Formula Columns
Learn how to calculate totals, differences, or flags using formula columns in your workpapers.
Calculate totals, differences, and flags using formula columns that run automatically in your workpapers.
Formulas run after prompts for the same document group. Ensure the columns you reference already have data before starting a run.
Overview
Formula columns calculate values using data already captured in your workpaper.
Spreadsheet-like
Use familiar functions like SUM, IF, ROUND with @ mentions for column references.
Automatic calculation
Formulas refresh whenever you run the workflow—no manual recalculation needed.
Chain formulas
Reference other formula columns to build complex calculations step by step.
Flag exceptions
Use IF statements to automatically identify variances or missing values.
Create formula columns
Plan the calculation
- Decide what to measure (variance, totals, counts, checks)
- Identify which columns feed the calculation
- Click Add formula in the Custom columns panel
Start simple with one calculation, then build complexity through multiple linked formulas.
Reference columns
Use @ mentions to insert values:
@[Invoice Total]- Matched value from documents@[AI Extracted Amount]- Result from AI prompt@[Previous Formula]- Output from another formula
Keep dependencies simple. Two or three linked formulas are easier to review than long chains.
Write the expression
Common formula patterns
Calculate variance:
= @[Invoice Total] - @[Payment Amount]Simple check:
= IF(@[Status] = "Approved", "OK", "Review Required")Sum multiple columns:
= SUM(@[Line Item 1], @[Line Item 2], @[Line Item 3])Round to 2 decimals:
= ROUND(@[Amount] * 1.13, 2)Always start with = and use commas to separate function arguments.
Complex calculations
Nested IF statements:
= IF(@[Variance] > 1000, "Material",
IF(@[Variance] > 100, "Review", "Immaterial"))Multiple conditions:
= IF(AND(@[Approved] = "Yes", @[Amount] < 10000), "OK", "Exception")Text concatenation:
= CONCAT(@[Vendor Name], " - ", @[Invoice Number])Percentage calculation:
= ROUND((@[Actual] / @[Budget] - 1) * 100, 1)Build complex formulas incrementally—test simple versions first, then add complexity.
Name the column
Use descriptive names:
- "Variance" (not "Calc1")
- "Approval Status" (not "Check")
- "Percentage of Budget" (not "Pct")
Clear names help reviewers understand what each formula calculates without reading the expression.
Validate formulas
Check for errors
The editor highlights issues immediately:
- Missing parentheses
- Unknown function names
- Invalid syntax
Errors must be cleared before the formula will run. Resolve them right away.
Debug complex formulas
If unsure which part failed:
- Simplify the expression
- Test the simplified version
- Reintroduce complexity step by step
- Identify exactly where it breaks
Run and review
Test individually
- Click the play icon beside the formula
- Results appear in the grid
- Review values for accuracy
- Adjust formula if needed and rerun
Testing individual formulas is faster during development and debugging.
Run complete workflow
- Click Run all automations from the workflow toolbar
- Executes matching → AI prompts → formulas in sequence
- All values populate automatically
Use this after clients upload evidence to process everything in one operation.
Supported functions
Mathematical functions
| Function | Description | Example |
|---|---|---|
SUM(a, b, c) | Add values | =SUM(@[A], @[B], @[C]) |
AVERAGE(a, b) | Calculate mean | =AVERAGE(@[Q1], @[Q2]) |
MIN(a, b) | Find minimum | =MIN(@[Budget], @[Actual]) |
MAX(a, b) | Find maximum | =MAX(@[Score1], @[Score2]) |
ROUND(num, decimals) | Round number | =ROUND(@[Value], 2) |
ABS(num) | Absolute value | =ABS(@[Variance]) |
Logical functions
| Function | Description | Example |
|---|---|---|
IF(condition, true, false) | Conditional | =IF(@[Status]="OK", "Pass", "Fail") |
AND(a, b) | All true | =AND(@[A]=1, @[B]=2) |
OR(a, b) | Any true | =OR(@[Status]="Complete", @[Status]="Done") |
NOT(condition) | Negate | =NOT(@[Approved]="Yes") |
Text functions
| Function | Description | Example |
|---|---|---|
CONCAT(a, b) | Join text | =CONCAT(@[First], " ", @[Last]) |
UPPER(text) | Uppercase | =UPPER(@[Code]) |
LOWER(text) | Lowercase | =LOWER(@[Email]) |
TRIM(text) | Remove spaces | =TRIM(@[Name]) |
Other functions
| Function | Description | Example |
|---|---|---|
ISBLANK(value) | Check if empty | =IF(ISBLANK(@[Amount]), "Missing", "OK") |
LEN(text) | Text length | =LEN(@[Description]) |
TODAY() | Current date | =TODAY() |
Best practices
Use descriptive names
Name formulas and columns clearly so reviewers understand the logic.
Document complex logic
Add descriptions to formulas explaining what they calculate and why.
Keep formulas simple
Break complex calculations into multiple steps rather than one giant formula.
Test incrementally
Verify simple versions work before adding nested functions and conditions.
Reference dynamically
Use @ mentions instead of hard-coded values to make formulas reusable.
Round appropriately
Use ROUND for currency and percentages to avoid floating-point display issues.
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