# Freelance Designer Project Tracker & Client‑Approval Hub

## 1️⃣ Dashboard  
A high‑level view that pulls data from all databases.  
- **Quick Links**: Projects, Clients, Invoices, Approval Hub  
- **Today’s Milestones** (filtered view)  
- **Pending Approvals** (filtered view)  
- **Revenue Snapshot** (rollup from Invoices)

> 💡 Tip: Pin this page to your sidebar for one‑click access to the entire workflow.

## 2️⃣ Projects Database  
| Project Name | Client | Status | Start Date | End Date | Budget | Total Hours | Milestones (Relation) |
|--------------|--------|--------|------------|----------|--------|-------------|-----------------------|
| Brand Refresh for Luna Café | Luna Café | In Progress | 2024‑05‑01 | 2024‑06‑15 | $4,200 | 38 | View |
| E‑commerce UI Kit | TechNova | Planning | 2024‑06‑10 | 2024‑08‑01 | $7,500 | 0 | View |
| Portfolio Redesign | Self | Completed | 2024‑03‑15 | 2024‑04‑10 | $1,200 | 22 | View |

**Key Properties**  
- **Status**: Select (Planning, In Progress, Review, Completed, On Hold)  
- **Budget**: Number (currency)  
- **Total Hours**: Formula `sum(Related Time Entries.Hours)`  
- **Milestones**: Relation → Milestones DB  

> 💡 Tip: Use the “Duplicate” button on a project to clone its structure for repeat clients.

## 3️⃣ Milestones Database  
| Milestone | Project (Relation) | Due Date | Owner | Status | Deliverable (File) |
|-----------|-------------------|----------|-------|--------|--------------------|
| Logo concepts | Brand Refresh for Luna Café | 2024‑05‑10 | Alex (Designer) | Completed | logo_concepts.pdf |
| Wireframes | Brand Refresh for Luna Café | 2024‑05‑20 | Maya (UX) | In Review | wireframes.sketch |
| UI Kit v1 | E‑commerce UI Kit | 2024‑07‑01 | Sam (Designer) | Planning | – |
| Final assets upload | Portfolio Redesign | 2024‑04‑08 | Alex (Designer) | Completed | portfolio_final.zip |

**Key Properties**  
- **Owner**: Person  
- **Status**: Select (Pending, In Progress, In Review, Approved, Blocked)  
- **Deliverable**: Files & media  

> 💡 Tip: Create a filtered view “This Week” to see only milestones due in the next 7 days.

## 4️⃣ Time Entries Database  
| Date | Project (Relation) | Milestone (Relation) | Hours | Description |
|------|-------------------|----------------------|-------|-------------|
| 2024‑05‑02 | Brand Refresh for Luna Café | Logo concepts | 3 | Sketch initial ideas |
| 2024‑05‑11 | Brand Refresh for Luna Café | Wireframes | 5 | High‑fidelity wireframes |
| 2024‑06‑12 | E‑commerce UI Kit | – | 2 | Research component library |

**Key Properties**  
- **Hours**: Number (decimal)  
- **Project** & **Milestone**: Relations for roll‑ups in Projects & Milestones.

> 💡 Tip: Use the “Add Time Entry” template button on the Project page to auto‑populate the Project relation.

## 5️⃣ Clients Database  
| Client Name | Contact Person | Email | Phone | Projects (Relation) | Outstanding Balance |
|-------------|----------------|-------|-------|----------------------|----------------------|
| Luna Café | Maria Gomez | maria@lunacafe.com | +1 555‑0123 | Brand Refresh for Luna Café | $1,200 |
| TechNova | Ryan Lee | ryan@technova.io | +1 555‑0456 | E‑commerce UI Kit | $0 |
| Self | — | — | — | Portfolio Redesign | $0 |

**Key Properties**  
- **Projects**: Relation → Projects DB (rollup of Status)  
- **Outstanding Balance**: Formula `sum(Related Invoices.Amount) - sum(Related Payments.Amount)`

> 💡 Tip: Turn on “Share to web” for a client’s page to give them read‑only access to their project timeline.

## 6️⃣ Invoices & Payments Database  
| Invoice # | Client (Relation) | Project (Relation) | Issue Date | Due Date | Amount | Paid? | Payment Date |
|-----------|-------------------|--------------------|------------|----------|--------|-------|--------------|
| INV‑2024‑001 | Luna Café | Brand Refresh for Luna Café | 2024‑05‑15 | 2024‑06‑15 | $4,200 | ✅ | 2024‑06‑10 |
| INV‑2024‑002 | TechNova | E‑commerce UI Kit | 2024‑06‑15 | 2024‑07‑15 | $7,500 | ❌ | – |
| INV‑2024‑003 | Self | Portfolio Redesign | 2024‑04‑01 | 2024‑04‑15 | $1,200 | ✅ | 2024‑04‑12 |

**Key Properties**  
- **Paid?**: Checkbox (auto‑checks when Payment Date is filled)  
- **Amount**: Number (currency)  

> 💡 Tip: Add a filtered view “Overdue” to stay on top of unpaid invoices.

## 7️⃣ Client‑Approval Hub (Share‑Only Page)  
Create a **public page** for each project with the following blocks (copy the template button on the Project page):

1. **Project Overview** – linked view of the Project record (read‑only).  
2. **Milestones in Review** – filtered gallery of Milestones where Status = “In Review”. Each card shows the Deliverable file and a **Comment** block (Notion’s native comment system).  
3. **Upload Assets** – a simple **File** upload block titled “Client Uploads”. Files land in a **Client Uploads** database (hidden from internal view).  
4. **Approval Buttons** (template button):  
   - **Approve** – sets Milestone.Status to “Approved”.  
   - **Request Changes** – sets Milestone.Status to “Blocked” and adds a pre‑filled comment template.

> 💡 Tip: Enable “Allow editing of comments only” in the share settings so clients can comment but cannot modify other content.

## How to import into Notion
1. **Create a new page** in your Notion workspace where you want the template.  
2. Click **Import** → **Markdown & CSV** and select this `.md` file.  
3. Notion will create the page hierarchy and plain tables.  
4. For each table (Projects, Milestones, Time Entries, Clients, Invoices, Client Uploads):  
   a. Click the three‑dot menu on the table → **Turn into → Database → Full‑page** (or inline where indicated).  
   b. Add the missing property types (Select, Relation, Formula, Rollup, Files & media, Person, Checkbox) matching the column headers.  
5. Re‑establish the relations: open each database, add a **Relation** property, and link to the target database (e.g., Projects ↔ Milestones).  
6. Set up the **Rollup** and **Formula** properties as described in each section.  
7. Duplicate the **Client‑Approval Hub** page for each project using the **Template Button** on the Project page (“Create Approval Hub”).  
8. Adjust sharing settings on each Approval Hub page: **Share → Share to web → Allow comments** (disable editing).  

Your fully functional Freelance Designer Project Tracker & Client‑Approval Hub is now ready! 🎉