How to Build a Budget Tracker in Notion

Overview

• Set up a budget for different categories (e.g., food, utilities, entertainment).
• Track total spending and remaining budget for the month.
• Requires two databases: one for categories and one for expenses.

Setup Steps

Categories Database

1. Database View: Add a table view for categories.
2. Visuals & Titles: Hide database title, use a header block, and optionally hide vertical lines for a minimal look.
3. Properties:
   • Delete default text property.
   • Add a number property for the monthly budget, format it to the currency of your choice.
4. Data Entry: Fill in example data and add unique icons for each category.

Expenses Database

1. Database View: Add a table view for expenses.
2. Visuals & Titles: Hide unnecessary properties from the view if not needed.
3. Properties:
   • Add a date property for the date of purchase.
   • Add a number property for the amount.
   • Optional: Add text property for notes and file/media property for receipts.
4. Data Entry: Input example data.

Linking Databases

1. Relation Property:
   • Link expenses database to categories database using the relation property.
   • Set limit to one page and show on category.
2. Assign Expenses to Categories: Use the linked property to assign expenses to relevant categories.

Calculations and Formulas

1. Expenses Database:
   • Add a formula to check if expenses belong to the current month.
     • Format current date and date property to match month and year.
     • If matched, show amount; if not, show zero value.
   • Format formula property to preferred currency.
2. Categories Database:
   • Update rollup property to calculate based on formula property from expenses database.
   • Add formula to calculate remaining budget by subtracting current month expenses from monthly budget. Format to preferred currency.
   • Create a progress ring using formula property to visualize budget spending.
     • Divide rollup by monthly budget to get percentage.
     • Use round function to simplify percentage value.
     • Format as percent and display as ring. Customize ring color if desired.

Final Touches

1. Touch Up Icons: Add icons to properties for better visual distinction.
2. Review Table View: Ensure table view shows needed calculations (total categories, sum of budget, total spending, remaining amount) properly formatted.

Managing Data Over Time

1. Group Expenses:
   • Use grouping feature to group expenses by month.
   • Customize toggle view and calculate sum of expenses for each month.

Category Specific Expense Tracking

1. Category Page Template:
   • Create a page template for categories database.
   • Link expenses table view to the template.
   • Add filter for the category page to show relevant expenses.
   • Apply the template to each category page for specific category expense overview.

Default Icons for Expenses

1. Expense Page Template:
   • Create a single page template for expenses database.
   • Add default icons and set the template as default.

Conclusion

• Personal budget tracker is now set up in Notion!
• Customize further as per needs and preferences.
• Refer to the provided formula and settings to maintain consistency.

Find this video helpful? Stay tuned for more tips in the next one!