cotera

Notion Project Tracker to Google Sheets

Export Notion project databases to Google Sheets for stakeholder reporting and dashboards without manual copy-paste.

Project reportingStakeholder updatesData exportDashboard building

The Challenge

Your team tracks projects in Notion, but leadership wants a spreadsheet. Maybe it feeds a dashboard, or maybe they just prefer Google Sheets for filtering and sorting. Either way, you end up manually exporting data every week and reformatting it. This prompt reads your Notion project database and pushes structured data straight into Google Sheets — complete with statuses, owners, dates, and links back to Notion.

What This Prompt Does

Find Projects

Search your Notion workspace for project pages

Extract Properties

Pull status, owner, priority, and dates from each page

Check Existing Data

Read the spreadsheet to avoid duplicate rows

Append to Sheet

Add new project rows with Notion links included

The Prompt

The Prompt

Task

Use @Notion/Search ContentName it "Notion/Search Content" and call it with @Notion/Search Content to find project pages in a Notion database, then use @Notion/Retrieve PageName it "Notion/Retrieve Page" and call it with @Notion/Retrieve Page to get the full details and properties of each project. Check @Google Sheets/Read RangeName it "Google Sheets/Read Range" and call it with @Google Sheets/Read Range to see what already exists in the spreadsheet, then use @Google Sheets/Append RowName it "Google Sheets/Append Row" and call it with @Google Sheets/Append Row to add new or updated project data.

Example: Export all projects from my "Product Roadmap" database in Notion to a Google Sheet for the leadership team.

Input

The user will provide:

  1. A Notion database name or search query for projects
  2. A Google Sheets spreadsheet ID
  3. Optional: the sheet/tab name (defaults to Sheet1)
  4. Optional: which properties to export

Example: "Sync my Notion roadmap to spreadsheet 1BxiMVs0XRA5nFMdKvBdBZjgmUUqptlbs74OgvE2upms" or "Export all Q1 projects from Notion to our tracking sheet"

Context

What to Pull from Notion

For each project page, extract:

  • Project name (page title)
  • Status (e.g., Not Started, In Progress, Done)
  • Owner or assignee
  • Priority level
  • Start date and due date
  • Any custom properties the user specifies

Spreadsheet Structure

The Google Sheet should have these columns: | Project Name | Status | Owner | Priority | Start Date | Due Date | Last Updated | Notion Link |

Sync Logic

  1. Read the existing spreadsheet data to identify what is already tracked
  2. Search Notion for project pages matching the query
  3. For each project:
    • If it does not exist in the sheet, append a new row
    • If it already exists, note which fields have changed (but append as new row since we cannot edit in place)
  4. Include the Notion page URL so stakeholders can click through for details

Data Formatting

  • Dates should use YYYY-MM-DD format
  • Status values should match exactly what Notion uses
  • Include the Notion page URL as the last column
  • Add a timestamp for when the sync happened

Output

Sync Report:

  • Source: Notion database "[Database Name]"
  • Destination: Google Sheet [Spreadsheet ID]
  • Projects found: [Count]
  • Rows added: [Count]
  • Already tracked: [Count]

Projects Synced: | Project | Status | Owner | Action | |---------|--------|-------|--------| | [Name 1] | [Status] | [Owner] | Added | | [Name 2] | [Status] | [Owner] | Already exists |

Sheet Link: [Google Sheets URL]

Example Usage

Try asking:

  • →"Export my Notion product roadmap to our Google Sheet for the board meeting"
  • →"Sync all In Progress projects from Notion to the tracking spreadsheet"
  • →"Push this quarter's project data from Notion into Sheets for the dashboard"