Estimate Variables and Formulas (Advanced)

[Note - this feature is only available in Enterprise subscription]

Estimate Variables (Excel-style) – What they are and how to use them

Estimate Variables let you define reusable numeric values (such as areas, lengths, and heights) and reference them in Excel-style formulas to automatically calculate item quantities in the Estimate Builder.

• Where: Click the Variables button at the top of the Costing page to manage variables for the current estimate.
• What: Variables are name/value pairs (with an optional description) that can be reused across item formulas.
• Default Formulas: Inventory items can have default formulas that are automatically pre-filled when added to an estimate.

Variable naming rules

• Must start with a letter or underscore
• Can contain letters, numbers, and underscores only
• Recommended: use lowercase, descriptive names (for example floor_area, wall_height)
• Reserved variable: contract_price cannot be created or overridden and always represents the estimate total (subtotal + tax)

Add, edit, and sort variables

• Add / Edit: In the Variables modal, click Add Variable or the edit icon to change the name, numeric value, or description.
• Reorder: Drag variables using the three-bar handle on the left. Order is saved automatically.
• Templates (Universal): Create shared variable templates in the right-hand panel and reuse them via Use.
• Reserved Variables: contract_price is always available and cannot be modified.

Using formulas on line items (Excel-like)

1. Click the Variables (code) icon on a line item.
2. Enter a formula starting with = and wrapped in parentheses.
3. Click Calculate to apply it.

Example:

=(floor_area*slab_height)

When a formula is saved, the Variables button turns blue to indicate it is active.

Formula syntax

• Must start with: =
• Wrap expressions: =( ... )
• Operators: + − * /
• Parentheses: Supported
• Whitespace: Ignored (format freely for readability)

=(
  kitchen_area
  + bathroom_area
) * wall_height

Examples:

• Slab area: =(floor_length*floor_width)
• Two walls: =(wall_length*wall_height*2)
• Combined spaces: =(kitchen_area+bathroom_area)*wall_height

Advanced Formula Features

IF statements

Use Excel-style conditional logic:

• Syntax: IF(condition, value_if_true, value_if_false)
• Operators: >, <, >=, <=, ==, !=

Examples:

=IF(area>100, area*2, area)
=IF(height>=3, height*1.5, height)
=IF(contract_price>10000, 0.05*contract_price, 100)

Prompt variables

Prompt variables ask the user for input when calculating formulas or saving notes.

• Syntax: [variable_name]
• Formulas: Must be numeric
• Notes: Can be text or numeric

Examples:

=([wall_height]*area)
=([multiplier]*quantity)
=([width]*[height])

In notes:

Benchtop colour: [colour]

Contract price variable (reserved)

• Variable: contract_price
• Returns subtotal + tax (if enabled)
• Automatically updates as the estimate changes

Examples:

=(0.05*contract_price)
=(0.15*contract_price)
=IF(contract_price>10000, 0.05*contract_price, 100)

Notes:

• Cannot be created or overridden
• Returns zero if the estimate total is zero

Default formulas on inventory items

1. Go to Estimates → Manage Inventory
2. Edit or create an inventory item
3. Enter a formula in Default Formula (below Notes)

=(area*height)

• The formula is pre-filled when added to an estimate
• The user must still click Calculate
• Default Hide Notes can also be applied

When exploding a recipe, default formulas are shown and automatically applied.

Prompt variables in notes

• Use [variable_name] inside notes
• User is prompted when saving
• Prompt value replaces the placeholder

Tips and best practices

• Keep units consistent (all meters, all m², etc.)
• Quantities round to 3 decimal places
• Blue Variables button means a formula is active
• Avoid deeply nested IF statements
• Use descriptive prompt names
• contract_price always reflects the current estimate total

Troubleshooting

• Variable Not Found: Check spelling and underscores exactly
• Invalid Formula: Must start with = and use parentheses
• IF errors: Must contain exactly two commas
• Prompt not working: Must use [name] syntax
• Contract price is zero: Estimate has no subtotal yet
• Cannot create contract_price: This is intentional (reserved variable)

Quick workflow

1. Add variables: floor_area = 120.5, slab_height = 0.1
2. Add formula: =(floor_area*slab_height)
3. Click Calculate
4. Quantity updates and Variables button turns blue

That's it. You now have Excel-style formulas, conditional logic, user prompts, and contract-based calculations directly inside your Estimate Builder.