The problem

The company had grown out of spreadsheets and siloed tools.

As their operations scaled, the lack of a centralized, collaborative workspace began causing friction between departments, and wasted time.

• Project tracking lacked consistency across departments
• Procurement and task workflows lived in separate sheets or email threads and weren’t clearly assigned
• Task deadlines and completions were handled manually or not tracked at all
• Leadership lacked a clear overview of team workload, financials, and timelines.

As a result, delays and duplicated data became more frequent.

The Solution

The answer was a unified, scalable Notion workspace.

Built from the ground up, the system became a central operating hub for all departments—from project managers and purchasers to financial analysts and executives.

At its core, the system connects:

• Projects
• Tasks
• Procurement
• CRM
• Finances

Each module is interconnected using Notion’s relational databases, rollups, and automations. Custom dashboards offer clarity and personalized views per role.

System Overview

Projects Database

The backbone of the entire system. Each project includes:

• Job number, client, job name, and award/completion dates
• Linked tasks, status, POs, clients, and financials
• Custom views including timeline, active and archived projects

Tasks

Tasks are centralized and visible across various views, including:

• Weekly Calendar by person
• Overdue by person
• Status Board
• My Tasks

Tasks are linked to projects, visible inside a project page, and auto-stamp a "Completed On" date via database automation.

Procurement

This module tracks POs from inquiry to delivery:

• Connected to Vendors and Projects
• Automatically logs Ordered, Requested, and Delivered dates based on status change alone
• Displays purchaser, item details, and vendor info

CRM

Custom CRM pipeline tracks leads, opportunities, and won clients:

• Tag sources and responsible team member
• Link clients to projects and financials

Financials

Every project links to a financial record, both pre-work (estimates) and mid-work (project financials) showing:

• Estimated contract value, total cost, amount billed, amount left to bill
• Profit left and profit to date

Automations & Advanced Features

Throughout the system, automations, formulas and rollups were used.

• Task completion dates update automatically when marked Done
• POs update delivery and request dates on status change
• Quick-add buttons for tasks, projects, clients, and orders
• Custom rollups display profit left, PO count, hours logged, and more (ensuring not all team members have access to financial data, yet it’s easily accessible by management)

Project Timeline

Conclusion

The new Notion workspace transformed how Vesta Automation operates

• Real-time visibility into project profitability and status
• Connected databases eliminated data duplication
• Reduced internal email communication

This implementation sets the foundation for future scaling, integrations (e.g. through Zapier and N8N), and more robust team analytics. As the business grows, the Notion system is designed to grow with it.