DANA Indonesia reduced operating costs by 47% by consolidating work into Notion. By centralising projects, SOPs and documentation — and using database templates and automations — teams cut duplicate tools, sped up handoffs and improved collaboration. The same approach can be replicated across fast-growing teams.

Fast-growing fintech teams often outgrow a patchwork of tools. DANA Indonesia — one of the country’s leading digital wallets — consolidated work into Notion and cut costs by 47%, while improving cross-team collaboration and speed. Here’s what changed, why it worked, and how you can apply the same system.

Why this matters now

Tool sprawl drives overlapping licences, duplicated data and slow handoffs. Notion’s connected workspace combines project management, knowledge, and docs — letting teams replace multiple point tools with one adaptable system. Recent releases like database automations and packaged templates make consolidation faster and safer to roll out.

The DANA approach: consolidate, templatise, automate

1) One source of truth for projects and SOPs
DANA structured a Projects database linked to documentation and standard operating procedures (SOPs). Work moves through clear statuses with owners, due dates and dependencies. Teams reference living SOP pages instead of static files, reducing rework and tool-switching.

2) Templated execution
Project and task templates pre-fill fields (OKRs, RAID logs, checklists) so teams start fast and follow the same quality bar. Templates also make audits and post-mortems consistent across functions. Notion’s marketplace accelerates design of these templates if you’re starting from scratch.

3) Automations that remove manual busywork
Database automations handle the drudge work: auto-assigning owners when a status changes, pinging approvers when items hit “Review”, and rolling up due-soon tasks to team dashboards. The result is fewer missed handoffs and less time formatting updates.

Where the 47% saving comes from

• Licence consolidation: Replacing overlapping tools (docs, wikis, task trackers) with Notion reduces spend and admin.

• Fewer handoffs: Linked databases + automations cut coordination time.

• Faster onboarding: Templates and SOPs shorten time-to-productivity for new hires.

Notion’s own customer story highlights DANA’s 47% cost reduction after adopting this operating model — a direct result of consolidation and smoother execution.

Practical steps to replicate DANA’s system

Step 1 — Map your stack and costs (2 hours)
List every tool touching project delivery, documentation, and approvals. Tag the owner, use case, and annual cost. Highlight duplicates (e.g., multiple doc tools).

Step 2 — Create a Projects hub (30–60 mins)
Spin up a Projects database with properties: Owner, Team, Status, Priority, Due date, Dependencies, Links (SOP/Brief), and Rollups (effort, cycle time). Build three views: Team board, Executive list, and Calendar.

Step 3 — Add templates (1–2 hours)

• Project template: goals/OKRs, scope, RAID, milestones, sign-offs.

• Task template: definition of done, checklists, effort estimate.
  Browse or adapt community templates to speed setup.

Step 4 — Wire in automations (30 mins)
Use Notion’s database automations to:

• Auto-assign owner when Status changes to “In progress”.

• Notify channel/approver when Status = “Review”.

• Set Due date +7 days when Priority = “High”.
  These small rules remove dozens of micro-tasks per person per week.

Step 5 — Link SOPs and knowledge (45 mins)
For each recurring workflow, create an SOP page and link it to the relevant project or task. Add short loom/video embeds if helpful. Now every task carries its own “how-to”.

Step 6 — Executive roll-ups (15 mins)
Create a Leadership view that filters to initiatives with budget impact and shows cost vs. outcome rollups. Executives get the signal without the noise.

Results you can expect

• Lower costs: Fewer licences and admin overhead.

• Happier teams: Fewer context switches; clear ownership.

• Faster delivery: Automated nudges keep work flowing.

Fintech operators at DANA serve a massive user base; their shift shows consolidation scales. (For broader context on DANA’s rapid scale in Indonesia’s e-wallet market, see industry coverage.)

Implementation tips from the field

• Pilot with one cross-functional squad for 2–4 weeks before a company-wide rollout.

• Keep templates light; refine after two cycles.

• Track “time to done” and licence count pre/post to prove ROI.

Next Steps

Want this operating model in your org? Book a Notion assessment with Generation Digital to map consolidation savings and deploy templates/automations in 30 days.

Want a done-for-you migration and operating system in Notion? Generation Digital can audit your stack, design templates, and implement automations tailored to your workflows.

FAQ

Q1: How did Notion help DANA reduce costs by 47%?
By consolidating multiple tools into one workspace and using database automations and templates to reduce manual coordination and licence spend.

Q2: Which Notion features delivered the biggest gains?
Linked databases, project/task templates, and database automations — enabling consistent execution and fewer handoffs.

Q3: Can other fintechs replicate the results?
Yes. Start by mapping duplicate tools, then roll out a projects hub with templates and three core automations. Prove ROI with licence reduction and lead-time metrics in 30 days.