Drowning in admin? I made you a Notion template to make running your business feel lighter and clearer.
Summary: The Organised Creative operating system is a Notion template built from a photographer’s real-life struggle to juggle creative work and admin. It has a client dashboard, leads pipeline, financial tracking, and daily focus; designed for freelancers who want clarity without complexity. $29 with free refund within 14 days if you decide it’s not for you!
The 9pm Reality Check Every Creative Knows
It’s 9pm on a Tuesday. You’ve finally finished editing that cafe shoot, but your brain won’t let you relax because somewhere in the back of your mind, you know there’s a growing pile of business tasks waiting for you.
Which invoices are overdue? Did you get back to the person who called when you were in the car yesterday? How much have I actually earned this month? Who was that guy who said he was after a folio and rate card? Did I send that?!
You love the creative work. But running the business side feels like trying to juggle while riding a unicycle — and pretty sure you’re about to drop everything.
When Life Forces Your Hand (The Problem That Started It All)
A few years ago when we found ourselves working side by side (cough, during lockdowns, cough), I watched my partner Aaron manage his freelance photography and design business pretty well, but with what seemed to me like more mental effort than necessary.
Being co-located while we worked gave me a fresh insight into how his creative brain handles things, and how it’s different to my operations-focused approach. He was getting the work done and keeping clients happy, but it felt harder than it should. Some invoices would slip through the cracks. Follow-ups happened, but not always consistently. And he spent valuable mental energy trying to remember what needed attention when; juggling photography shoots, post productions, and design work all at once.
He had tried different project management tools in the past (Motion, time blocking in the calendar, handwritten lists or email-as-task list) but each one had drawbacks. Nothing really stuck or made things feel effortless.
The turning point came when we had a baby and suddenly his time (and money!) was more precious than ever — he couldn’t afford to forget to invoice a project, and working late to catch up on tasks would be in hot competition with the bedtime routine.
Building a System That Actually Fits a Creative Brain
So I did what I do best as a Head of Operations (my day job): I built a system that actually worked for how his brain operated.
I created a workspace in Notion with one simple goal—take the mental clutter out of running a freelance creative business. No complex workflows or “productivity theatre”. Just the essentials: projects, clients, money, and what needs doing today.
Because he has ADHD, everything had to be visual and immediate. No hidden menus, no “systems within systems”, no setup that would take longer than doing the work itself. Open it, see what matters, get it done.
See It In Action
Preview the The Organised Creative operating system template here (with the option to buy, if you like what you see!), or watch this 23 minute walkthrough to see exactly how the system works day-to-day:
What This System Does for You (Daily)
- Start Each Morning with Clarity: Your Daily Dashboard shows exactly what matters today, not everything that could matter someday
- Keep Your Big Picture Visible: Your mission and rates stay front and center for better decision-making
- Manage All Projects in One View: Client work, internal tasks, and business development—no more mental juggling
- Track Money Without Spreadsheet Headaches: See your financial reality at a glance, make informed decisions
- Capture Ideas Without Losing Focus: Dream Space stores inspiration without derailing your current work
The Transformation (What Actually Changed)
Within a few months, things got noticeably smoother.
He wasn’t just managing his business anymore — he was actually getting ahead of it. Tasks that used to take mental energy to remember were just there, visible and manageable. He became more strategic about when to reach out to potential clients. And for the first time, he had a clear picture of his income and project pipeline without having to piece it together from different places.
The shift was subtle but significant:
- Invoices went out consistently instead of in sporadic batches
- Follow-ups became automatic rather than “oh, I should probably…”
- He could see patterns in his business that helped him make better decisions
- The mental overhead of running his business dropped considerably
Other Creatives Started Asking Questions
When other freelancers saw how much clearer he seemed about his business priorities, they started asking what had changed.
I shared the template with a few photographer and designer friends, curious to see if it would work for different working styles and business types.
Their feedback was encouraging, with comments like: “It’s not just organising information for the here and now, but making it accessible to digest and reflect on down the track – chef’s kiss!” (🫶 Louise)
Why This Works (Unlike Other “Solutions”)
This isn’t another template created in isolation and then marketed to the masses.
This grew out of a real need for someone whose business I care about, and it’s been refined through actual use by working creatives. The views, filters, and organisation make sense because they solve problems that actually come up in day-to-day freelance work.
I spend my days as Head of Operations for a design agency, so I understand what good business systems look like. But I also know that most freelancers don’t need (or want) enterprise-level complexity—they need something that works reliably without requiring constant maintenance.
Inside Your New Operating System
- Client Dashboard: See all your projects, deadlines, and client communication in one place. No more wondering “wait, where are we with the Johnson wedding?”
- Leads Pipeline: Know exactly who to follow up with and when. Turn “maybe interested” conversations into actual bookings
- Financial Overview: Quick snapshot of invoiced work, paid work, and expenses. Finally know if you’re actually making money this month
- Daily Focus Mode: Wake up and immediately see your top three priorities. No decision fatigue, no getting lost in the weeds
- Project Tracker: From initial inquiry to final delivery, see exactly where every piece of work stands
- Business Foundation: Keep your rates, services, and brand vision accessible for consistent decision-making
Is This Right for Your Creative Business?
Perfect if you’re:
- A freelance creative juggling multiple client projects
- Someone who offers several services (photography + videography, design + illustration, etc.)
- Someone who loves the work but finds the admin side takes more mental energy than it should
- Tired of toggling between five different apps just to know what you need to do today
- Looking for ADHD-friendly organisation that doesn’t feel overwhelming
- Ready to have a clearer picture of your income and project pipeline
Not right if you’re:
- Part of a large team with complex collaboration needs (this is built for solo operators)
- Already have a system you love and use consistently
- Looking for something to manage complex, multi-month projects with dozens of stakeholders
The Investment That Pays for Itself
$29 USD. One time, no subscription.
For context, this is considerably less than hiring an operations consultant for even a short business review (which typically start at $500). But unlike a consultation, you get a working system you can use immediately and adapt as your business grows.
It’s a low-risk way to try a different approach to organising your creative business—and if it saves you from missing even one invoice or losing one potential client to poor follow-up, it’s already paid for itself.
A Personal Note
I built this because I saw how much mental energy my partner was spending on business administration that could be streamlined. It worked for him, and it’s worked for other creatives who’ve tried it.
My goal isn’t to promise dramatic life changes or revolutionary productivity breakthroughs. I just think good organisational systems should make your business feel more manageable, not more complicated.
If you try it and find it doesn’t fit your way of working, I’m happy to refund it within 14 days* — I’d rather have it in the hands of people who will actually use and benefit from it.
*See ‘Request a refund’ steps in the Notion support centre, or contact me if you have any trouble figuring that out!
Quick FAQ
Do I need to know Notion?
Nope. It comes with sample data and a walkthrough video. You’ll figure it out in minutes, not hours.
Do I need a paid Notion account?
Also no! You can get started with a free Notion account (there are limitations around the number of charts, file uploads and collaborative blocks you can use, but plenty available to understand whether a paid account would be warranted or not).
What if I want to customise it?
Please do! It’s designed to be a robust starting point, not a locked box. Make it yours.
Will this work for non-design freelancers?
Yes, but it really shines for people who work with multiple clients and juggle projects, timelines, and invoices. If that’s you, regardless of your field, it’ll work.
What if I’m already using other tools?
This is designed to replace the juggling act between apps. But if you love your current invoicing software or CRM, you can absolutely use this alongside them for project organisation and daily focus.
Ready To Try It?
GET THE TEMPLATE →
Start using it today. No endless setup. No productivity course required. Just a system that works.