Automated CRM + Purchase Tracking System

What Wasn’t Working

Client E had a CRM system built in Notion, but it relied on her to manually update way too many things. She was using Flodesk to send emails, and when someone clicked a link or subscribed, it would create a record in her CRM. But after that, everything was manual — adding what they purchased, updating their status (booked, scheduled, past client), and tracking any previous purchases. It took too much time, she couldn’t keep up with it, and she never had a reliable view of who bought what, when, or how many times.

What We Built

I built a purchase tracking system in Notion that connects ThriveCart + Patreon purchases to her CRM, logs the purchase info in a separate purchase record database, and automatically updates her client statuses based on what was bought and when. Now:

• New purchases create a record in the Purchase Record Database and connect back to the right client in the CRM Database (if they exist, or create a new one if needed)

• All purchase records are also related back to the associated offer in the Offer Database

• If applicable, offer start dates and durations (such as group programs with fixed start dates and durations, or 1:1 coaching programs with fixed durations) are captured for the offer purchsed, and client statuses (booked, scheduled, past client) now update automatically based on those captured dates

• Since the system now relates all purchase records back to the offer in the offer database, Client E also no longer has to make the duplicate effort of maintaining two “Offer” dropdown fields in Notion that she was previously using to show active offers and past offers on the client record.

• She can now see each client’s full purchase history by opening the client record — including if someone bought the same offer more than once

The Outcome

Now when Client E opens a client record, she sees exactly what they’ve bought, when they joined, what’s upcoming, and what’s in the past. No more chasing details or guessing if someone’s in an active offer. It gives her better visibility across her entire business, saves hours of admin work, and sets her up to track things like offer performance, capacity planning, and client retention — without relying on her memory or adding more manual system maintenance.