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How to create Property Portfolio tracker in Notion

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If you own rental properties, it’s essential to manage your finances correctly to maximize your profits. In this lesson, I will show you how to create a simple, yet powerful dashboard for managing all your properties in one place. I use this setup in my personal workspaces to manage my duplex and a single-family.
 
Real estate investing is a complex business. As a result, there are many moving parts to manage in your portfolio.
One of the most important ones is tracking all of your properties in one place. This can get cumbersome over time if you do this manually or with multiple separate spreadsheets (e.g., Microsoft Excel).
In my opinion, Notion is a much better tool for managing real-estate portfolios since it gives you deeper insights into your data than a spreadsheet does and lets you create custom views for easily viewing and analyzing different aspects of the portfolio data as needed by that perspective at any given time.
 
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In order to create a great portfolio managing tool, we have to track each property in one place with key information and fields that we can view quickly, easily, and across multiple views.
This should include any information about important dates for maintenance or renewals, tenant agreements, solicitors as well as other relevant details on HOA fees, and mortgage payments.
Great visuals like a cover image of your property will make it easier to identify properties in bulk!
Let me take you by hand and show you how I am building my databases for iManage! so you can replicate it in your workspace.

Create a new inline/page database “Properties”

With Notion, you can create databases on any page. To do this, simply type “/database” anywhere in your workspace, and choose the “Database - Inline” object. Once you’ve created a new database, give it a name (e.g. My Properties).
 
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Create the following columns for your database

You want to create as many columns as you find useful. Here are some ideas of the columns and types you can add:
  • Type (Select) e.g. Multi-Family
  • Address (Text) e.g. 1092 Preston Street
  • # of Units (Number) e.g. 4
  • Year Built (Number) e.g. 2020
  • Year Purchased (Number) e.g. 2021
  • Parking (Select) e.g. Garage
  • Tenant (Text) e.g. Luis Mendez
  • Property Size (Text) e.g. 3768 Sq. Ft
  • Any other fields you want
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Fill out data

After you’ve created a new database, you can fill it out with data. To do this, import all of your property listings into the database. You can use corresponding tags and types to make things easier. Feel free to add and modify anything you want in the process.
 
A good way to get started is by including:
  • The address of the property
  • The type of property (e.g. house, condo, etc.)
  • The rent amount
  • The number of bedrooms and bathrooms
  • Photos
 
Fill out as many columns as you can to get the most out of your setup. You have to make sure you’re tracking the right data to start seeing patterns.
 
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Create templates

Once you’ve filled out your database, you can create templates for easier and faster additions. To do this, click “New Template”. Pre-select default values for this template. You can also modify the body of the template. This will make it easier to add new listinigs in the future. I suggest you create a bunch of variations right away. Even if you never use them, it’s good to have them on hand.
 
Here are a few examples of templates for your Property Portfolio database can be:
  • House (filter -Type: House)
  • Apartment (filter -Type: Apartment)
  • No Pets (filter - Pets: No)
  • ...anything else you might need
 
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Create database views

After you’ve created your templates, you can create database views. To do this, click “Add View”. Name a view. Select view type. Add custom filters/sort. Repeat for all views. This will allow you to see your data in different ways. I suggest you play around with the different options to find what works best for you.
 
Here are a few examples of views for your Property Portfolio database can be:
  • All Properties (table view)
  • Parking Spots (gallery view)
  • Available On (Calendar view)
 
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Integrate with other databases

After your database is ready - you can start integrating it with other databases. Maybe you want to connect some financial data to each unit or hook up a Contacts database to link your tenants.
Creating connections is easy. You have two options - Relations and Rollups.
 
To connect an external database - select Relation property and find your database in search.
Once the connection is established - you can link objects together.
Use Rollup properties to get data from the Relation property (If Relation is a transaction object - Rollup can be this transaction cost).
 
Here are some ideas of the things you can connect to your Properties database:
  • Contacts
  • Transactions
  • Projects
  • Tasks
  • Clients
  • … and more
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And that’s it! Now you know how to create a Property Portfolio database in Notion.

Want to get more lessons? Follow me on Twitter (@IanDikhtiar)