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How to Track Leads and Deals in Notion (Step-by-Step Guide)

Learn how to track leads and deals in Notion with this step-by-step guide. Build a free, flexible Notion CRM to manage your entire sales pipeline.

By Sanat Biswal · 2026-08-16 · 8 min read

How to Track Leads and Deals in Notion (Step-by-Step Guide)

Tracking leads and deals in a single spreadsheet has its own challenges — things don't bind well when the volume of data increases and we forget to capture the deal values, forget about the follow-ups, and this creates a problem for the entire team as well.

Most often we look for a solution which requires an expensive CRM to maintain and manage, but today we are going to look at an easy to build, lightweight, fully customizable system that can keep track of the leads and deals — and that too for free.

In this guide, I am going to show you how to keep track of leads and deals in Notion step by step, even if you have never managed to use Notion.

Related Reading: How to Build a Simple CRM in Notion

Why Use Notion to Track Leads and Deals?

Notion works well as an amazing CRM solution because of its really developed features and functionalities which are missing with most of the tools.

It provides a flexible, visual way of connecting everything together which makes it a best choice for teams and solopreneurs alike to use the tool.

Here's a few reasons why Notion is the best tool to keep track of leads and deals:

Free to start — Notion has a free to start option with no additional requirement of per-seat CRM software fees unlike other tools.
It's fully customizable — Notion is fully customizable to needs and allows building the exact pipeline and workflow as expected.
Everything lives in one place — Notion allows managing everything in one place which includes the leads, deals, tasks, notes and all things connected in one place.
It scales with you — Notion allows scaling from being a solopreneur to a team's scale of operations.

But, you need to make sure you are able to build it all by yourself. We will talk about that in this guide discussing how you can build the entire walkthrough properly step by step.

Let's get started building the entire thing step by step…

Step 1: Create a Leads Database

!Notion Leads Database with properties like Name, Company, Email, Source, Status, and Owner

The very first step for setting up a system to keep track of leads and deals is to create a Leads Database.

Following are the properties to add onto the Leads Database:

Name — Defines the name of the lead (default title property)
Company Name — Defines the name of the company (Text property)
Email / Phone — Defines the contact details (Phone property)
Source — Defines the referral source for obtaining the leads (e.g., referral, website, cold outreach, event)
Status — Defines the status of the lead such as New, Contacted, Qualified, Disqualified
Owner — Defines the person who is assigned as the owner for the lead
Date Added — Defines the date when the lead is added
Notes — Defines the extra notes added for each of the lead added

This database is the first database which presents the information to begin with — like the starting point of information.

Step 2: Build a Deals Database and Link It to Leads

!Notion Deals Database showing Deal Name, Lead relation, Deal Value, Stage, and Close Date

Once a lead is marked as a qualified lead, the lead is ready to be converted onto a deal — like a sales opportunity starts from here.

Thus, this requires a second database to be created popularly known as "Deals Database" with the addition of the following properties:

Deal Name — Defines the name of the deal (Title property)
Related Lead — A relation property connected to the Leads Database (Relation property)
Deal Value — Defines the deal value, number property (formatted as a currency type)
Stage — Defines the stage of the deal (see next step)
Close Date — Defines the date closure
Probability — Defines the probability (number or select property) to mark the number or select property, if you want to weight your pipeline
Owner — Defines the owner of the deals made

The relation property is the primary property setup here.

It helps to connect each deal back to the lead in place, so that you can click into a lead and instantly see every deal that is tied to it — no duplicate data entries, or no requirement to copy-paste between spreadsheets.

You can then also add a rollup property on the Leads database that can automatically pull in total deal value for that particular lead.

Related Reading: How to Use Relation and Rollup in Notion

Step 3: Build a Sales Pipeline Board

!Notion Deals Database in Board View showing deals grouped by stage like Negotiation, Proposal Sent, and Qualified

This is where Notion starts to feel like a true CRM.

Set your Deals database's Stage property to something like:

New → Contacted → Proposal Sent → Negotiation → Won → Lost

Then switch your database view to Board type, and then group it by different stages.

Now every deal that appears in the form of a card can be dragged and dropped from one column to another — that will show it like it's moving in a pipeline.

This represents a visual, kanban-style sales tracker that is updated in real time.

Step 4: Add Filters, Sorts, and Multiple Views

!Notion Deals Database with multiple views including Table View, Board View, Calendar View, and Filtered View

One database can help to supplement different views depending on who's looking at it. Some of the useful views that can be added include:

Table view — A full spreadsheet-style list of every deal, sortable by value or close date.
Board view — Represents the deals pipeline that are presented by stages (Step 3).
Calendar view — Represents the deals that are plotted by close date, so you can see what's due this month.
Filtered view — Represents the deals that are classified as "My Deals," filtered by owner, for individual team members.

You can then look to save each of these as separate tabs at the top of each of the database, so that switching between them takes one click.

Step 5: Automate Follow-Ups and Reminders

Notion has an amazing built-in automation system which can activate a lot of things when the automation is triggered.

Some of the common examples include:

Notifying a deal owner when a card moves to "Negotiation"
Creating a follow-up task when a lead's status changes to "Contacted"
Date-based reminders which activate the reminders based on dates

Step 6: Track Deal Value with Formulas and Rollups

To turn your database into a real pipeline dashboard, add a few calculated properties:

A formula property multiplying Deal Value × Probability gives you a weighted pipeline value.
A rollup at the top of a filtered "Won" view can sum closed revenue for the month or quarter.
Grouping your Table view by Stage and enabling the "Sum" calculation on Deal Value shows how much revenue sits in each stage at a glance.

This turns raw records into an actual forecasting tool — without needing to export anything to a spreadsheet.

Step 7: Use a Repeatable Reusable Template

Once your setup works, save it into a new template which can be used as a repeatable template.

You can turn your Leads and Deals databases into a Notion template so future workspaces (or new team members) start with the same structure.

If you'd rather not build from scratch, Notion's template gallery is always available for ready-made templates that can be duplicated and customized in minutes.

Next Steps

Once your leads and deals database are set up properly, the next step that comes up is generating PDFs from the Deals Database.

Documents such as invoices, monthly revenue forecasts, and proposals can be automated and generated from Notion using PDFOutput.

This automation will not only save precious time but will also scale efficiently when the business operations grow with time.

Related Reading: How to Create PDF Reports from Notion CRM

Tips to Get More Out of Your Notion CRM

Always start simple, and add properties as you actually need them — not everything at once.
Use color-coded Status and Stage tags so that the board becomes scannable all at once.
Build a dashboard page with linked views of both databases for a one-page overview.
Connect a Notion Form to your Leads database so new inquiries populate it automatically.

Common Mistakes to Avoid

Skipping the relation property and keeping leads and deals as separate, disconnected lists.
Over-engineering your first setup with too many properties before you know what you'll actually use.
Forgetting to archive lost or closed deals, which clutters your active pipeline view.
Not reviewing the board regularly — a CRM only works if you actually check it.

Final Thoughts

Tracking leads and deals in Notion won't replace a dedicated enterprise CRM if you're running a large sales org — but for freelancers, small teams, and growing businesses, it's often more than enough.

With linked databases, a kanban pipeline, and a few formulas, you get a system that's fully yours: free, flexible, and built around exactly how you sell.

Start with the Leads and Deals databases above, get comfortable with the board view, and expand from there as your process evolves.

If you need help setting up anything in Notion, reach out at notionformyuse@gmail.com and I'll be happy to help.