pFin: Personal Finance Tracker Template Documentation

Welcome to your new tool for managing personal finances, investments, and saving goals. With the PFin Notion template, we are helping you track your income and expenses in the most efficient way possible. No, we are not talking about only listing your expenses or income; we have designed this tool with interconnected databases that allow you to organize, filter, and view structured data that help you plan your financial future more efficiently.

Alongside this, we also help you customize the template as per your needs, such as adding new categories and filtering data based on specific parameters such as date frame, expense/income type, account type, and much more. You can also upload receipts, change currency type, and make transfers between your accounts to manage your financial data well.

We will look into each feature and complete documentation on how you can efficiently use pFin: Your Personal Finance Tracker in your everyday life.

Overview: pFin Version 1.0

The pFin Notion template consists of four major sections: The Pillars, transfers, and Analysis. 

The Pillars allow you to manage the crucial tools of your financial life, such as bank accounts, investments, expenses, and saving goals. 

Transfers allow you to manage your currency between accounts, so you can even track the money when you transfer it from one account to another account of your own.

Analysis is the most crucial part of tracking your personal finances; it helps you get a clear picture of how you are utilizing your money. If you are overspending on expenses that are not much needed, you can cut them off or give them less priority, and likewise, if you are earning less from an income source, you can take positive actions to improve it and workaround to make your income and expenses better.

Here is a quick overview of the four major sections of the pFin Personal Finance Tracker,

  • Pillars
    • Bank Accounts
    • Investments
    • Expenses
    • Saving Goals
  • Income and Expense Trackers
  • Transfers
  • Analysis
    • Expense
    • Income

Let’s discuss each of these databases and how to use or customize them.

Understanding the Dashboard

On our Dashboard, we can find two sections on the left: “Quick Links” & “Quick Actions.” These two sections help us to quickly navigate between databases on pFin and do some quick actions, such as adding an income or expense or making a transfer.

On the right side of the template, you can find multiple databases such as “Pillars,” “Income Tracker,” “Expense Tracker,” “Transfers,” and “Analysis.” Under Analysis, we again have two databases, “Expense Analysis” and “Income Analysis.”

pFin Personal Finance Tracker Notion Template

1. Quick Links

Think of “Quick Links” as a table of contents that allows you to quickly navigate between all the major databases. This section is available on all the database pages, so you don’t have to come back to the Dashboard every time to navigate to other databases. Also, there is a button in this section called “Dashboard,” which takes you back to the Dashboard when you press it.

2. Quick Actions

We don’t want you to look for an Income Tracker or Expense Tracker database every time you wish to add a quick expense or income; it takes a significant amount of your time, which often leads to inconsistency in updating your database. So, we have introduced three buttons under the “Quick Actions” tab. These buttons are available on all the database pages, and upon clicking them, you can quickly add an expense, income, or transfer.

When you press the button, a page is automatically created under the relevant database, and you just need to fill in the required information such as “Type,” “Amount,” “Payment Method,” and more.

Here are the three buttons,

  • Add New Income: Creates a new page in the “Income Tracker” database.
  • Add New Expense: Creates a new page in the “Expense Tracker” database.
  • Add New Transfer: Creates a new page in the “Transfer” database.

3. Pillar

The Pillar section consists of the four major databases that help you organize your financial data. Namely, “Bank Accounts,” “Investments,” “Expenses,” and “Saving Goals.”

pFin Finance Tracker Notion Template

3.1 Bank Accounts

Upon clicking the “Bank Accounts” page, you will find that we have added four pages to this database: “Cash,” “Savings Account,” “Checking Account,” and “XYZ Credit Card.” You can also add a new page by clicking on the “New” button adjacent to these pages. We will discuss adding the new page in detail once we complete the existing pages. 

If you are not using one of the pages, such as “Checking Account,” for example, leave it untouched or tap on the “Three-dot” menu to delete it. You can even rename it and use it as another account.

All the accounts databases consist of the same parameters. Let us list them out quickly for you,

  • Bank Name: Name of the bank account
  • Account Type: Choose the account type such as cash, savings, or others
  • Account Holder: If you are a couple, family, or friends who are jointly using this template, assign the appropriate person related to this account.
  • Account Number: It is always best to mention the account number to quickly find it when you have more similar accounts.
  • Initial Balance: The initial account you had when you used this account for the first time.
  • Account Balance: The current account balance after adding income and expenses associated with it. This account balance will be the same as the initial balance if no transfer, income, or expense is made and automatically updated. Do not enter any value.
  • Status: The current status of the account is active, inactive, and closed. Choose appropriately.
  • Tags: Create and assign your own tag to organize all your accounts based on a particular parameter that is not listed in the template.
  • Notes: Write additional information or notes about the account. 
  • Date: Assign the date you first started to use this account to keep track of financial data between time frames.

It is recommended not to delete any parameters for any accounts as they are used to calculate various other factors. If you are not using any specific parameter, you can skip adding any value to it. Certain parameters, such as the “Account Balance,” are automatically calculated and do not require manual entry.

3.1.1 Cash

The manual entry parameters in the cash account template are Bank Name, Account Type, Account Holder, Account Number, Initial Balance, Status, Tags, Notes, and Date.

The “Cash” account page consists of two table views, Income, and Expenses, and is a view of the parent database “Income Tracker” and “Expense Tracker,” respectively. 

Cash Database on pFin Personal Finance Tracker Notion Template

By default, we have added a filter to show entries only that relate to the “Cash” account. So, if your entry has “Account Deposited” or “Account Debited” as “Cash,” those entries will be visible under the “Cash” account page. You can also add additional filters by tapping on the filter icon and then tapping on the “Add filter” button. This allows you to organize your cash database in more detail.

If you wish to have a separate table view for individual filters, you can add new table view blocks for each filter.

Adding a Table View with Filters

For instance, if you wish to have an additional table view depicting cash entries for particular date frame. Here is how you can do it.

  1. Add a new table view.
  2. Choose Income or Expense Tracker; either database for which you need to add a filter. I will choose the “Expense Tracker” database in this case.
  3. Now, tap on the “Filter” icon and choose the “Account Debited” parameter followed by the option “Cash” in this case.
  4. Tap on the “Filter” icon once again if the filter options are not visible, and then choose the “Add Filter” option. Now, choose the date of the transaction and pick your date frame.
  5. Repeat the whole process for multiple filters to have a more organizational view as per your data structuring.
3.1.2 Savings Account

The manual entry parameters in the savings account template are Bank Name, Account Type, Account Holder, Account Number, Initial Balance, Status, Tags, Notes, and Date.

Savings Account Database pFin Personal Finance Tracker Notion Template

Similar to the “Cash” database, the “Savings Account” database also consists of two table views: Income and Expenses. By default, we have added the filter to show only those entries that relate to the “Savings Account.” So, if your entry has “Account Deposited” or “Account Debited” as “Savings Account,” those entries will be visible under the Income and Expense database accordingly.

You can view your database in more detail by adding more filters to the table view. To add a filter, click on the filter icon and then tap on the “Add Filter” button, choose your relevant parameter, and organize your data accordingly. You can add a table view for individual parameters as shown in the steps here – Adding a Table View with Filters.

3.1.3 Checking Account

The manual entry parameters in the checking account template are Bank Name, Account Type, Account Holder, Account Number, Initial Balance, Status, Tags, Notes, and Date.

Checking Account Database Notion Template pFin Personal Finance Tracker Notion Yelp

The checking account also uses the same template as the cash and savings account. Here, the table views are with the filter “Checking Account” for “Account Deposited” and “Account Debited” on both the Income and Expense table view. 

Likewise, you can create more table views for individual parameters as shown in the steps here – Adding a Table View with Filters.

3.1.4 XYZ Credit Card

The manual entry parameters in the XYZ Credit Card account template are Bank Name, Account Type, Account Holder, Account Number, Initial Balance, Status, Tags, Notes, and Date.

Credit Card Database on pFin Personal Finance Tracker by Notion Yelp

The XYZ Credit Card account offers an Income and Expense table view with filters for the XYZ Credit Card account. However, unlike other accounts, you can also find two additional databases for credit card accounts: Credit Debits and Credit Rewards. Both these databases need you to manually enter the data as we are still figuring out how to automatically integrate rewards into the Credit Rewards database without manual intervention. We have made a note to include three popular reward systems in this database: “Cashback,” “Vouchers,” and “Points.”

You can even upload voucher images in the “Voucher” column so you can easily access the media-type of rewards.

3.1.5 Making a New Account

To create a new account under the “Bank Accounts” page, here are the steps you can follow,

  • Open the “Bank Accounts” page and tap on the “New” button.
  • A new page will be created; give your account a name. For example, let’s take it as a “Savings Account 2.”
  • Let’s fill out all the parameters, such as Bank Name, Account Number, Type, and other details.
  • Instead of creating all the table views and other blocks, we will directly tap on the “Accounts Template,” and all the blocks will be created for you by default. For Credit Cards, we will choose “Credit Card Template” as we need to show two more databases – Credit Debits and Credit Rewards.
  • Since we are creating a new account, we will have to create a filter for the income and expense tracker in the table views.
  • Tap on the filter icon on the “Income” table view and choose to add a new filter, “Account Deposited.” Now, choose the new account we have just created.
  • Likewise, tap on the filter icon on the “Expense” table view and choose to add a new filter, “Account Debited.” Choose the new account we have just created.

To add more table views along with filters, you can follow these steps: Adding a Table View with Filters.

3.2 Investments

The investments page is much simpler than the “Bank Accounts” database. Here, you don’t find overwhelming parameters and a single database that showcases all your investments and other related earnings.

Investment Database pFin Personal Finance Tracker Template on Notion by Notion Yelp

Here, we have used three filters to help you manage your investment data in the most comfortable manner.

The first two filters use the “Income Source” and “Type” as Investments, Dividends, and Interests among your entries. The third filter (optional) is to use the date filter to showcase investments weekly, monthly, quarterly, and yearly.

3.3 Expenses

The expenses database is also simpler and showcases all your expenses. We have included only one table view, “Expenses,” and this database is helpful in viewing all your expenses in a decluttered manner.

Expenses Database on pFin Personal Finance Tracker

We have only used one filter in this case, which is a date filter for viewing expenses on a monthly basis. This should help you with budgeting for expenses for each month on the basis of how much you spend every month.

Of course, you can make the database more advanced by adding more table views with individual filters for expense type, category, and more.

3.4 Saving Goals

The Saving Goals database is helpful when you wish to create a budget for big and small things in life. We have included two databases here: Savings and Important Savings.

The savings database is for you to create goals for smaller and more realistic goals in life, while the important savings goals database is for goals with higher priorities, for example, college fees or money for a certain near event.

Saving Goals pFin Personal Finance Tracker Notion Template

Both databases have common parameters, and for these databases, we have even included a progress bar for you to be visually connected toward your goal. 

  • Goal Name: Start with naming your goal.
  • Choose Income Entry: choose the entries from your Income tracker database that you wish to pick towards your savings.
  • Income Earned: It is automatically calculated for you based on your entries.
  • Target Income: This is the income goal that you wish to achieve.
  • Progress: Based on your Income Earned and Target Income, the progress bar automatically calculates how near you are to reach your saving goal.
  • Start Date and End Date: Pick the date frame for you to complete your goal.
  • Priority: Choose how important your goal is.

4. Income and Expense Tracker on Dashboard

Let’s get to the next section of our Dashboard after the “Pillar,” and this section is the most important section of this Notion template: Income and Expense Tracker.

Income and Expense Tracker Database on pFin Personal Finance Tracker Notion Yelp

In this section, we have used two columns, with the first column on the Income Tracker database and the second column on the Expense Tracker database. Both databases are master databases, and everywhere else in our template, we are using the table views of these databases, so ensure you do not delete or modify any parameters for the template to work properly.

4.1 Income Tracker Database

  • Income: Give a label, name, or identifier to your income entry.
  • Income Source: Add a source of your income so you can easily identify from where you are earning.
  • Amount: Enter the amount you are earning from the entry.
  • Type: Know what type of earning it is, such as earning or investment.
  • Payment Method: Mention how you received your money via Wire Transfer, PayPal, or other payment system. 
  • Deposited Account: Mention where you received your money, such as Cash, Checking Account, Savings, or other bank accounts you have added to your bank accounts page.
  • Is Tax Deductible: This is a simple checkbox that allows you to mark if the income entry is tax deductible or not.
  • Receipt: Having all your entries in one place is great, and with the “Receipt” parameter, you can even upload a picture of your receipt for each entry.
  • Date Received: Mention the date you received this income so you can organize your entries based on a data frame.
  • Notes: Add a personalized or customized note for each income entry.

To add an income entry, tap on the “Add a New Income” button, and it will automatically create a page for you. You can alternatively click on the “+” icon after the last entry to create a new page and then enter the details.

To delete an income entry, tap on the checkbox before the entry and then tap on the “delete” button from the top to delete the entry.

4.2 Expense Tracker Database

  • Expense: Give a label, name, or identifier to your expense entry.
  • Type: Know what type of expense it is, such as subscription, groceries, or other shopping.
  • Amount: Enter the amount you are spending on this entry.
  • Date of Transaction: Mention the date you made this expense so you can organize your entries based on a data frame.
  • Payment Method: Mention how you spent your money via Wire Transfer, PayPal, or other payment system.
  • Account Debited: Mention which account on your bank account page you made the expense from.
  • Recurring: This is a simple checkbox to know if the expense is recurring, like a Netflix subscription.
  • Receipt: Upload a screenshot or image of the receipt so you can access it later without having to keep looking at it on your phone gallery or wallet.
  • Notes: Add a personalized note for your expense entry.

To add an expense entry, tap on the “Add a New Expense” button, and it will automatically create a page for you. You can alternatively click on the “+” icon after the last entry to create a new page and then enter the details.

To delete an expense entry, tap on the checkbox before the entry and then tap on the “delete” button from the top to delete the entry.

5. Transfer Money Database

The next master database on the pFin: Personal Finance Tracker template is the “Transfer Money” database. Most times, we are moving our money from one bank account to another, such as moving money from salary account to a savings account and with most finance trackers, you need to manually update each account by showing it as an expense or income to reflect the new account balance.

Transfer Money Database Notion pFin Template Notion Yelp

However, with the pFin personal finance tracker, you can also create a transfer transaction. So, if you are moving money from one account to another in your real life, you can replicate that action on this finance tracker, and it will automatically update both accounts with new balance amounts. 

  • Name: Give a label, name, or identifier to your transfer entry
  • Transaction ID: Identifier to track the transfer. Use the same transaction ID as you find on your actual bank account when the transfer transaction is made.
  • From Bank Account: The bank account from which you are transferring the amount.
  • Amount: The actual amount that you are transferring from one bank account to another.
  • To Bank Account: The bank account to which you are transferring the amount. 
  • Date: The date of the transfer transaction.
  • Status: The current status of the transfer transaction.
  • Reason: The reason why you transferred the amount from one account to another.
  • Note: Add a specific or personalized note for your transaction and mention the transaction amount in notes when the transaction fails or is still in progress to avoid data inconsistency. Example shown in the template.

How to Make a Transfer Transaction?

  1. From the “Quick Actions” tab, click on the “Add New Transfer” button.
  2. Give a label or name to your transaction to identify it.
  3. Enter the actual transaction ID of the transfer transaction, which can be found in the details of your transaction.
  4. Choose the “From Bank Account” or, in simple terms, the account from which you are transferring the amount. Ensure this account has already been added to the bank accounts database.
  5. Choose the “To Bank Account” or, in simple terms, the account in which you are receiving the transfer amount. Ensure this account is also added to the bank accounts database.
  6. Mention the date of your transaction.
  7. Assign the transaction status: Done, In Progress, or Failed.
  8. Give your transfer transaction a reason so you remember why you made a particular transaction.

Note: Transactions with “Failed” or “In Progress” status do not automatically reflect the new amount. So, if a transaction fails, we recommend you mention the amount in the “Notes” tab and change the amount value to $0.00, or it will make the data inconsistent.

6. Analytics

The last section of the pFin Personal Finance Tracker template is the Analytics section. Now, this is one of the crucial sections of this template, as it allows you to view how much you have spent or earned based on type and category.

By default, we have included certain categories and types; however, you can always add new options for them to personalize your financial data. Here, we have two databases: Expense analysis and Income analysis. 

6.1 Expense Analysis

The Expense Analysis database consists of 5 parameters: Name, relation, total expenses, date of transaction, and account debited.

Notion Yelp Expense Analysis on pFin Notion Template Personal Finance Tracker

Under the Name parameter, we have included all the expense options from the “Type” parameter of the Expense Tracker master database. This is done to organize all the expenses based on types/categories.

The Relation parameter allows you to choose entries from the Expense Tracker database that relate to a specific category. For instance, all the entries relate to the grocery category.

Total expenses aggregate the value of the entries for a particular category, so you have a clear picture of how much you are spending on a particular category, say $33.00 on groceries for the month.

The date of transaction offers two valid uses for the database owners. Firstly, it helps you keep track of the date when the expense was made, and secondly, it can be used as a filter to organize your expenses based on a date frame, such as weekly, monthly, yearly, or a custom date frame. This date of transaction is automatically picked when the entry is chosen from the Expense Tracker database.

Account debited also serves two purposes. The first purpose is to know which account the transaction was made from and, secondly, to filter out the total expenses for each expense category based on the account type.

How to Add an Entry to Expense Analysis Database?
  1. We have, by default, added the existing type or categories from the Expense Tracker database as a page; if you wish to create a new category, press the “New” button after the last row in the database. This new category is to be manually added to the “Type” parameter on the Expense Tracker Database.
  2. Now, give your category a name, like “Gaming Setup.”
  3. The next step is to “Add a Relation,” for which you need to click on the cell for “Add a Relation” and then choose an entry related to your category, in this case, gaming setup. If you haven’t made this expense yet, it won’t be visible under the relation cell. In this case, you will have to add an expense with the category “Gaming Setup” first and then come back to the “Expense Analysis” database to add it as a relation.
  4. Choose all the entries for the particular category.
  5. In the adjacent columns, you can find the date and account debited information automatically retrieved from the Expense Tracker Database, so you don’t need to manually enter this data.

Based on all the chosen relations, you can find the “Total Expenses” column to automatically calculate and add all the amounts from each individual entry. You can filter your relations or entries based on “Date of transaction” and “account debited” parameters to get more detailed data based on your preferences.

6.2 Income Analysis

The Income Analysis database consists of 7 parameters: Name, relation, total income, type, date of transaction, deposited account, and income source.

pFin Notion Personal Finance Tracker Template Income Analysis Database

Under the name parameter, we have included all the categories from our Income tracker database. You can also create your own category in both the income tracker database and the income analysis to group entries based on the categories.

The relation parameter helps you pick entries related to the categories under one group and then calculates all of these entries. The calculated amount is the total income you have earned from that particular income category.

The parameters Type, Date of Transaction, deposited account, and income source are automatically retrieved for each entry, and these can be used to filter the database based on each individual parameter.

How to Add an Entry to the Income Analysis Database?
  1. Tap on the “New” button below the last row of the database to add your new category or pick one of the existing categories. If you are adding a new category, ensure to add this category as an option in the “Type” parameter of the Income Tracker Database.
  2. Choose the “Relations” or “Entries” for the particular type/category under the “Add Relations” cell.
  3. The relations or entries data are automatically retrieved for remaining parameters such as “Total Income,” “Type,” “Date of Transaction,” “Deposited Account,” and “Income Source.”

You can now filter the database based on these parameters and get desired financial data visible, such as income for this month or income earned for this month under the checking account.

Best Practices

  • Regular Updates: Frequently update your databases to keep your financial data current and accurate.
  • Review Weekly/Monthly: Set aside time each week or month to review your financial status and adjust your budget or goals as necessary.
  • Use Filters and Sorts: Utilize Notion’s filtering and sorting features to view your data in different ways, such as sorting expenses by category or date.
  • Add New Table Views: Organize your database based on multiple filters.

How to Set Reminders?

Have an expense or income due? Set a reminder for each entry by following the below steps,

  1. Choose the Income or Expense Tracker database depending on the transaction you wish to be reminded about.
  2. Here, you can find a “Date” parameter. Tap on the “Date” cell related to the entry, and here you will find an option to “Remind.”
  3. Choose when you wish to be reminded about this transaction.

Based on your reminder preference, you will be reminded about the transaction when it is due.

Mobile Friendly Template

The pFin – Personal Finance Tracker template is mobile-friendly, and you can still use all the databases with the same functions and parameters. To use the pFin template on your Android or iOS device, download the Notion app and log in using the Notion account on which you have duplicated this template.

Download Notion on Android and iOS.

  • pFin Personal Finance Tracker Notion Template on Mobile
  • pFin Personal Finance Tracker Income and Expense Database
  • pFin Finance Tracker Notion Template Mobile

What Can You Customize?

In this template, you can customize the following areas,

  • Cover images
  • Adding new accounts
  • Adding new table views of the master database – Income Tracker and Expense Tracker
  • New categories, types, and sources in the Income and Expense Tracker databases.
  • Change the currency for each database by tapping on the “Amount” or similar parameter and then tapping on the “Edit Property” and choosing the number format as your currency format.
  • Add new parameters to the database and create your own relations.

What Not to Change?

  • Do not delete any parameter from any database; if you are not using a specific parameter, you can leave it blank.
  • Do not rename a parameter, as it can cause issues while troubleshooting.

Troubleshooting

  • If you encounter any issues with the template or have questions, check the Notion help center or reach out to template support via the contact form.
  • Did you accidentally delete a page? Open the pFin Notion template and tap on the “three-dot” menu in the top-right corner. Now, choose the “Show Deleted Pages” option and look for the page you wish to restore. You should now be seeing two options: restore and delete. Tap on restore to restore the page and delete if you wish to delete the page permanently.