Custom fields: formula fields
Formula fields help you save time and reduce errors by automating number-based logic in your deal items.
You can use them to instantly calculate values such as discounts, commissions or forecast amounts based on numerical or monetary deal fields.
This is especially useful when you want consistent, real-time results.
Setting up formula fields
Open the account menu in the right corner and go to Personal Preferences > Data fields.
In the lead/deal section, click “+ Custom field” to create a new field.
Name the field and set its type to either monetary or numerical. Then, enable “Apply formula to deals” to add a formula.
Writing the field formula
Once you switch it on, you’ll see the field formula area where you can define the calculation.
You can only use monetary or numerical deal fields as input. By default, you can use the following deal fields in the formula:
- #Deal Value
- #Deal Probability
- #Deal Score
- #Deal Total activities
- #Deal Done activities
- #Deal Activities to do
- #Deal Email messages count
- Any of your custom numerical and monetary deal fields
Use the following symbols to define your mathematical operations:
Symbol |
Usage |
Example |
# |
Defines the field used as a variable in the formula |
To calculate 10% commission, use
#Deal value * 0.1 |
+ , - |
Adds or subtracts values |
To calculate the profit from the deal while having a custom field named “Costs”, use
#Deal value - #Deal Costs |
* , / |
Multiplies or divides values |
To calculate lifetime value (LTV) in a scenario where you sell annual subscriptions and have found that the average customer lifespan is 3.4 years, use
#Deal Value * 3.40 |
( ) |
Used to group values and operators |
To calculate the completion rate of activities, use
( #Deal Done activities / #Deal total activities ) * 100 |
% |
Calculates a percentage of a selected field |
To calculate a 10% discount, use
#Deal value - 10% (subtracts 10% of the deal value) |
Applying the formula to deals
After you write the formula, choose whether it’s applied to new deals or only new and open deals.
If you select “Apply formula to only new and open deals”, you’ll need to confirm the calculation before it applies.
Once you’re ready, click “Save” as the final step.
Formula fields in action
When a deal includes all the required input fields, the formula is calculated automatically.
In the example below, the formula field called “Commission fee” uses only the deal value of $500 as an input, which is then multiplied by 5%.
As a result, the “Commission fee” returns $25.
Recalculating formula fields
Formula calculation results update automatically in the following cases:
- Formulas are created or edited
- Deals are created
- Deal fields included in the formula are edited
You can also recalculate a formula manually in these areas:
Deal detail view
Hover over the formula field under the details section and click the refresh button.
Deal list view
Find and add the formula field from the gear icon to the list view.
Then hover over the formula field and click the refresh button.
To recalculate multiple deals simultaneously, use the bulk edit tool. Select the deals, find the formula field on the right, then choose:
- “Recalculate if input is changed” to apply only where field values have been updated
- “Force recalculate” to reapply the formula to all selected items
Finally, click “Edit deals” and confirm changes.
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