Using Notion to Manage Your Real Estate Projects
Jul 3
3 min read
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Managing real estate projects requires organization, clarity, and efficient systems to track the many moving parts – from acquisitions to renovations to tenant turnovers. While many investors rely on spreadsheets or property management software, an underrated yet powerful tool for organizing your projects is Notion.
Why Notion for Real Estate Project Management?
Notion is an all-in-one workspace that combines notes, databases, kanban boards, calendars, reminders, and more. It is extremely customizable, making it ideal for real estate investors, project managers, and agents who want a tailored system without the complexity or cost of enterprise project management tools.
Here are some reasons Notion stands out:
Flexibility: Create templates and systems that match your workflow.
Collaboration: Share pages with your partners, contractors, or virtual assistants.
Organization: Keep all documents, photos, timelines, and notes in one place.
Accessibility: Access your projects on desktop or mobile anytime.
How to Set Up Notion for Real Estate Projects
Create a Master Dashboard
Start by building a Real Estate Project Dashboard as your central hub. This can include:
Active Projects Database
Properties Owned Database
Quick Links to Docs (LLC docs, lease templates, insurance policies)
Upcoming Tasks
Notes and Ideas
Use a Database for Active Projects
Your Active Projects database can include properties under acquisition, in renovation, or during tenant turnover. Key columns can be:
Property Address
Project Stage (Acquisition, Rehab, Rent Ready, Marketing, etc.)
Estimated Budget
Actual Costs
Start Date / Target Completion Date
Priority Level
Assigned Team Members
Notes or Links to relevant pages
Build Project Pages for Each Property
Within each database entry, create a detailed Project Page that includes:
Scope of Work checklist
Contractor contact info
Before & After photos
Materials list
Links to invoices or contracts
Inspection reports
Renovation timeline
Track Renovation Tasks with Kanban Boards
Use Notion’s Board view to create a Kanban system for each renovation:
To Do
In Progress
Waiting on Materials / Contractor
Completed
This visual system helps you and your team see what’s pending and keep the project moving efficiently.
Integrate Calendars for Deadlines and Inspections
Add calendar views for important dates:
Offer deadlines
Closing dates
Contractor start dates
Inspection appointments
Lease start or end dates
You can sync these with Google Calendar for broader visibility.
Store Templates for Repeatable Processes
If you invest in multiple properties, create templates in Notion for:
Offer analysis
Rehab scope of work
Tenant onboarding checklist
Property marketing checklist
This standardizes your processes, reduces errors, and saves time with each deal.
Collaborate with Your Team
Share specific pages or entire databases with:
Business partners for project updates
Contractors for scope approvals
Virtual assistants for document uploads or tenant screening tasks
You can adjust permission levels to allow view-only access or full editing rights as needed.
Archive Completed Projects
Once a project is complete, move it to an Archived Projects database. This keeps your dashboard clean while maintaining full records for future reference, portfolio reviews, or tax documentation.
Final Thoughts
Using Notion to manage your real estate projects provides structure and clarity in a business where missed deadlines or overlooked details can be costly. Its customizability lets you build systems that grow with your portfolio and adapt to your investing style.
If you’re looking to organize your investing operations without spending hundreds on specialized software, Notion is a powerful and cost-effective solution worth exploring.