Overview
Calculation Formulas let you perform automatic calculations directly within your Smart Forms - perfect for tracking costs, materials, volumes, and more.
Each question type includes built-in formulas and options to display totals, add comments, and control visibility.
What Are Calculation Formulas?
Calculation Formulas are specialized fields that automatically compute totals based on what your crew fills out in your Smart Forms. They’re ideal for:
Cost estimation (equipment, materials, labor)
Measurement tracking (volume, distance)
Billing and invoicing
Mileage reimbursement
The Six Calculation Types
Type | Description | Formula | Common Use |
Labor Cost Estimation | Calculates total labor cost per worker or subcontractor. | Hours Worked × Hourly Rate = Total Labor Cost | Timesheets, payroll roll-ups |
Equipment & Material Cost Calculations | Estimates total cost of tools, materials, or rentals. | Quantity × Unit Cost = Total Cost | Procurement, job costing |
Volume Calculations | Calculates volume for slabs, foundations, or excavations. | Length × Width × Depth = Volume | Concrete pours, material takeoffs |
Distance Travelled (Mileage Logs) | Tracks vehicle or equipment mileage. | End Mileage − Start Mileage = Distance Travelled | Fleet management, reimbursements |
Billing Calculations (Invoice Markup) | Generates total billing with markup. | (Labor + Materials + Equipment) × Markup % = Total Invoice | T&M jobs, client invoices |
Mileage Reimbursement | Calculates reimbursement based on miles driven and a set rate. | Total Miles × Rate Per Mile = Reimbursement Amount | Driver/field worker reimbursements |
How to Add a Calculation Formula
Open your Smart Forms template and drag and drop the Calculation Formulas question type into your form.
Choose a Calculation Type from the dropdown.
Customize field labels (e.g., “Worker”, “Hours”, “Rate”).
(Optional) Enable:
Show Totals Row - displays total at the bottom
Add Comment Box - allows notes or clarifications
Required - ensures all fields are filled
Save and preview your template to test the live calculations.
Customising Calculation Questions
Form creators have several options to tailor calculation questions to their specific needs.
Renaming Column Titles
You can rename the display title of any column to better match your workflow — for example, changing "Labor Cost" to "Labor Workforce Costs". Note that only the visible title can be changed; the underlying column name (used in the formula expression) is locked to keep calculations accurate.
To rename a column title:
Open the calculation question settings.
Click the edit (pencil) icon next to the column you want to rename.
Update the Column Title field.
Save your changes.
Adding Text Columns
You can add freetext columns to a calculation question for supplementary information — for example, a "Unit" column (km, kg, lb) alongside a material cost calculation, or a "Notes" column for context.
To add a text column:
Open the calculation question settings.
Click Add Column and select a text type.
Label the column and configure any required settings.
Save your changes.
Marking Columns as Required
Individual columns within a calculation question can be marked as required to ensure your crew fills them out before submitting the form.
To mark a column as required:
Open the calculation question settings.
Click the edit icon next to the column.
Toggle on Required.
Save your changes.
Setting Required Conditions
You can configure conditional required logic so that filling out one column triggers subsequent columns to become required. For example, if a worker enters a value in the "Hours" column, the "Rate" column automatically becomes required.
To set up required conditions:
Open the calculation question settings.
Select the column you want to set as the trigger.
Enable the Required Condition option and specify which subsequent columns it applies to.
Save your changes.
Tips for Best Use
Combine multiple calculation blocks for detailed reports (e.g., Labor + Materials + Mileage).
Use the “Visible” and “Read-only” options to control what users can edit or view.
Example
Scenario: A foreman logs labor hours and equipment rental in one Smart Form.
You can set this up in your form by doing the following:
Add a Labor Cost Estimation question for staff hours.
Add an Equipment & Material Cost question for rented tools.
Add a Billing Calculation question to apply your markup automatically.
After the foreman fills out this form, it will be ready to be used for invoicing purposes, or exported.
FAQ
Can I edit the formula?
Not yet - each Calculation Formula comes with its preset formula, optimized for quick use and common calculation types. However, you can rename column titles to better reflect your terminology.
Can I export totals?
Yes - totals appear in exports and reports alongside other form submission data.
Can I view the form submissions' calculation formula responses in the exported file?
Yes - if you export the form submission report in .xlsx, you can view a digestible format of the calculation formula responses.
Can I duplicate calculation questions?
Yes - just click Duplicate to reuse a question setup within the same or other templates.
Can I add extra columns to a calculation question?
Yes - you can add free text columns (e.g. for units, notes, or context) alongside the numeric calculation columns.
Can I make specific columns required?
Yes - individual columns within a calculation question can be marked as required. You can also set conditional requirements so that filling out one column makes subsequent columns required.
Need Help?
If you need help setting up Calculation Formulas or want a walkthrough of Smart Forms:
📩 Chat with our Support Team directly in the Workyard app
💬 Or email us at help@workyard.com