How I Replaced 5 Apps with One Notion Dashboard (& Saved $50/Month)

I was drowning in apps. Like, seriously drowning.

Every morning, I'd open Trello for my to-dos, jump to Google Sheets for my content calendar, switch to Evernote for my notes, check my budgeting app for expenses, and then frantically search through my email for client details.

Sound familiar?

By 10 AM, I'd already lost 30 minutes just switching between apps. I was paying over $50 a month for the privilege of feeling scattered and overwhelmed.

There had to be a better way.

That's when I discovered that I could build an all-in-one Notion dashboard that would replace my entire messy app ecosystem. One hub. One source of truth. Zero chaos.

I'm going to show you exactly how I did it—and how you can steal my setup to simplify your own workflow.

Who is this guide for? This deep-dive is for freelancers, solopreneurs, students, or anyone feeling overwhelmed by too many apps. If you want to build a centralized system to manage projects, notes, and life without paying for multiple subscriptions, you're in the right place.

The Chaos Before: My Messy Stack of 5+ Subscription Apps

Let me paint you a picture of my "productivity" setup before Notion.

• Trello ($10/month) – I used this for project management. It was great for Kanban boards, but terrible for everything else. I had to duplicate information across multiple boards, and I couldn't see the big picture.
• Evernote ($8/month) – My note-taking app. But here's the thing: my notes lived in Evernote while my tasks lived in Trello. Want to reference a note while planning a project? Good luck opening two apps and switching back and forth.
• Google Sheets (Free, but clunky) – I tried to maintain a content calendar here. It worked, technically. But updating it felt like homework. Every time I needed to add a new idea, I'd think, "Ugh, I'll do it later." (Spoiler: I never did.)
• YNAB (You Need A Budget) ($14.99/month) – My subscription tracker and budgeting app. Powerful, yes. But did I really need all those features just to remember when Netflix was charging me?
• A scattered mess of Google Docs – Client briefs. Meeting notes. Random ideas. All floating in the cloud with file names like "Draft-Final-ACTUAL-FINAL-v3.docx."

The real cost wasn't just the $50+ per month in subscriptions. It was the mental overhead. I never knew where anything was. Every task required opening three different apps.

And I was tired of it.

The Transformation: Building My All-in-One Notion Dashboard

Here's what changed everything: I realized that Notion wasn't just another note-taking app. It's a blank canvas where you can build exactly what you need.

I spent one weekend (yes, just one) building a central command center for my entire freelance business. Let me walk you through each piece.

1. The Project & Task Manager (Goodbye, Trello!)

This was the first domino to fall. I created a "Projects" database in Notion with properties like Status, Deadline, and Priority. The game-changer? I can view this database as a Kanban board (just like Trello), a calendar, a table, or even a timeline. Same data, different views, depending on what I need that day.

Bottom Line for You: Imagine getting the visual power of Trello, but without the rigid limits. You can finally build a workflow that adapts to you, not the other way around.

2. The Content Calendar & Idea Hub (Replacing Google Sheets)

I used to dread updating my content calendar. In Notion, I built a "Content Database" that I can view as a calendar for a monthly overview, or as a table to filter and see my idea backlog. The best part? When inspiration strikes, I can quickly add an idea on my phone. No more excuses.

Bottom Line for You: Your content planning becomes something you actually want to do. You'll stop losing ideas in random notes and start building a system that grows with you.

3. The Simple Subscription & Expense Tracker (No More Budgeting Apps)

I built a simple table in Notion to track what I'm paying for, how much, and when it renews. I added a formula at the bottom to calculate my total monthly spend. Seeing that number in bold was a wake-up call and I immediately canceled three services I forgot I had.

Bottom Line for You: You'll finally have clear visibility into where your money is going. And when you're ready to cut costs, you won't have to hunt through bank statements.

4. The Client CRM & Invoice Tracker

This was the piece that made me feel like a real professional. I created linked databases for "Clients" and "Invoices." When I click on a client, I see everything: our conversation history, linked projects, and payment status. I even set up a formula to highlight overdue invoices in red.

Bottom Line for You: You'll stop losing track of who owes you money. You'll look more professional. And you'll spend less time searching for information and more time doing the work you love.

The Results: More Clarity, Less Clutter, and Real Savings

Three months in, here's what changed:

The Clarity

Having one source of truth changed everything. The mental relief is hard to describe. It's like finally organizing a closet you've been meaning to deal with for years.

The Time Saved

I used to spend 20-30 minutes every morning just getting oriented. Now? Five minutes, tops. That's two hours saved every week.

The Money Saved

After canceling Trello, Evernote, YNAB, and other small subscriptions, my total monthly savings are $50.99. Even after upgrading to Notion's paid plan ($10/month), I'm saving $40.99 every single month. That's $491 per year!

Want to Steal My Setup? Your Quick-Start Guide

1. Sign up for Notion's free plan: Go to Notion.so and create an account. You can build everything I described without paying a cent.
2. Start with ONE thing: Don't try to build everything at once. Pick the app that frustrates you most and replicate it in Notion first.
3. Add your second system: Once you're confident, add another piece. Build slowly.
4. Link your databases: This is where the magic happens. Connect your projects to your clients. Suddenly, everything is connected.
5. Customize and iterate: Your dashboard won't be perfect on day one. Adjust it as you go. That's the beauty of it—it grows with you.

Want a head start? Get my All-in-One Freelancer Dashboard Template, completely free! Just duplicate it to your own Notion account and customize it to fit your needs. [Download the Free Template Here]

Frequently Asked Questions (FAQs)

Is Notion hard to learn?

I'll be honest—there's a learning curve. But you don't need to learn everything at once. Start with the basics (pages, databases), and you'll be productive within an hour.

Can Notion really replace all those apps?

For me? Yes. For 90% of people juggling multiple projects, Notion can replace the majority of their productivity stack.

Is Notion's free plan good enough to start?

Absolutely. I used the free plan for two months before upgrading. The main limitation is file uploads (5MB per file).

What are the main limitations of using Notion?

The real talk: It's not the fastest app if your workspace is massive, it works best online, and its flexibility can be overwhelming for some. If you feel paralyzed by a blank canvas, starting with a template is the best way to go.

Notion vs Trello: Which is better for project management?

If all you need is a simple Kanban board, Trello is great. But if you want a system that grows with your complexity—where you can view data in multiple ways and link it to clients, notes, and invoices—Notion wins, hands down.

Conclusion: Your New Command Center Awaits

I went from a chaotic mess of five subscription apps, wasted time, and constant mental fog to a single, clean, all-in-one Notion dashboard that manages my entire freelance business.

I'm saving over $50 a month, hours every week, and most importantly, I'm less stressed. Setting it up took one focused weekend, but the payoff has been massive.

You don't need to stay trapped in app chaos. Your new command center awaits. Go build it.

What app would you be most excited to replace with Notion? Share your thoughts in the comments below!

References & Further Reading

• Notion Official Website - Sign up and explore templates
• Research shows that task-switching can reduce productivity by up to 40% (Source: Harvard Business Review)