Notion CRM Stack

Airtable is overkill—here’s how small teams are closing deals with Notion + Forms.

Author

Taylor Rodgers
May 14, 2025

Most small teams use CRMs they don’t actually need.

They’re paying $50–$150/month for clunky interfaces, features they’ll never use, and “pipelines” that feel like a second job.

There’s a simpler option. If you know how to use a spreadsheet, you can replace your CRM entirely with Notion + Tally in under an hour — and actually enjoy updating your pipeline.

Featured Workflow

Build a lean, no-code CRM using Notion for tracking and Tally for intake. This setup is dead simple, fast to update, and powerful enough for most solo founders, freelancers, and service teams.

Your form captures lead info. Notion displays your deals in a Kanban or table view. Zero fluff — just visibility and speed.

Tools Used:

Setup Steps:

  1. Trigger – New lead fills Tally form

    • Create a branded Tally form with fields like Name, Email, Project Type, Budget, Urgency.

  2. Action 1 – Pipe to Notion

    • Connect Tally to Notion using native integration or Make.com. - Map form fields to a Notion database (e.g. “Leads CRM”).

  3. Action 2 – Track pipeline

    • Add columns for Status, Follow-up Date, Notes, and Deal Size. - Use views like “This Week” or “Hot Leads” to prioritize.

  4. Action 3 – Weekly Review

    • Set a recurring Slack or calendar reminder to review and update the CRM each Friday.

Expected Outcome & Metrics:

  • Cost savings: $50–$100/mo vs legacy CRMs

  • Setup time: Under 60 minutes

  • Success metric: ≥ 90% of deals logged and visible at a glance

Troubleshooting Tips:

  • Form not syncing? Use Make.com’s Notion integration for reliable mapping.

  • Losing leads? Add email notifications from Tally when new entries come in.

  • Too basic? Layer in GPT summaries, proposal templates, or contract triggers later.

3 Tactical Steps

Build a clean intake form in Tally with all essential client fields.

Pipe submissions directly into a Notion board or table

Use Notion views to track follow-ups, status, and deal progress.

Pro Tip

Use Notion’s Last Edited Time column to flag stale leads — perfect for follow-up reminders without adding automations.

PS

Want a copy of the Tally form + Notion CRM template? Reply “CRM Swap” and I’ll send you the exact stack to steal.