Notion · finance ·

How to Track Subscriptions in Notion (Free Template)

Get Solo Founder OS Lite: free (pay what you want)

This guide pairs with Solo Founder OS, and if you want the next step, read Notion Income Tracker for Solo Founders (Free Build Guide).

If you'd rather not build this yourself, Lite includes a Subscriptions database with cost per month, days to renewal, a renewing-soon flag, and a renewal calendar.

Every solo founder has a card statement full of tools: hosting, email, analytics, a domain, an AI subscription, and two trials you forgot to cancel. A subscription tracker is designed to answer one question before the money leaves: what renews next, and do I still want it? This guide builds a Notion subscription tracker with a monthly-cost formula, a days-to-renewal countdown, and a renewing-soon flag. It works on Notion's free plan.

What a subscription tracker needs (and what a budget template misses)

A budget template records what you already spent. A subscription tracker looks forward. It needs to show:

  • The next renewal date for every tool, so you can cancel before it bills.
  • A monthly equivalent for yearly plans, so yearly and monthly plans compare fairly.
  • Trial end dates, because trials turn into paid plans quietly.
  • Which product each tool serves, so you can see what a side project really costs to keep alive.

Logging the actual payments is a separate job. Our Notion expense tracker guide covers logging and totalling payments, so this post sticks to managing the subscriptions themselves.

Step 1: Create the Subscriptions database

Create a full-page database called Subscriptions, one row per tool.

Properties: Tool, Cost, Billing, Next renewal, Card, Product, Status, Cancel URL

  • Tool (title): the tool's name.
  • Cost (number): what you pay each billing period.
  • Billing (select): Monthly, Yearly.
  • Next renewal (date): the next date it bills.
  • Card (select): which card or account pays, so you know where to update details.
  • Product (relation to a Products database): which product or project it serves.
  • Status (select): Active, Trial, Cancelled.
  • Cancel URL (URL): the billing or cancellation page, so cancelling takes one click instead of a search.

Step 2: Cost-per-month formula (yearly to monthly, copy-paste)

Add a formula property called Cost per month:

if(prop("Status") == "Cancelled", 0,
  if(prop("Billing") == "Yearly", round(prop("Cost") / 12 * 100) / 100, prop("Cost")))

Cancelled tools drop to 0, and yearly plans show as a monthly figure rounded to two decimals.

Step 3: Days-to-renewal and renewing-soon formulas

Add two more formula properties:

Days to renewal = dateBetween(prop("Next renewal"), today(), "days")

Renewing soon = prop("Status") != "Cancelled" and
  !empty(prop("Next renewal")) and
  prop("Days to renewal") >= 0 and prop("Days to renewal") <= 14

Renewing soon is a checkbox-style true or false. Change 14 to however much warning you want.

Notion won't move Next renewal forward for you after a renewal. When a tool bills, update the date to the next cycle (a month or a year later). It takes a few seconds and keeps the countdown accurate.

Trials: flag the trial end date

For a trial, set Status to Trial and put the trial end date in Next renewal. The same formulas then count down to the day the trial converts to a paid plan. You can also set a reminder on that date from the date property. Notion's help centre says reminders arrive in your Notion inbox and as app notifications, and by email if Notion isn't open, so check your notification settings.

Step 4: Views (renewing in 14 days, by product, cancelled)

  • Renewing soon: a table view filtered to Renewing soon is checked, sorted by Days to renewal.
  • By product: a board or table grouped by Product.
  • Calendar: a calendar view on Next renewal, so the month's renewals are visible at a glance.
  • Cancelled: a view filtered to Status is Cancelled, so you have a record of what you dropped and why.

Step 5: Monthly total and cost per product (relation and rollup)

Turn on Sum at the bottom of the Cost per month column for your total monthly subscription spend. On your Products database, add a rollup Tool costs / month ← Subscriptions → Cost per month (Sum). Each product page now shows what its tools cost you each month.

Want to see that against what each product earns? Our MRR and profit per product guide uses the same Products database.

A monthly keep-or-cancel review

Once a month, open the Renewing soon view and ask of each row: did I use this in the last 30 days, and would I pay for it again today? If not, open the Cancel URL and set Status to Cancelled. For a fuller method, here's how to run a subscription audit as an indie developer.

Get the template

Want this pre-built? Solo Founder OS Lite is free (pay what you want) and includes a Subscriptions database with cost per month (yearly divided by 12, cancelled counts as 0), days to renewal, a renewing-soon flag (next 30 days), and a renewal calendar, plus Projects, Tasks, and a weekly founder review. It works on Notion's free plan. If you later want subscription costs feeding into expenses and monthly profit per product, that's what Solo Founder OS Pro adds.
Disclosure: this is our own paid product.

Running more than one product? See our Notion template guide for indie hackers.

FAQ

Is there a free Notion subscription tracker template?

Yes. As of October 2026, Notion's template gallery lists free subscription trackers, and Solo Founder OS Lite is free (pay what you want) with a Subscriptions database built in. The steps above also give you one from scratch.

Can Notion remind me before a renewal?

Notion lets you add a reminder to a date property, which notifies you in Notion (and, per Notion's help centre, by email if Notion isn't open). It isn't a billing alert, and it won't know if a vendor changes the date, so keep Next renewal up to date and use the Renewing soon view as your main check.

How do I convert yearly plans to a monthly cost?

Divide the yearly cost by 12. The Cost per month formula in step 2 does it for every row marked Yearly.

Does it work on Notion's free plan?

Yes. Relations, rollups, formulas, and calendar views all work on the free plan.

Subscription tracker vs expense tracker: do I need both?

They do different jobs. The subscription tracker looks ahead at renewals; an expense tracker records what you paid. If you want both, the expense tracker guide shows how to link them without counting tool costs twice.

Notion is a trademark of Notion Labs, Inc. Other product names are trademarks of their respective owners. We aren't affiliated with or endorsed by Notion; names are used here only to identify products.

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