In this blog post, I’ll walk you through how to set up a new statistics section in your Pop Invoice Notion template. I've already added this to the current starter template, which you can check out and download here.
If you're using your own setup or want to learn how to create this from scratch, follow along with this guide.
What do the charts show?
The new statistics section in the template looks like this 👇It is in a toggle section at the top of page.
There are 5 charts showing the following:
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Donut chart - total of invoices overdue shown by duration overdue.
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Donut chart - invoices due this week showing the total amount by paid status.
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Bar chart - total amount invoiced by each client
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Horizontal bar chart - monitors overdue amounts by client and duration overdue.
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Line chart - tracks monthly invoiced amounts.
By the end of this post, you’ll have a statistics dashboard that gives you an at-a-glance overview of your invoice performance.
1. Create a "Paid Status" Property
To track overdue invoices, you need to add a new property to the invoices database that indicates whether an invoice is paid or overdue and by how much. This Paid Status property calculates the overdue status based on the invoice’s Due Date and Status properties.
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Add a new formula property to the Invoices database and name it Paid Status
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Copy the code below and paste it into the formula property
*If the code doesn't work for you, it may be because the properties have different names. Notion is case-sensitive, so this includes differences in capitalisation compared to the sample code provided.
2. Create a "Due This Week" Property
Next, create a property that automatically checks if an invoice is due within the current week. This will help quickly identify invoices that need attention.
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Add a new formula property to your Invoices database and name it Due This Week.
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Copy and paste the following formula into the new property
*If the code doesn't work for you, it may be because the properties have different names. Notion is case-sensitive, so this includes differences in capitalisation compared to the sample code provided.
How the Formula Works:
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If the Due Date is empty, the checkbox remains unchecked.
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If the Due Date falls within the current week (Monday-Sunday) the checkbox is checked.
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Alternative Week Option (Sunday-Saturday): An alternative version of the formula is provided if you want the week to start on Sunday. Uncomment the lines if you prefer this week structure.
TIP! How to Arrange Your Charts
In the Pop Invoice template, I’ve arranged the charts in a toggle list at the top of the main page, so you can easily view or hide them. If you’d like to do the same, I recommend creating and arranging your charts on a new Notion page first.. This allows you to experiment with the layout, arranging your charts using columns to get the perfect setup.
Once you’re satisfied with the layout, you can then turn the entire page into a toggle.
If you try to arrange the charts directly within a toggle list, Notion’s limitations make it impossible to place them in columns, restricting your layout options.
3. Create a Page to Arrange the Charts On
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Create a new page
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Open the page and start creating the charts following the instruction below 👇
4. Create the "Total Overdue" Chart
The "Total Overdue" chart provides a visual breakdown of the total amount overdue, categorised by how long each invoice has been overdue. This chart helps you quickly see where your overdue amounts are concentrated.
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Add a Donut Chart to your new Notion page and link it to the Invoices database.
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Open the View Settings - by clicking on the 3 dots top right of the chart.
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Select Paid Status under What to Show.
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For Each Slice Represents, select the Total Property and set It to Sum.
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Under More style options set the following:
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Show value in center: Turn this on to display the total amount in the center of the donut chart.
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Turn legend on: Enable the legend to provide a clear key for what each slice represents.
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Set Data labels to show Value (%): This will display the values and percentages on each slice.
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Set filters on the chart:
Next you'll need to apply a couple of filters to show only sent invoices and exclude those that are not yet due.
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Add a new filter on the Status property and select Sent
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Add another filter, on the Paid Status property and set "Does not contain" to Not Due Yet
5. Create the "Due This Week" Donut Chart
This chart shows you the total amount of invoices due within the current week, broken down by their payment status.
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Add a Donut Chart to the page and link it to the Invoices database.
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Open the View Settings - by clicking on the 3 dots top right of the chart.
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Select Paid Status under What to Show.
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For Each Slice Represents select the Total property and set It to Sum.
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Under More style options apply the same settings as before:
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Show value in center.
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Turn legend on.
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Set Data labels to show Value (%).
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Set filters on the chart
For this chart, you'll filter by the Due This Week property
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Add a new filter on the Due This Week property.
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Set the filter to checked.
6. Arrange the charts side by side
Now that you’ve created the Total Overdue and Due This Week charts, it’s time to arrange them side by side for a cleaner, more organised view.
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Drag and Drop
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Click and hold on to the "Due This Week" chart and drag it next to the "Total Overdue" chart. Notion will automatically create a new column as you position the charts
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7. Add a Table View to the Charts
To get a detailed look at the data behind your charts, you can add a table view as a tab alongside your chart. This will allow you to see all the records that make up the chart, complete with the same filters applied.
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Duplicate the chart tab
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Right-click on the tab of your chart.
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Select Duplicate. This will create an exact copy of your chart tab
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Change the Layout to Table:
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Go to the duplicated tab, click on the "…" (three dots) in the top-right corner, and select Layout.
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Choose Table from the available layout options. This will convert your duplicated chart into a table view, showing all the underlying data with the same filters applied.
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Customize the Table
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Rearrange the columns to suit your needs by dragging and dropping them into the desired order.
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Hide any unnecessary columns (like tax percentage) by clicking on the column header and selecting Hide from view.
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8. Create a Vertical Bar Chart to Show "Total Invoiced Per Client"
Create a vertical bar chart to show the total amount invoiced per client. This chart will help you quickly see which clients contribute most to your invoicing.
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Add a Vertical Bar Chart to the page and link to the Invoices database
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Under the "X-Axis" settings
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Select Client under What to show
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Turn on the Omit zero values option to exclude any clients with no invoices.
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Under the "Y-Axis" settings
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Select Total under What to show and set it to Sum
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More style options
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Turn on Data Labels
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Under Axis Labels select Both
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9. Create a Horizontal Bar Chart to Show "Total Amount Overdue by Client"
A horizontal bar chart is ideal for visualising the total amount of overdue invoices per client. This chart will help you quickly identify which clients have outstanding payments and how much is overdue.
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Add a Horizontal Bar Chart to the page and link to the Invoices database
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Under the "X-Axis" settings
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Select Total under What to show and set to Sum
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Set Group by to Paid Status - this will allow you to see the breakdown of overdue amounts by the length of time they have been overdue.
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Under the "Y-Axis" settings
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Select Client under What to show
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Turn on the Omit zero values
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More style options
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Set Group Style to Stacked
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Show Both axis names
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Turned the Legend off
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Turn on the Data Labels
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10. Create a Line Chart to Show Total Amount Invoiced Per Month
A line chart is perfect for visualising invoicing trends over time. This chart will help you track the total amount invoiced each month, giving you insights into your business’s financial performance.
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Add a Line Chart to the page and link to the Invoices database
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Under the "X-Axis" settings
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Select Invoice Date under What to show and select to show by Month
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Under the "Y-Axis" settings
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Select Total under What to show and set to Sum
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More style options
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Show Y-Axis Name
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Turn on Gradient Area: This will add a gradient fill beneath the line, making the chart more visually appealing.
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Turn Off the Legend: Since this chart represents a single data series, the legend is not necessary.
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Turn on Data Labels: This will display the actual values on the line, giving you a clear view of the amounts invoiced each month.
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11. Turn the Page into a Toggle List
Once you’ve arranged your charts exactly how you want them, the final step is to embed the entire setup into a toggle list. This will keep your main page clean and allow you to expand or collapse the charts as needed.
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Arrange the Charts:
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Before proceeding, double-check that your charts are arranged in the desired layout. Ensure everything looks just the way you want it within the toggle.
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Return to the main page
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Highlight the page name
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Select Turn into then Toggle Heading 3
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The entire page, including your charts, will now be embedded within a toggle. You can easily expand or collapse the toggle to view or hide the charts.
By embedding your charts in a toggle list, you maintain a clean and organized template while keeping your data readily accessible whenever you need it.
