Calculations, line items, VAT and totals

Quotes, invoices and expense claims need sums that are right every time. Fillfold has two tools for this. Line items is a table your client fills in row by row. Calculation is a question nobody types into: it shows a result worked out from earlier answers. The quickest start is the quote with totals template, which already has both.

Adding the lines

1. Click Add a question and choose Line items.
2. It starts with four columns: Description, Quantity, Unit price and Total. The Total column is already set to Work this column out automatically with the Formula for each line quantity * unit_price, and Add up this column under the table is ticked.
3. Pick the Currency (EUR, GBP, CHF or USD) and how many lines your client may add with At least and At most (up to 100).
4. Change a column with its title and its Type: Text, Number or Amount of money. Click Add a column for more (up to 6).

Each column has a Key (used in formulas), such as quantity. A column formula can only use the number columns placed before it in the same row.

Adding the subtotal, VAT and total

Each step is a Calculation question placed under the lines. Suppose the line items question has the key lines.

1. Add a Calculation named "Subtotal" (key subtotal) with the Formula sum(lines.line_total).
2. Add a Number question "VAT rate (%)" (key vat_rate) so the rate can change, or write the rate straight into the next formula.
3. Add a Calculation "VAT" (key vat_amount) with round(subtotal * vat_rate / 100, 2).
4. Add a Calculation "Total to pay" with subtotal + vat_amount.
5. For each one, set Result is to An amount of money and pick the currency.

Under the formula box, "This formula is valid." confirms it reads correctly. Otherwise a plain message says what to fix.

Writing formulas

• Use + - * / and brackets. The functions are round, abs, floor, ceil, min, max, sum, avg, count, today and add_months.
• sum(lines.line_total) adds a column; count(lines) gives the number of lines.
• The Names: buttons insert a key for you, and the Quick builder writes a simple formula from two values and an operation, for example the subtotal times a fixed number… such as 0.23.
• Dates count in days: end_date - start_date is a number of days, and add_months(start_date, 2) is a date. Set Result is to A date for a date result.

Good to know

• A formula can only use questions placed above it. Empty answers count as 0.
• Your client sees each result but cannot change it, and the server works it out again when the form is sent.
• To show the lines and totals in the PDF, use the Lines and totals block of the document: see design the PDF.
• Fillfold works out the numbers you set up. It is not certified accounting software: check your rates and wording, and the rules that apply to your invoices.
• Your VAT number and payment details come from your business details.

Totals can also drive conditions, for example a note that appears only above a certain amount.