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Revisions that wait, invoices that wait — what the dashboard surfaces
A small agency juggling several clients at once has two kinds of work that quietly stall: revision rounds that live in a chat thread, and invoices that were sent, partly paid or never sent, and now sit in a spreadsheet from last month. Neither is hard work. Both are hard to see. The AI Agency Project & Delivery OS exists so both show up on one screen, without anyone remembering to look.
Where revisions get stuck
Revision requests are their own database in the template, not a column on a project row — because a revision has a state of its own: requested, waiting, done. The dashboard surfaces the waiting ones:
- Dashboard that surfaces overdue deliverables, waiting revisions, and unpaid invoices automatically — nothing hides in a chat thread again
- Revision Requests — the rounds of changes; revisions that are waiting surface instead of hiding in a chat thread
- Deliverables — the units of work, with due dates; the overdue ones are what the dashboard surfaces
Where unpaid invoices hide
An invoice is not "paid" or "unpaid" — it is a record with a balance, and the balance is what the dashboard watches:
- Invoices — what has been issued and what is still unpaid
- Per-client outstanding balances without spreadsheet math
- Retainer MRR view that totals your active monthly retainers for you
A client who owes money across three projects shows one outstanding balance, not three invoices to add up by hand. And because the dashboard surfaces unpaid invoices automatically, a part-paid invoice does not get filed as settled — the balance still owed is what is shown.
The views that do the surfacing
- Overdue deliverables, waiting revisions and unpaid invoices, surfaced automatically — nothing hides in a chat thread
- Retainer totals: the Retainer MRR view adds up your active monthly retainers
- Per-client outstanding balances, without spreadsheet math
- % Complete per project, driven by deliverable status rather than by feel
The preview is the actual template, view-only. Buying gives you your own duplicable copy.
Before you start
- A free Notion account is all you need — the template is fully self-contained
- Money fields are USD by default (changeable)
- Fictional sample data is included, so you can see exactly how it works before adding your own
Our earlier guide, How to Track Client Retainers in Notion, covers the retainer side of the same system; this page is about the two things that stall quietly — revisions waiting on someone, and invoices waiting on money.
The tool for this job
Notion Template for AI Agencies — Client, Project, Retainer & Invoice Tracker — A Notion template for small AI and service agencies: clients, projects, deliverables, revisions, retainers and invoices on one dashboard that surfaces overdue work and unpaid invoices automatically — plus your retainer MRR at a glance.
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Questions
What do I need to use this template?
A free Notion account. The template is fully self-contained — no other template, add-on or paid Notion plan is required.
How is it delivered?
After checkout on Payhip you get the delivery file with a duplicate link. Open it, duplicate the template into your own Notion workspace, delete the fictional sample data, and start in minutes.
What is inside?
Six connected databases — Clients, Projects, Deliverables, Revision Requests, Retainers and Invoices — plus a dashboard that surfaces overdue deliverables, waiting revisions and unpaid invoices, a Retainer MRR view, and per-client outstanding balances.