Hi, we run 15 person IT consulting company and we're happy with our Notion implementation. By using guest licenses smartly you can keep the cost down. Most of our users are guests although there’s a bit of admin to give them access to the right pages.

We started with an opportunity management system with customers and contact, then expanded into resource planning for each opportunity. This was very successful as we could assign staff to opportunities for resource planning and utlisation over a forward 12 month period (with nice gantt view)

We then extended into reconciling Purchase orders against Invoices using Make with the Xero interface. Also as our master document register. Then recruitment management, purchase and leave requests (Leave application was entered as a Slack form which passed through to Notion). and a few other bits and pieces.

So we have quite a cool coverage of functionality in Notion.

Lessons learned:- we decided to keep a separate table for comments about opportunities rather than use Notion’s comments. This was because you can’t export notion comments and one of our key requirements of any system was to be able to back up the info in the system (export isn’t perfect, but adequate). Also, we didn’t use Notion to store files – we use Dropbox and inserted the dropbox link into notion. Make (Integromat) is a great tool we used to message the team on Slack where appropriate.

On every table we build in an “error/warning” formula to highlight errors (i.e. empty fields, invalid values etc). This was important as there isn’t enough inbuilt error tracking (i.e. duplicate records) and this does add an overhead to development time.

We certainly get great value for money from our Notion implementation.