The One Tool That Transformed How I Run My Longarm Quilting Business

If you’ve ever felt scattered trying to juggle all the moving parts of your longarm quilting business—client quilts, deadlines, invoices, designs, supplies—you’re not alone. For a long time, I was that quilter with sticky notes everywhere, half-filled spreadsheets, random Google Docs… and no clear system.

That is, until I discovered Notion—and it completely changed how I run my business (and lowered my stress levels in a big way).

Why Systems Matter in a Creative Business

Running a longarm business isn’t just about the actual quilting. You’re managing clients, handling admin, quoting jobs, ordering supplies, and somewhere in there, trying to remember who’s next in the queue and whether that navy thread you need is actually in stock.

When I started out, I got by with a patchwork of tools—some paper, some digital—but it wasn’t sustainable. I needed a proper system. Something that could live on my phone or iPad, that I could update from anywhere, and that didn’t make me want to throw my laptop out the window. I tried to find a tool that suited my workflow but the only longarm specific tool I could find was for PC's and I am STRICTLY a Mac girl!

That’s when I started building my own setup in Notion—and honestly, it’s been a game-changer.

Wait… What’s Notion?

If you haven’t heard of Notion before, it’s an all-in-one digital workspace where you can create databases, lists, calendars, notes, and more. Think of it like a super flexible notebook that syncs across your phone, tablet, and computer.

You can design it to suit exactly how you work—whether that’s keeping track of quilts, planning your week, or managing a whole client workflow.

For me, it’s become my go-to tool for:

• Tracking all my client quilts—including quilt details, thread choices, deadlines, and pricing.

• Planning and organising my podcast—I keep outlines, ideas, guest notes, and my production schedule all in one place.

• Mapping out my goals for each quarter—with space for both personal and business wins.

• Running my business hub—where I store everything from course content and freebies to templates, invoices, and marketing assets.

Basically, if it’s part of my business, it’s in Notion.

What Is the Longarm Client Quilt Tracker?

Once I realised how powerful Notion could be, I built a template just for longarm quilters. I call it the Longarm Client Quilt Tracker, and it’s a digital hub to help you run your quilting business without dropping the ball.

Here’s what it does:

• Tracks client info—names, contact details, and preferences.

• Logs quilt specifics—size, design, thread colours, deadlines.

• Calculates pricing based on your own rates for quilting, backing, wadding, binding (just plug in the size—it does the math).

• Stores photos of finished quilts and quilting designs.

• Keeps all your supplier details in one tidy spot.

• Includes basic financial tracking to keep an eye on income.

And best of all—it works across all your devices.

Whether you’re in your studio, at the kitchen table, or out running errands, your whole business is right there in your pocket.

Why I Love It (and Why You Might Too)

The biggest benefit? Mental clarity. I’m no longer carrying 47 things in my head. I just open Notion, check my dashboard, and it tells me what’s due, what I’m waiting on, and what’s next.

It’s also helped me communicate better with clients. When someone asks, “When will my quilt be ready?” I don’t have to fumble around—I can give them a clear timeline because my whole queue is right there and up-to-date.

And if I need to look up what thread or wadding I used on a quilt from six months ago? It’s all there. No more digging through old pieces of paper.

So if you’ve been meaning to get more organised—or if admin is the thing holding your business back—now’s the time to jump in. It’s beginner-friendly, easy to customise, and comes with a video walkthrough to show you exactly how to use it.

👉 Grab the Longarm Client Quilt Tracker here

Final Thoughts

If you’re dreaming of a more organised, professional, and less stressful longarm quilting business, I highly recommend giving Notion a try—and starting with a system that’s already built for you.

Happy quilting!

Lyndelle xo