How to Track Monthly Expenses Using Notion

Introduction

We are going through times where financial literacy has become critical like never before. In the present scenario, a tool that balances flexibility with power is no doubt a game-changer. While managing finance, you should not feel like a chore or a complex math problem. There are numerous apps available in the market that are designed exclusively for budgeting. However, many users feel that most of them are either too rigid or cluttered with a lot of unnecessary features. This is where Notion deserves a special mention.

Notion is not another note-taking app. It is a “connected workspace” that lets you build custom systems tailored specifically to your brain’s logic. Whether you are a freelancer managing business costs or someone looking to save for a first home, learning how to track monthly expenses using Notion provides a level of clarity that is missing in traditional spreadsheets. In this comprehensive guide, we will explain in detail the exact steps to build a sustainable, automated, and visually appealing financial dashboard that helps you stay on top of every dollar.

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4 Reasons to Use Notion for Expense Tracking

Traditional budgeting apps often force you into their pre-determined categories and workflows. Notion flips the script. The 4 reasons why it has become the preferred choice for personal finance enthusiasts are:

• Centralization: You can link your expense tracker to your daily journal, project manager, or travel plans. Everything comes under one ecosystem.
• Customization: If you want to track “Coffee Spending” as a specific sub-category under “Lifestyle,” it is very much possible in just seconds.
• Visual Variety: Switch between a table view for data entry, a calendar view to see when bills are due, and a gallery view for a high-level monthly summary.
• Scalability: With the growth in your financial life i.e. from a single bank account to multiple investments and side hustles, your Notion workspace can evolve with you with absolutely no need for a new platform.

Step-by-Step Guide: Building Your Expense Tracker

1st Step: Create Your Master Database

The foundation of your system is a master database. This is the “brain” where every single transaction will be stored. Get started by creating a new page in your Notion workspace and title it “Finance Hub.”

Inside this page, type /table and select Table view. Click “New database.” This master list will hold every expense regardless of the month or category. By keeping one central database, you ensure that you can perform long-term trend analysis later on.

2nd Step: Define Essential Properties

Properties are the columns that define your data. To effectively track monthly expenses using Notion, you need specific types of information for each entry. Rename your columns to include the following:

1. Name (Title): A brief description (e.g., “Grocery Store,” “Netflix Subscription”).
2. Amount (Number): The cost of the item. Be sure to format this as your local currency (USD, EUR, etc.) by clicking the property header and selecting “Edit property.”
3. Date (Date): When the transaction occurred. This is vital for filtering by month.
4. Category (Select): This helps you group your spending.
5. Payment Method (Select): Useful for reconciling your bank statements or credit card bills.
6. Receipt (Files & Media): A place to upload photos of physical receipts for tax purposes.

3rd Step: Categorize for Better Insights

The “Select” property for categories is where you gain real insight into your habits. Start with these broad categories and refine them as you go:

• Fixed Costs: Rent, utilities, insurance, and internet.
• Variable Needs: Groceries, transport, and healthcare.
• Wants: Dining out, entertainment, and hobbies.
• Financial: Debt payments, savings, and investments.

Advanced Techniques for Monthly Management

Setting Up Monthly Filters

Each time you open your app, you don’t want to see a list of a thousand transactions. To focus, you need a “This Month” view.

Click the + icon next to your database tabs to create a new view. Name it “Current Month.”

Click the “Filter” button, select the Date property, and set it to “This Month.” Now, this tab will only show expenses logged within the current 30 days, keeping your workspace clean and actionable.

Using Formulas for Automated Calculations

One of the best ways to track monthly expenses using Notion is to let the software do the math for you. Notion’s formula property (updated to “Formulas 2.0” in recent years) allows for sophisticated logic.

For example, if you want to see if an expense is “High” or “Low” relative to your typical spending, you could use a formula like: if(prop(“Amount”) > 100, “🔴 High”, “🟢 Normal”)

You can also use formulas to calculate tax-deductible amounts for business expenses automatically by multiplying the amount by a specific percentage.

Visualizing Data with Different Views

• Board View: Group your expenses by “Category” to see a Kanban-style breakdown of where your money is going.
• Calendar View: Use this to track recurring subscriptions. If you enter the date for your next Spotify payment, the calendar view will show you exactly when that money will leave your account.
• Summary (Gallery) View: Create a separate database for “Months” and link it to your “Expenses” database. This allows you to see a card for “January” that shows the total sum of all linked expenses.

Automating Your Expenses in 2026

Manual entry is the biggest challenge in consistent tracking. In 2026, there are 4 techniques to streamline this process:

1. Notion Buttons:

Create a “Quick Add” button at the top of your page. With one click, it can open a new database entry with the date pre-filled to “Today.”

2. Mobile Shortcuts:

Use the Notion mobile app widget on your phone’s home screen. This allows you to log a coffee purchase the moment you walk out of the café, ensuring you don’t forget it later.

3. Third-Party Integrations:

Tools like Zapier or Make can connect your bank account (via secure APIs) to your Notion database. When a transaction hits your bank, it automatically appears in Notion.

4. Web Clipper:

If you shop online, use the Notion Web Clipper to save confirmation pages or digital receipts directly into your finance database.

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Key Takeaways

When you implement a system to track monthly expenses using Notion, it is an investment in your future self. By following this guide, you have moved from passive spending to active financial management.

• Start Simple: Don’t overcomplicate your categories in the first week. You can always add detail later.
• Consistency is Key: Set a “Money Minutes” ritual – spend five minutes every Sunday evening reviewing your entries.
• Use Databases, Not Lists: It is tough to analyze simple bulleted lists. Databases allow for the filtering and summing that make tracking effective.
• Relate Your Data: Link your expenses to a “Budget” database to see if you are staying within your limits in real-time.
• Leverage Templates: If building from scratch feels daunting, duplicate a high-quality community template and customize it to your needs.