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Using Pop Invoice with Your Existing Notion Setup

Pop Invoice integrates with your existing Notion setup, allowing you to manage invoices without disrupting your current workflows.

If you don’t have any databases set up yet, don’t worry—you can get started quickly with one of the templates specifically created to work with Pop Invoice. Get get them here.

Requirements

To use your own databases with Pop Invoice, you'll need:

• Invoice Database: This is where all your invoices are stored, tracked, and managed, with one row for each invoice.
• Client (CRM) Database: This database contains information about your clients.
• Optional Invoice Line Items Database: Use this if your invoices include multiple items, as it stores information about individual products or services.

Once these databases are set up, use the centralised settings page in Pop Invoice to link them and specify the relevant properties.

The diagram below illustrates how these databases relate to each other

Below are the minimum requirements your databases must meet for Pop Invoice to function correctly👇

Invoice Database

Recommended options:

Ready - to tell Pop Invoice the invoice is ready to be created. Created - automatically set to this status when the PDF is created. Sent - automatically set to this status if you email the invoice from Pop Invoice. Paid - automatically set to this status if you mark the invoice as paid in Pop Invoice

*they can be called anything as you will define the names in the centralised settings page | Yes | | Relation to Client database | Relation to the client for this invoice, so you can select who the invoice is for.

*Make sure the “Show on…” option is turned on in the relation property set-up | Yes | | A formula or number | The total amount the client has to pay

*In the Pop Invoice starter template this property is a formula that gets the line items totals and adds on the tax. | Recommended | | Relation to Line Items database | If your invoices typically have more than 1 item you should use a Line Items database - this property is a relation to that database

*Make sure the “Show on…” option is turned on in the relation | Optional |

Client Database

Example format with a new line for each element:

SH Education Ltd The House 1 Church Street London | Yes | | Email | Client’s email - used if you want to send the invoice from within Pop Invoice. | Recommended | | Text or Formula | Customer name - used in the invoice template and when you email the invoice directly from Pop Invoice | Recommended | | Relation to Invoice database | This will automatically appear when you relate to this database from the invoice database | Yes |

Optional - Line Items Database