarely stop to plan the week, review the pipeline or adjust direction.

Capabilities

• Solo OS in Notion for your whole business

One connected system for clients, offers, projects, tasks, content ideas, invoices and expenses.

Each piece links to the others, so you see the full picture instead of isolated lists.

• Lightweight CRM for leads and clients

Track leads, clients and past contacts with fields for status, fit, next step and last touch.

Use simple views like “follow up this week” or “cold but interesting” to keep relationships warm.

• Email context via Notion Mail

Use Notion Mail to attach important email threads (intros, proposals, negotiations) directly to client and project records.

When you open a client, you see the story, not only the label.

• Projects and tasks tied to real commitments

Each client has its projects with scope, deadlines, deliverables and pricing.

Tasks live inside those projects, so your daily to-do list actually reflects what you’re being paid to do.

• Planning and scheduling with Notion Calendar

Plan deep work blocks, calls, deadlines and content publishing in Notion Calendar.

You see client work, marketing and admin on the same timeline and avoid overloading yourself.

• Content pipeline connected to offers

Store content ideas, drafts and posts in a simple pipeline (idea → draft → ready → published).

Each piece is tagged with the problem it solves and which offer or service it supports.

• Simple money tracking that’s actually usable

Log invoices, payments and key expenses linked to clients and projects.

Use a few focused views: “expected this month”, “overdue”, “top clients by revenue”, “months with higher costs”.

• Weekly and monthly review rituals

Pre-built review checklists:

Weekly: pipeline, current projects, next week’s priorities.

Monthly: revenue, expenses, time spent, what worked, what didn’t.

These live inside Notion, so you run them in the same place where the data sits.

• Space for personal goals and energy

Add a simple area for habits, health and non-work projects.

You can see when you’re overloading yourself and adjust before burning out.

Outcomes

• Clear priorities every day

When you open Notion in the morning, you know which clients, tasks and follow-ups matter today, not just what screams the loudest.

• Better client relationships and fewer dropped balls

Leads and clients get timely replies, clear expectations and consistent delivery because actions are tracked, not improvised.

• Pricing and scoping based on reality

Over time you see which clients, services and project types are actually worth it.

You can raise prices, refine offers or drop work that drains you.

• Consistent marketing without chaos

Content supports your offers and is planned ahead.

You stay visible even when client work is intense.

• Calmer relationship with money

You know what’s coming in, what’s going out and how many “safe” months you have.

Decisions feel less like gambling.

• A business you can grow, not just survive

With structure in place, you can bring in a VA, a collaborator or an agency later.

You’re building a system, not just selling hours.

Want your solo business to run on a real system?