The problem

The existing operating system could no longer support the company's rapid growth.

They had been relying on Excel spreadsheets and several other tools, including ClickUp, which became both functionally insufficient and increasingly difficult to manage across platforms. Their issues can be summarized in 4 main points:

• Disorganized workflows
• Inconsistent pricing management
• No tracking of client and supplier relationships
• Inefficient accounting and booking processes

Without a centralized platform, the company faced:

• Booking delays
• Missed reservations
• Miscommunication
• Operational errors

The Solution

A clear, unified, and user-friendly system.

The newly built Notion system serves as a central hub for managing trips, clients, pricing, suppliers, accounting, tasks, and bookings—consolidating data previously scattered across multiple tools and spreadsheets.

New system is composed of a well-structured system of 5 relational databases, where:

• Trip: is the central entity that connects to all other components. It stores basic trip information and maintains relationships with clients, pricing, suppliers, and income.
• Client Relationships: Trips can involve multiple clients, and the system tracks these relationships along with the income generated from each client.
• Pricing Structure: Each trip has associated pricing details that are directly linked to specific suppliers for transparent cost tracking.
• Supplier Management: The system maintains supplier information and their relationship with trips and pricing, streamlining the service procurement process.
• Income Tracking: Income records are connected to both trips and clients for comprehensive financial monitoring.

The system also includes custom dashboards—such as an accounting headquarters with views of expected income and expenses through linked views of Income and Pricing databases. Additionally, the team received instructional videos explaining the setup and automation workflows.

Custom Formulas

The Trips database contains 25 custom formulas that automate all calculations.

Team members simply need to add items to the pricing database—the formulas handle everything else, automatically calculating profits, per-person pricing, estimated revenue, and more.

Database Automations

A total of over 40 tasks was automated using native Notion database automations.

When a status changes, the automation creates corresponding tasks, assigns them to the person who triggered the automation, and sets deadlines relative to the trip date. This automation prevents tasks from being forgotten before travelers' arrival and saves TRIPorganiser's internal team several hours each month by eliminating manual task logging.

Process Roadmap & Timeline

The project was implemented over 3 weeks, with ongoing support provided afterward.

The TRIPorganiser team received comprehensive support throughout the entire process—from initial workflow examination to database structuring, implementation of custom formulas that automated 90% of data processing, user testing, team onboarding, and video tutorials. A retainer service was purchased to ensure a smooth team transition and allow for minor system adjustments or developments as needed.

Customer Feedback

The best KPI for a business is customer satisfaction

TRIPorganiser's owner provided feedback that perfectly captures the quality of work delivered. Such positive responses fuel my passion and drive me to consistently give my absolute best.

Let's build my system!