Notion Build With Me: Track Budget, Income And Expenses

so i hope you guys liked last week's video it was a tour of my notion workspace or really just a part of it so i am happy to continue showing parts of my personal notion workspace today what i want to do is make a little bit of a shorter video i want to make one that specifically is about notion finances this is a request i get a lot and it's interesting to me that i do get it a lot but really i can understand why someone would want to track more broad simple expenses just an inflow of income and an outflow of expenses generally budgeting and things like that with notion so i went in this past week and i tried to figure out what is the simplest and easiest way to do something like that so i'm gonna stop talking and let's just get right into it so in this personal cash flow we have three different databases we have monthly income monthly expenses and a balanced calculator where they all connect to so you'll see in balance calculator there are four different properties there is the starting balance this is what you're going to fill in whatever balance you are starting with then you have another rollup property actually you have two of them one is for the total income and this will be added automatically and the balance formula will simply take our starting balance add the total income subtract the expenses and give a fluid balance that will change as you manipulate these databases so let's just make this from scratch firstly inside of a blank page what i'm doing is i'm making sure it is full width and to do that you can go up to the top right hand corner there are three dots to click and you can toggle on full width let's create those three databases so go forward slash inline table and call this balance calculator you really only need one row here so i'm going to delete those other two do it two more times this income and this one expenses so the first thing i want to do is get rid of this tags property that comes with a new inline table and i'm going to give this one row its name which is total balance and i'm just going to create that starting balance property because we don't really need anything for that so starting balance and turn the text into a number property let's say we're starting with 3 400 if i want to change this to a dollar or some other currency and just go down to the currency i want in this case i want dollars and that's pretty much all we need for that right now let's go down to income and change this tags property to month and just change this to select i can do the same thing down here in expenses and change this to select here's another thing i want to do i want to quickly just put in those 12 months january to december but i want to do it quickly so what i'm actually going to do is change this back to text and i'm going to go jan comma space do the next month and just kind of go down the line march april may june july august september october november and december from here what i'm going to do is first copy this cell go down to expenses change this to text as well and just paste it in and now i'm going to change both of these properties to select and inside of the select options i will have all 12 months so now that i have that i can add the next property called amount change that to a number property do the same thing down here in expenses and i can change this amount to dollars again like above and choose dollar before i continue let's just put in some examples for income like for instance a paycheck now let's say there is actually another paycheck here what you can do is create a filter so let's create a filter and make sure this database view shows only the month of january and we'll create another database view for february and so on so that whenever i create a new entry january will automatically appear say there's another paycheck i can also put a date in here to see what date i received this money say maybe january 1st so you can also do that if you'd like um the next entry down might be something like a side hustle donations made in the month stuff like that so let's just keep those as the examples and let's say the amount made is fourteen hundred dollars per paycheck i can come down here at calculate and actually calculate a sum so i'm just going to do the same thing down here in expenses it's going to be the same filter where in this database view i'm just going to make sure that month is january and the first expense might be something like rent another one loans subscriptions entertainment utilities and grocery and i can just do the same thing where i put in the amount okay so now that i have this what i'm going to do is create another property to connect to this balance calculator because i want the sum of the amount in both of these databases to appear up here so i'm going to create a property called 2 calculator and i'm going to make sure it is a relation and i'm going to find balance calculator so select a database called balance calculator and then from here i can just find total balance and you'll see that another relation has popped up inside of balanced calculator which is connecting back to related to income and i can just change this to income and hide it don't really need to see that there so if you want to quickly make sure all of these connect to total balance the first thing you can do right here is actually click inside of the cell click out to make sure it is highlighted in blue copy click and drag all of these empty cells and then just paste them in so that's one way to do it but you can also adjust that filter to add another filter that says end not only is the month of january but to calculator contains total balance so that for every new entry it will always connect to two calculator so now that we have that i can create a rollup so what i'm going to do is call this total income and i'm going to make sure that this property is a rollup and you'll find that right under relation i'm going to configure this rollup to find the income which is that relation we just made make sure the property is the amount and to calculate the sum and you'll see that it again is identical to that sum down here 3350 and i'm just going to do the same thing over here in expenses to calculator come down to relation and find that balance calculator make sure it says total balance click out copy and then just drag down and paste from here what i can do is go to filter again and just add that other filter to calculator contains total balance so this is pretty much all you have to do here i can do again total expenses actually make sure you go into total balance and i want to rename this related to expenses to expenses and i also want to hide these two properties because i don't need to use them so always hide and always hide now until expenses again we're gonna create a roll up and make sure instead of finding income i want to find the relation to expenses make sure the property is the amount and the sum this is 2040 down here you'll also see 2040. now what i want to do is just create that formula that finds the balance go down to formula in advanced and i'm simply going to come down to this list of properties click starting balance go plus total income minus total expenses and then from here what you can do is again go to one two three and click dollar i can hide this to calculator because we don't need to see that because this filter already lets us know that every entry will automatically connect to total balance now what i want to do is just create some type select properties so let's make this a select property and for each income let's say choosing the option between a fixed income this is like a paycheck and extra income i'm really good at making typos guys all right now i'm gonna just change this to blue paycheck would be considered fixed and then fixed side hustle would be extra and donations would be extra and then again i can do type property here as well and go to select go fixed expense or a flexible expense like loans for instance would be fixed subscriptions is fixed entertainment would be flexible utilities relatively flexible and groceries are flexible now with these flexible expenses you might want to have a budget so i can make another property called budget give it a number and let's say for fixed of course it will always be the same i think that a dollar drag it over to the end here okay so now we have this what i want to make is a formula that will let you know if you have gone over or you are in budget so this is not in the example i showed you in the beginning but i thought it might be useful so let's just change this to a formula and i'm just going to go if the budget is greater than the amount then i want this to say in budget otherwise just show me over budget i can also say is it greater than or equal to and i will have that property automatically update as well but let's say i have a new entry it will automatically tell me over budget in order to fix this we're going to add another if statement at the beginning so i'm going to say if empty if the budget is empty or empty this parentheses around if the amount is empty then empty space otherwise everything we just made will apply and put another parenthesis at the end because there are two if statements to close and you can take a look at that so now it will always be empty even if i put in the budget as 500 and the amount is nothing it will still be blank if i put in 200 it will see that i am in budget if i put in 600 though it will say over budget now that i have that i want to create another view for february so let's just add another view called february and make it a table the default view we're actually going to change the name of default view to january go down to february and just make sure those filters apply but actually the best way to do this in my opinion is after creating that new view to go to january and duplicate it delete this february i just made go to copy of january and rename it to february and then just change the filter to month is february and i can just keep doing this and just duplicate change copy to march and then just change that filter again to march and it will always contain that total balance relation now i want to show you how to create these columns and to color these databases so firstly what i want to do is just enter this a few times and i'm going to create a toggle forward slash toggle and the first one i'm going to call income and the second one expenses and what i'm going to do is just create two columns here by dragging over and let's make sure this toggle income is the color blue and maybe expenses can be the color pink so when i go to drag income inside of this toggle everything inside will be blue and if i do the same thing with expenses everything inside will be pink another thing i want to do i can actually drag this up at the top another thing i want to do is make sure there is a sort so i'm going to go down to sort and make sure that i'm sorting this by amount descending and i also want to sort that type property so i'm going to go type is maybe you can drag this up here so i'm going to see all my fixed expenses at the very top from the most to the least and then my flexible expenses down here and i can just add that sort over here as well then what i did was i have that image right so i'm just gonna grab one of these empty blocks and make a column with another empty block and go forward slash image and you can find images via unsplash just press this button here and maybe search for money and i can put a little image there and then just drag this balance calculator under this column and adjust it so i can see everything another thing you can do is if you have a long list of entries and you just want to look quickly at all of your fixed income or all of your extra income and you want to see the sum total what i suggest is just going to this search and going fixed income and you can also search via tags so this isn't just searching for your name which is really nice and you'll see that the sum has also adjusted that's another cool way of visualizing your system i actually want to adjust this a bit just this column so i can see my in budget or over budget the last thing i want to show you is another way to visualize these months so if you don't want to file through each one of these database views for each month you can also create a linked database so i'm just going to go forward slash linked database and let's say i want to look at all my expenses through the year i'm going to look for the expenses database and i'm going to make sure that the view is board view and it already has grouped all of my tags as the month so i'm going to hide this no month here so it's flush to the side you can also change the group by right now it's by month you could also look by type and i can see everything all of my expenses in january i'm going to adjust how i see this though so firstly i'm going to go to properties card preview is going to be none the card size small i'm going to make sure i see the amount and the type and whether i'm over or in budget and that's it over here at the top you'll see a little number i can click through that as well and calculate the sum of maybe my budget or the amount i spent so in this way i can sort of just view the whole year as i go along and how much i spent each month you can do the same thing with income of course and create this board view and just make sure it's grouped by the month so that's another way of visualizing there's a lot of ways to visualize this stuff in notion so i suggest just playing around to get a feel of what you want i'm going to leave that template down below the finished template which will have all of the months um in the database views so all that will already be created if you didn't want to do this along with me so let's just get right into the outro so if you are using notion to track finances or you're using something similar to this or you plan on using something like this let me know what your plans are down below i also have a discord link in the description so you can chat with me there also if you have any specific questions i'll most likely be able to answer questions there and yeah i'll see you guys the rest of the week on twitter i also talk about notion there all the time rem note and the rest i also have a blog where i also publish different little tutorials on these programs so all those links will be down below and i'll see you guys next week probably with um another tour video you guys really liked the last week's notion tour which is kind of surprising to me so i might do an equivalent with rem note if you are into that and i'll see you then [Music] you

Channel: Red Gregory

Views: 66,269

Keywords: Notion, Notion Productivity, Notion Finances, Notion Budget, Budgeting, Finances, Cash Flow, Notion Dashboard, Notion Formula, Notion Database, Notion Relations, Notion Rollups

Id: rTyUtMxeqDU

Length: 18min 3sec (1083 seconds)

Published: Sun Feb 07 2021