Notion Expert

Notion Expert Experience : 8+ Years Remote Summary - Build a 7-Database Time Tracking & Project Cost System About This Role We're a creative agency building an internal operating system in Notion. We need a Notion configuration specialist to build a complete time tracking and project cost module - seven relational databases with complex interconnections, formulas, rollups, filtered views, and access controls. This is a database architecture and configuration job, not a design job. You will receive a detailed specification document that defines every database, every field, every relation, every rollup, and every formula. Your job is to build it precisely as specified, flag anything that won't work in Notion's current architecture, and propose solutions when you hit platform limitations. We have the full spec written. We have a technical lead overseeing the build. What we need is someone who deeply understands Notion's relational database capabilities and can execute a complex, multi-database build from a spec . What You're Building Seven interconnected Notion databases: Projects - Every engagement (client and internal) that time and cost are tracked against. Budget hours, billing type classifications, contract values, and rollup totals from work sessions. Tasks - Individual units of work within projects. Estimated time, actual duration (rolled up), task type (controlled vocabulary), and variance calculations showing estimate accuracy . Work Sessions - The core time journal. Every block of work by any team member creates a record. Start/end times or manual duration entry, billing rate applied at creation, links to task and project, team member, pay period assignment, and sync status for accounting export. Team Members - Each person who logs time. Role, active project assignments, links to billing rates and work sessions. Billing Rates - Rate table with per-person, per-project-type rates (internal, client-internal, client- external). Rates have effective dates so changes create new records rather than overwriting history. Access- restricted to management. Pay Periods - One record per person per two-week pay cycle. Aggregates work sessions, shows total hours, total cost, breakdown by project, and a status workflow (Open - Submitted - Approved - Paid). Project Expenses - Non-time costs (tools, travel, materials, subcontractors) with project links, amounts, categories, and billable flags. Key architectural requirements: Four distinct "hours" concepts that must be kept structurally separate across fields, formulas, and views: Actual Hours (what workers logged - never adjusted), Target Hours (budget minus headroom - what workers see), True Budget Hours (full budget - management only), and Billed Hours (client invoicing - never feeds internal calculations). Rate stamping at the session level. When a work session is created, the applicable billing rate is written directly onto the record. Cost is calculated per session, not derived from current rates at rollup time. This preserves historical accuracy when rates change. Variable rates per person per project type. A team member can have different rates for internal work vs. client-external work. The rate table supports this from day one. Pay period assignment by work date, not creation date. Retroactive time entries must land in the correct pay period based on when the work happened. Access-tiered views. Cost data, billing rates, and true budget figures are visible only to management-tier users. Team members see their own time data, target hours, and efficiency metrics - never rates or cost. QuickBooks export support . Work sessions carry sync status fields so an on-demand CSV export can pull all unsynced approved sessions without duplication risk. What We Provide A complete database specification document (every field, formula concept, relation, rollup, and access constraint defined) An executive summary explaining the business logic and design decisions behind every architectural choice A workflows document with step-by-step process flows for every operational scenario A decisions log explaining why each design choice was made and what alternatives were rejected A technical lead (our team member) who oversees the build and is your primary point of contact You are not designing this system. You are building it from a detailed spec, with a technical lead available for questions and decisions about Notion-specific implementation. Required Experience Deep Notion database expertise - You have built multi-database systems in Notion with 5+ interconnected databases using relations, rollups, and formulas. Not templates with simple tables - real relational architecture. Complex formula experience - You understand Notion's formula language including conditionals, date math, and cross-relation calculations. You know what Notion formulas can and cannot do. Rollup architecture - You have designed rollup chains where data aggregates across multiple database levels (session to task to project to portfolio). Filtered views and access control - You understand how to build view-based access separation in Notion (management views vs. team views showing different fields from the same databases). Experience with time tracking or financial systems - You have built or configured time tracking, billing, or project cost tracking in Notion or a similar platform. You understand concepts like billing rates, pay periods, and budget tracking. Nice to Have Experience building Notion systems for agencies or professional services firms Familiarity with how Notion databases interact with external tools via API or MCP Understanding of accounting concepts (billable vs. non-billable, cost of goods sold, project P&L) Project Details Scope: Phase 1 - Build all seven databases with fields, relations, rollups, formulas, and views as specified. Manual testing with real data to validate calculations. Timeline: 1-2 weeks for the database build (Phase 1) Availability: We need focused availability during the build period - this is not a background task Communication : Async via messaging + scheduled calls as needed with our technical lead Potential for ongoing work : Phases 2-5 include reporting dashboards, pay period views, management dashboards, and additional view development How to Apply In your proposal, please include: Examples of multi-database Notion builds you've completed. Screenshots or links to workspaces showing relational architecture with 4+ interconnected databases. We want to see relations, rollups, and formula complexity - not aesthetic design. A specific example of a Notion formula or rollup chain you're proud of. What did it calculate and why was it non-trivial? Your experience with access-controlled views - have you built Notion workspaces where different user roles see different data from the same databases? Your honest assessment of where Notion's limitations might challenge this build (e.g., formula limitations, rollup depth, performance with many records). We want someone who knows the platform's boundaries, not someone who says yes to everything. Your rate and availability for a focused 1-2 week engagement starting within the next two weeks. About Us codeswitcher is a creative consultancy building an AI-integrated operating system for our agency. This time and cost module is the foundation - it's the first module being built, and the quality of this build determines how well everything else works. We have detailed specs, clear architectural decisions, and a technical lead on our side. We need a Notion expert who can execute a complex build precisely and flag issues early. We value people who read specs carefully, ask good questions, and build exactly what's specified rather than improvising. To better assess alignment with our requirements, could you please share the following: A relevant example of a similar system you have built (preferably with Notion architecture details) A brief breakdown of how you approached rate logic, pay periods, and project- level P&L Your proposed approach for handling Notion limitations within a multi-database structure

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