Notion Business OS manual

What it does

• It provides the documented structure for eight connected databases: CRM - Clienti, CRM - Opportunita, Progetti, Task, Finanze - Movimenti, Fatture, Contenuti, and SOP - Knowledge Base.
• It specifies Notion properties, field types, relations, rollups, and formulas for commercial, operational, financial, editorial, and procedural data.
• It describes working views including Stage or Status boards, timelines, calendars, monthly tables, and review views.
• It suggests page templates for opportunities, recurring tasks, content, and SOPs.
• It explains how to assemble a CEO Dashboard with linked views for tasks, pipeline, projects, finance, content, and SOPs.
• It documents four n8n automation recipes: a won sale, a daily task reminder, Stripe updates to invoices and transactions, and content repurposing into tasks.

What it does not do

• It does not deliver a Notion template, duplicate link, Notion export, or preconfigured workspace.
• It does not deliver importable n8n JSON workflows; the automations are instructions and mappings to recreate in your own environment.
• It does not include credentials, Notion tokens, Stripe configuration, n8n accounts, email accounts, Slack accounts, or real sample data.
• It is not tax, accounting, legal, or regulatory advice and does not make an invoicing process valid in any particular jurisdiction.
• It does not automatically create future task recurrences in Notion; the guide suggests manual duplication or a possible n8n automation.

Requirements

• ZIP archive and document reader: You need to be able to extract the ZIP file and open PDF or Markdown documents while manually configuring the system.
• Notion workspace: You need a Notion workspace where you can create pages, inline databases, properties, formulas, relations, rollups, views, templates, and integrations.
• n8n, optional: This is needed only if you want to recreate one of the four documented automations. It can be self-hosted or cloud-based; the service may be paid, so check the provider's price list.
• Notion API integration, optional: This is needed for n8n automations. Create an integration in Notion, keep the Internal Integration Token private, and share every database used with the integration.
• Stripe, optional: This is needed only for the recipe that receives the payment_intent.succeeded webhook and updates Fatture and Finanze - Movimenti. Check costs and configuration directly with Stripe.
• Email, SMTP, Gmail, or Slack, optional: These are needed only for the daily task reminder recipe. Configure them in your own n8n environment according to the option you use.
• Professional review for finance settings: The IVA %, Pagata, Totale lordo properties, rollups, and 22% example rate are illustrative Italian-source settings and should be checked and adapted by a qualified professional.

Step-by-step setup

1. Extract and identify the delivered materials. Extract the ZIP file into a local folder. The package contains four files: original.pdf is the original Italian guide; README.en.md, guide.en.md, and guide.en.pdf are in English. Do not look for a Notion template or an n8n JSON file: neither is present in the archive.
2. Choose your reference guide and keep Italian names. Use original.pdf if you work in Italian, or guide.en.md or guide.en.pdf if you prefer English. Even in the English guide, many property names, option values, and formulas remain Italian; when copying a formula, use exactly the same property names that you create in Notion.
3. Create the main page and eight databases. In Notion, create a main page and add eight Table – Inline databases. Rename them exactly as shown in the guide. Create the databases before creating relations; this order helps reduce relation errors.
4. Configure the CRM and pipeline. In CRM - Clienti, add at least Nome, Tipo, Fonte, Owner, Email, Telefono, Ultimo contatto, Prossimo follow-up, Score, Opportunita, Progetti, Fatture, Entrate totali, and LTV stima. In CRM - Opportunita, add Nome, Cliente, Valore, Stage, Probabilita %, Valore ponderato, Data stage, Scadenza, Owner, Priorita, and Note. Create the Cliente relation and Forecast cliente rollup, then prepare the Stage board, table, and due-date calendar.
5. Configure Progetti and Task. In Progetti, create Stato, Inizio, Fine, Budget, Manager, Priorita, Task, Task totali, Task completati, Avanzamento %, Entrate progetto, Uscite progetto, and Margine. In Task, create Nome, Progetto, Cliente, Stato, Completato, Assegnatario, Scadenza, Priorita, Sforzo punti, Sprint, Giorni rimanenti, Overdue, and Peso priorita. Link every task to a project; the Completato checkbox feeds the rollup used for progress.
6. Configure finance and invoices carefully. In Finanze - Movimenti, create fields for Tipo, Data, Importo, Categoria, Metodo, Cliente, Progetto, Fattura, Segno, Importo firmato, Mese, Anno, and Note. In Fatture, create Numero, Cliente, Progetto, Opportunita, Data, Scadenza, Importo, IVA %, Totale lordo, Pagata, Data pagamento, Giorni al saldo, Scaduta, and Link PDF. Create the Clienti and Progetti relations before rollups. Have the use of IVA %, the 22% example, and formulas checked by a qualified professional before operational use.
7. Configure the content hub. In Contenuti, create Titolo, Tipo, Piattaforme, Stato, Progetto, Cliente, Data pubblicazione, URL pubblicazione, Originale, KPI views, KPI lead, Score impatto, and Prossimo riciclo. Create an editorial calendar, a Status board, and an upcoming-repurposing view. To connect derivative items to the primary content, use the Originale relation and manually duplicate the record for each secondary platform.
8. Configure the knowledge base and SOPs. In SOP - Knowledge Base, create Titolo, Tipo, Area, Owner, Ultima revisione, Frequenza giorni, Prossima revisione, Stato, Progetti, Task collegati, and Versione. Create at least the Da aggiornare, Per Area, and Attive views. In SOP templates, use the Purpose, Scope, Roles, Materials, Step-by-step procedure, Quality control, KPIs, and Version and change history sections.
9. Verify relations, rollups, and the CEO Dashboard. Check the connections among Clienti, Opportunita, Progetti, Task, Fatture, Movimenti, Contenuti, and SOPs. Create a CEO Dashboard page with linked views for Focus oggi, pipeline, active projects, invoices to collect, current-month movements, this week's content, and SOPs to review. Enable footer totals in the financial views specified by the guide.
10. Perform a controlled first use and assess automations. Enter non-sensitive test data: a customer, opportunity, project, task, invoice or transaction and, where relevant, a content item and SOP. Check that rollups and formulas return coherent values. Only then, if you need n8n, manually recreate one of the four recipes; there is no workflow to import. For the Notion integration, create credentials with your own token and share the required databases.

Daily use

Update the CRM after each contact

In CRM - Clienti, update Ultimo contatto and set Prossimo follow-up. When an opportunity changes stage, update Data stage and keep Note complete; use the Stalls view to identify records stuck in Qualifica, Proposta, or Negoziazione.

Plan tasks and sprints

Link every task to Progetto and Cliente, set Scadenza and Priorita, then work from the Sprint board, Status board, or Focus oggi view. When work meets your definition of done, set Stato to Completato and also check Completato.

Record collections and expenses

For each collection, create an Entrata transaction and link it to the invoice, project, and customer where available. For a project expense, record an Uscita transaction and link the project; review overdue invoices and periodically reconcile movements with the bank statement.

Manage the content calendar

Update Stato, Data pubblicazione, and URL pubblicazione. Record KPI views and KPI lead at the frequency indicated by the guide, and use Originale to link adaptations to their primary content. Review every item before making it public.

Keep SOPs current

Create or update SOPs with a version and change history. Review the Da aggiornare view, assign an Owner, and protect sensitive pages with page-level permissions.

Use the CEO Dashboard as a control page

Review Focus oggi, pipeline, active projects, finance, content, and SOPs to review. The information shown depends on current records and relations in the source databases.

Supervise optional automations

If you recreate the n8n recipes, test with non-sensitive data first and verify mappings, filters, and credentials. Pay particular attention to Auto creato in the sales recipe and the invoice number in the Stripe recipe.

Practical cases

Freelancer with a pipeline and delivery work

A freelancer receives referral contacts and needs to follow proposals, active work, and invoices from one connected workspace.

1. Create CRM - Clienti and CRM - Opportunita with Tipo, Fonte, Stage, Scadenza, and Valore ponderato.
2. When an opportunity moves to Vinta, link it to or create a record in Progetti.
3. Link delivery tasks to the project and use the Focus oggi view.
4. Link invoices and transactions to the customer and project when recording collections or expenses.

You obtain a Notion structure where contacts, opportunities, activities, invoices, and transactions can be consulted through relations and views.

Small team with weekly sprints

A small team wants a shared board to plan work, assignments, and blocked activities while retaining the connection to projects.

1. Create Progetti with Manager, Priorita, Inizio, Fine, and a Task relation.
2. Configure Task with Assegnatario, Scadenza, Sforzo punti, Sprint, Stato, and Completato.
3. Create the Sprint board, Status board, and Rischi view.
4. Check Completato when a task ends to update project rollups.

You obtain views for observing weekly planning, blocked work, and progress calculated from linked tasks.

Studio coordinating client content

A studio produces posts, videos, and newsletters for several clients and wants to separate production, publication, and multi-platform adaptations.

1. Create Contenuti with Tipo, Piattaforme, Stato, Progetto, Cliente, and Data pubblicazione.
2. Create the editorial calendar and Status-based production pipeline.
3. Link each adaptation to its primary record through Originale.
4. Update KPI views, KPI lead, and URL pubblicazione for published content.

You obtain an editorial library connected to customers and projects, with an explicit relation between primary content and derivatives.

SME documenting processes and reviews

An SME wants recurring procedures to be easy to consult and linked to the projects and tasks that use them.

1. Create SOP - Knowledge Base with Area, Tipo, Owner, Versione, Ultima revisione, and Frequenza giorni.
2. Prepare an SOP template with purpose, scope, roles, materials, procedure, quality control, KPIs, and history.
3. Link SOPs to projects and add SOP references to task templates.
4. Use the Da aggiornare view and apply page permissions to sensitive procedures.

You obtain a knowledge base with versioned procedures, operational links, and a view for following planned reviews.

Tips

• Create the databases before relations and configure one relation at a time; this makes the documented connections easier to check.
• Keep the Italian property names used in formulas exactly as documented, even if your Notion interface is in English.
• Before copying a formula, confirm that every referenced property exists with the same name and correct type.
• For tasks, use both Stato and Completato: the latter is the checkbox used by the project-progress rollup.
• Create the Chapter 1 base views first, then add the more specialized views from later chapters.
• Populate the system initially with non-sensitive test data to check relations, rollups, filters, and formulas.
• Keep invoices and transactions linked: project and customer summaries depend on the quality of those relations.
• Treat Score, LTV stima, ROI %, and Score impatto as operating formulas defined by the guide, not as guaranteed forecasts or universal measures.
• Set page permissions for finance knowledge-base material and limit access to personal data held in the CRM.
• If you use automations, start with one recipe and verify its behavior before enabling others in the operational workspace.

Troubleshooting

A Notion formula shows an error or cannot find a property.

The property name, including spaces, accents, and symbols such as %, does not match the name used by the guide's formula. Compare the property name with the formula and rename the field or update the formula consistently. In the English guide, retain the documented Italian names.

Entrate progetto, Uscite progetto, or Entrate totali stays blank or zero.

The required relation is missing, or the rollup filter cannot find records with Pagata or Tipo set as expected. Check the links among invoice or transaction, customer, and project. Confirm that Pagata is checked for included collections and that Tipo is Entrata or Uscita according to the configured filter.

A project's Avanzamento % does not change when you update a task.

The Task completati rollup uses the Completato checkbox, which is separate from the Stato property. When you set Stato to Completato, also check Completato, or recreate the synchronization with a template action or n8n as described in the guide.

The Focus oggi view or calendar does not show an expected task.

The record may not have Scadenza, may already be Completato, or may not meet the Assegnatario or Overdue filter. Check Scadenza, Assegnatario, Stato, and the Overdue formula result, then compare the view's filters with the ones described in the guide.

n8n cannot read or update a Notion database.

The Notion integration has not been shared with the database, or the n8n credentials do not contain your integration token. Create or check the Notion integration, enter your private token in Notion credentials → API Token in n8n, and share every database used by the recipe with the integration.

The won-sale recipe creates duplicate records.

The Auto creato condition was not added or is not updated after creating the project, invoice, and task. Add the Auto creato checkbox in CRM - Opportunita, filter for Stage equal to Vinta and Auto creato different from true, then set Auto creato to true as the last recipe step.

The Stripe recipe does not find the invoice or does not update the expected transaction.

The received invoice_number does not match Numero in Fatture, or the webhook, mappings, and relations have not been configured consistently. Using test data, confirm that the event is payment_intent.succeeded, that invoice_number matches the invoice's Numero, and that the search returns the correct page before updating it.

You are looking for an import file but cannot find one in the archive.

The delivered package is documentation: it contains two PDFs, one English Markdown guide, and one English README, not a Notion export or n8n JSON workflow. Build the structure manually by following the guide's chapters and recreate in n8n only the automations you choose to use.

Limits to know

• The package does not include a duplicable Notion asset, prefilled data, or a workspace import procedure.
• Formulas, property names, and option values are those documented in the guide; changing names can require consistent updates to formulas, filters, and automations.
• The four automations are documented recipes, not n8n workflows delivered in an importable format or tested in your environment.
• As stated in the guide, Notion does not automatically create future task occurrences; use manual duplication or your own n8n automation.
• CRM fields such as Email and Telefono can contain personal data: apply data minimization, access controls, privacy notices, and appropriate legal bases under GDPR and other applicable rules.
• Fatture, IVA %, Totale lordo, ROI %, margins, and the 22% example rate are illustrative settings, not tax, accounting, or legal advice; have them reviewed by qualified professionals.
• Before enabling Stripe webhooks, email or Slack messages, and automatic updates, verify credentials, recipients, transmitted data, and provider costs.

Frequently asked questions

Can I import a ready-made Notion template?

No. The archive does not contain a Notion template, duplicate link, or importable export. You must recreate the setup manually by following the guide.

Which delivered files are in English?

README.en.md, guide.en.md, and guide.en.pdf are in English. original.pdf is available only in Italian and is the original guide preserved in the package.

Can I start without n8n?

Yes. The eight databases, relations, formulas, views, templates, and CEO Dashboard can be configured manually in Notion. n8n is only needed for the optional Chapter 7 automations.

Must the property names stay in Italian?

To use the documented formulas without adapting them, yes. The English translation intentionally retains identifiers such as IVA %, Pagata, and Uscita because formulas and conditions refer to them.

Is the Completato field the same as Stato = Completato?

No. Completato is a checkbox, while Stato is a Select field. The guide uses the checkbox in the Task completati rollup, so both need to be maintained consistently.

Is the 22% IVA example ready for my business?

No. It is an example from the Italian-source setup. Its use must be checked and adapted by a qualified professional for your circumstances and jurisdiction.

Where do I find Notion tokens or Stripe credentials?

They are not included in the package. Create your own integrations and credentials with the respective services, keep them private, and enter them only in your own automation environment.