Notion Build Log Template

Notion Build-Log Template — AI Opportunity Audit

Purpose: This is the renewal mechanism. Every audit you deliver generates a build-log page. It’s the artifact that (a) makes clients want to retain you, (b) makes them refer you, and (c) becomes your case-study library.

How to use this file:

1. In Notion, create a database (page) called “AI Audit Build Logs.”
2. Set it up as a database with the properties listed in Section A.
3. Duplicate the page template (Section B) as the default template for new entries.
4. After each audit delivery, n8n auto-creates a row (via Notion API) pre-filled with the engagement data; you fill in the human parts (recording links, takeaways, action items).

Alternative: if you don’t use Notion, this structure ports directly to a Supabase build_logs table + a Softr/NocoDB page. But Notion is the fastest to spin up and the easiest for clients to view.

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A. DATABASE PROPERTIES (columns)

Property	Type	Notes
Engagement Code	Title	ENG-2026-014 (auto from Supabase)
Client	Select	Company name
Status	Status	In Progress → Delivered → Debriefed → Retained
Tier	Select	Snapshot / Opportunity / Deep Dive
Delivery Date	Date	actual_delivery_date
Retainer	Checkbox	TRUE if converted to fCAIO/AI Concierge
Referral Source	Text	ref_code that brought them in
Engagement ID (Supabase)	URL	link to Supabase admin row
Portal Link	URL	client portal magic link
Loom Link	URL	the walkthrough recording
Debrief Recording	URL	Zoom/Google Meet recording
Gross ROI (24mo)	Number	from roi_projection.24mo.gross_savings_usd
Net ROI (24mo)	Number	from roi_projection.24mo.net_savings_usd
Audit Fee	Number	engagements.price_usd
Tags	Multi-select	hot_lead, eu_buyer, case_study_ready, renewal_due

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B. PAGE TEMPLATE (duplicate as default entry)

The text below is the body of every build-log page. Brackets {{...}} are merge fields n8n fills from Supabase; [BRACKETS] are sections you fill in manually.

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{{client_name}} — AI Opportunity Audit

Engagement: {{engagement_code}} · Tier: {{tier}} · Delivered: {{actual_delivery_date}} Audit fee: ${{price_usd}} · Projected 24-mo net savings: ${{net_roi_24mo}} ({{roi_pct}}% ROI)

Money slide: {{money_slide}}

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🎯 Top 3 Takeaways

Fill these in yourself after the debrief. One sentence each. This is the section clients screenshot and share.

1. {{takeaway_1}}
2. {{takeaway_2}}
3. {{takeaway_3}}

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📊 Maturity Snapshot

Dimension	Score (1–5)	Note
Strategy & Leadership	{{dim_strategy}}
Data Readiness	{{dim_data}}
Technology & Tooling	{{dim_tech}}
Process & Automation	{{dim_process}}
Talent & Literacy	{{dim_talent}}
Governance & Compliance	{{dim_governance}}
Value & ROI	{{dim_value}}

Binding constraints (gating dimensions): {{binding_constraint_1}}, {{binding_constraint_2}}

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🗺️ 30/60/90 Roadmap Summary

Days 1–30 — Foundations (fix the binding constraints): {{phase_1_initiatives}}

Days 31–60 — Quick Wins: {{phase_2_initiatives}}

Days 61–90 — Scale: {{phase_3_initiatives}}

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✅ Action Items (client-owned)

Populate from the roadmap initiatives. Assign owner + due date.

• {{action_1}} — Owner: __ · Due: __
• {{action_2}} — Owner: __ · Due: __
• {{action_3}} — Owner: __ · Due: __
• {{action_4}} — Owner: __ · Due: __
• {{action_5}} — Owner: __ · Due: __

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🛠️ Quantified Build List

The deliverables the client can hand to an implementer (or retain you for). Each line = one automation from the opportunity matrix, with the savings number.

#	Build	Hours saved/wk	Annual $ saved	Effort	Quadrant
1	{{build_1_name}}	{{hrs_1}}	${{savings_1}}	{{effort_1}}	{{quadrant_1}}
2	{{build_2_name}}	{{hrs_2}}	${{savings_2}}	{{effort_2}}	{{quadrant_2}}
3	{{build_3_name}}	{{hrs_3}}	${{savings_3}}	{{effort_3}}	{{quadrant_3}}
…	…	…	…	…	…

Total annual savings if all built: ${{total_annual_savings}}

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🎥 Recordings

• Audit walkthrough (Loom): {{loom_url}}
• Debrief call: {{debrief_recording_url}}
• Stakeholder interviews: {{interview_playlist_url}}

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🔁 Renewal Triggers

Check these 30 days post-delivery. If any box ticks, the client is a renewal candidate — reach out.

• Client implemented ≥2 quick wins from the roadmap
• Client hit a success metric in phase 1
• Client asked “can you build this for us?”
• 45 days since delivery → send the renewal nudge (fCAIO $5K/mo or AI Concierge $1.5K/mo)

Renewal note: {{renewal_note}}

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🔗 Referral

• Client’s referral code: {{ref_code}} (15% commission, 12-mo tail)
• Referrals generated from this client: {{referrals_count}}
• Commission earned to date: ${{commission_earned}}

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📝 Internal Notes (private)

Your honest read. Friction points, what to improve next audit, persona insights.

{{internal_notes}}

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C. VIEWS TO BUILD IN THE DATABASE

1. Pipeline (Status = In Progress / Debiefed) — grouped by Tier
2. Delivered (this quarter) — filter: Delivery Date this quarter, Status = Delivered
3. Retainers — filter: Retainer = ✓
4. Case Study Candidates — filter: Tags contains case_study_ready AND Net ROI > $50K
5. Renewal Due — filter: Delivery Date < 45 days ago AND Retainer = ✗ (the renewal-nudge queue)
6. By Region — grouped by client region (AU/EU/UAE/APAC)

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D. AUTOMATION: n8n → NOTION (auto-create the row)

After Supabase: Mark Delivered in the n8n workflow, add a Notion node (or HTTP Request to Notion’s API):

• Action: Create database item
• Database ID: your “AI Audit Build Logs” database
• Property mapping:
  • Engagement Code ← engagement_code
  • Client ← client_company
  • Status ← “Delivered”
  • Tier ← tier
  • Delivery Date ← actual_delivery_date
  • Audit Fee ← price_usd
  • Net ROI (24mo) ← analysis_drafts.roi_projection.24mo.net_savings_usd
  • Engagement ID (Supabase) ← Supabase admin URL
  • Portal Link ← deliverables.portal_url
  • Loom Link ← deliverables.loom_url (added later when Loom recorded)
• Page body: pre-fill with the template above, with {{merge_fields}} resolved from the approved analysis JSON.

Notion API key + database ID go in n8n env vars: NOTION_API_KEY, NOTION_BUILDLOG_DB_ID.

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E. WHY THIS IS THE RENEWAL MECHANISM

1. It’s the artifact clients share. A polished build-log page with their logo, their score, their ROI — that gets forwarded to their CEO/board. Each share = a warm referral.
2. It makes the retainer the obvious next step. The “Action Items” list IS your implementation backlog. When they see 8 builds worth $X, “want me to build these?” is a soft close.
3. It’s your case-study library. After 10 audits, filter “Case Study Candidates” → you have a marketing asset library that compounds.
4. It’s your renewal queue. The “Renewal Due” view is a daily worklist — no client falls through the cracks.