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.

Reserved / built-in values

These are always available in formulas. They appear as read-only rows in the Variables modal and cannot be created or overridden.

contract_price

• Variable: contract_price
• Returns the estimate total (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

QUANTITY

• Variable: QUANTITY (exact spelling — do not use Qty)
• Means this line’s quantity when you click Calculate (often from takeoff export or a typed measurement)
• On recipe preview / explode, QUANTITY can mean the parent recipe quantity for child line formulas

Examples:

=(QUANTITY/36.5)
=(QUANTITY/0.9)
=(QUANTITY/0.6)
=IF(door_size = 820 OR height > 2340, QUANTITY, 0)

Typical use: measure wall LM (e.g. 57), put that number on the product line, then convert with a formula such as =(QUANTITY/36.5) for building paper rolls.

Note: On first Calculate, QUANTITY uses the line’s current quantity and freezes that as the input base so re-Calculate stays stable. Type a new measured LM/area on the quantity field to update the input, then Calculate again.

YES / NO (literals)

In IF conditions and recipe question formulas, YES and NO mean 1 and 0, for example:

=IF(V(Acoustic upgrade?)==YES, QUANTITY, 0)

Variable naming rules

• Must start with a letter or underscore
• Can contain letters, numbers, and underscores only (question variables ending in ? allow spaces/hyphens)
• Recommended: use lowercase, descriptive names (for example floor_area, wall_height)
• Reserved variables: contract_price and QUANTITY cannot be created or overridden

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 and QUANTITY are always available (shown as read-only rows) 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 (or an =IF(...) form).
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
• Packs from takeoff: =(QUANTITY/36.5)

Advanced Formula Features

IF statements

Use Excel-style conditional logic:

• Syntax: IF(condition, value_if_true, value_if_false)
• Operators: >, <, >=, <=, ==, != (and Sage names GT, LT, EQ, GE, LE, NE)
• Combine conditions with AND, OR, and NOT

Examples:

=IF(area>100, area*2, area)
=IF(height>=3, height*1.5, height)
=IF(contract_price>10000, 0.05*contract_price, 100)
=IF(door_size = 820 OR height > 2340, QUANTITY, 0)

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]

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)
=(QUANTITY/36.5)

• 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
• Use QUANTITY (not Qty) for the line’s own quantity

Troubleshooting

• Variable Not Found: Check spelling and underscores exactly (names are case-sensitive)
• Invalid Formula: Must start with = and use a valid shape
• 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 or QUANTITY: Intentional (reserved variables)
• Qty not found: Use QUANTITY instead

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
5. Optional: put measured LM on a line, formula =(QUANTITY/36.5), Calculate → pack quantity

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