Formulas

Calculated fields let you take what SignBreezy already knows about a reservation, property, or guest and turn it into the value or wording your agreement needs. You can calculate a security deposit, split out taxes, add a fee for a long stay, work out a balance due, set a date from check-in, or add a sentence only when a condition applies.

Once you create a calculated field, it becomes a token like any other. Put it in your PDF or Google Docs template, and SignBreezy works out the right value for each reservation.

How it works

A formula starts with data SignBreezy already has. You can use tokens from:

• Reservation, such as total, room_subtotal, check_in, num_nights, cleaning_fee, or tax_total
• Property, such as property_state
• Guest answers, such as num_adults, num_kids, and the answers to questions you add
• Other calculated fields, so you can build bigger calculations from smaller ones

The formula tells SignBreezy what to do with that information.

Your first formula

Suppose you require a security deposit equal to 20% of the reservation total. Create a calculated field named Security deposit with this formula:

total * 0.2

On a $2,000 reservation, the field returns $400. Place its token anywhere the deposit belongs in your agreement. Every reservation gets its own result automatically.

A formula doesn't have to be math

A formula can return a number, an amount of money, a date, text, or a blank. That means a calculated field can also control what your agreement says.

Charge a $500 fee only for stays of 28 nights or longer:

IF(num_nights >= 28, 500, 0)

A 7-night reservation returns 0. A 30-night reservation returns 500.

Or return language instead of a dollar amount:

IF(num_nights >= 28, "Long-term stay terms apply.", "")

Qualifying reservations get the sentence. Everything else gets a blank. Your template adapts to each reservation, so you don't have to maintain a separate version for each kind of stay.

Examples

ExampleFormulaWhat it means

Percentage fee

subtotal * 0.10

Takes 10% of the subtotal. On a $3,000 subtotal, the fee is $300. Write 10% as 0.10, or type 10% directly.

Deposit with a minimum and maximum

MIN(MAX(room_subtotal * 0.2, 250), 500)

Takes 20% of the room subtotal. If that is under $250, the deposit is $250. If it is over $500, the deposit is $500.

Average nightly rate

ROUND(room_subtotal / num_nights, 2)

Divides the room subtotal by the number of nights, rounded to the cent.

Long-stay fee with two conditions

IF(AND(num_nights >= 28, num_adults > 2), 500, 0)

If the stay is 28 nights or longer and there are more than two adults, the fee is $500. Otherwise it is $0.00.

Late checkout fee

IF(late_checkout = "yes", 100, 0)

If the guest answered yes to late checkout, the fee is $100. Otherwise it is $0.00.

Pet fee

IF(bringing_pet = "Yes", 75, 0)

If the guest is bringing a pet, the fee is $75. Otherwise it is $0.00.

Occupancy terms

IF(OR(num_adults > 4, num_kids > 2), "Additional occupancy terms apply.", "")

If there are more than four adults or more than two children, the sentence appears. Otherwise the field is blank.

Standard occupancy

IF(NOT(num_adults > 4), "Standard occupancy applies.", "")

If there are four adults or fewer, the sentence appears. If there are more than four, the field is blank.

Monthly or short-term terms

IF(num_nights >= 28, "Monthly rental terms apply.", "Short-term rental terms apply.")

For 28 nights or longer, the sentence says Monthly rental terms apply. For 27 nights or fewer, it says Short-term rental terms apply.

Pool safety clause

IF(num_kids > 0, "Please review the property's pool safety requirements.", "")

If at least one child is staying, the sentence appears. Otherwise the field is blank.

Stay description

"Your stay is " & num_nights & " nights."

Prints a sentence with the number of nights, such as Your stay is 4 nights.

Welcome line

"Welcome, " & guest_full_name & "!"

Prints Welcome, followed by the guest's name and an exclamation mark.

Arrival summary

"Your " & num_nights & "-night stay begins " & check_in

Prints a sentence with the length of stay and the check-in date, such as Your 4-night stay begins Jan 14, 2027.

Total of several amounts

room_subtotal + cleaning_fee + pet_fee

Adds the room subtotal, cleaning fee, and pet fee together.

Payment due date

check_in - 7

The date seven days before check-in.

Day after checkout

check_out + 1

The date one day after checkout.

Build formulas from formulas

You don't need one enormous formula. Create small calculated fields with clear names, then combine them. Each one becomes its own token that other formulas can use.

ExampleFormulaWhat it means

Taxable amount

room_subtotal + cleaning_fee

The amount taxes are charged on: the room subtotal plus the cleaning fee.

Occupancy tax

taxable_amount * 0.115

11.5% of the taxable amount.

Tourism assessment

taxable_amount * 0.01

1% of the taxable amount.

Total taxes

occupancy_tax + tourism_assessment

Both taxes added together.

Total due

taxable_amount + total_taxes

The taxable amount plus both taxes.

Pet deposit

IF(pets > 0, (pets * 25), 0)

$25 per pet. If there are no pets, it is $0.00.

This keeps each formula easy to read, and you can place any intermediate value in your agreement if you need it.

A longer example

Suppose your agreement needs a deposit, a fee for long stays, and the total due. Create these three fields:

ExampleFormulaWhat it means

Security deposit

total * 0.2

20% of the reservation total.

Long-stay fee

IF(num_nights >= 28, 500, 0)

If the stay is 28 nights or longer, the fee is $500. If it is 27 nights or fewer, the fee is $0.00.

Amount due

security_deposit + long_stay_fee

The security deposit plus any long-stay fee.

For a $3,000, 10-night reservation, the deposit is $600, the long-stay fee is $0, and the amount due is $600. For a $3,000, 30-night reservation, the deposit is $600, the long-stay fee is $500, and the amount due is $1,100.

Your template doesn't need to know how any of that was calculated. Place the tokens, and SignBreezy does the work for each reservation.

Dates

Dates can be calculated. A number added to a date is a number of days, and one date subtracted from another gives the number of days between them.

If check-in is January 14, 2027, check_in + 1 returns January 15, 2027. Because the calculation starts from each reservation's real dates, the result changes automatically for every stay.

Text

Use & to join text, numbers, dates, and tokens. Put literal text in double quotes, because text always belongs in quotes.

This is useful when the sentence stays the same but a piece of it changes from one reservation to the next. The stay description example above is one case: the sentence is fixed, and only the number of nights changes.

Comparisons

Operator	Meaning
=	Equal to
<>	Not equal to
<	Less than
>	Greater than
<=	Less than or equal to
>=	Greater than or equal to

Comparisons are most useful inside IF(), AND(), and OR().

Reference

Operators

Write	Meaning
+ - * /	Add, subtract, multiply, divide
20%	0.2
( )	Brackets, to control the order of calculation
&	Join text
"text"	Text in double quotes

Comparisons bind loosest, then &, then add and subtract, then multiply and divide.

Functions

Function	Result
IF(test, if yes, if no)	One value or the other
AND(a, b, ...)	Yes only when every part is
OR(a, b, ...)	Yes when any part is
NOT(a)	The opposite
ROUND(number, places)	To the nearest. Places is optional
MIN(a, b, ...)	The smallest. Blanks are skipped
MAX(a, b, ...)	The largest. Blanks are skipped
ABS(number)	Without its sign

Tips

• Use tokens, not typed numbers, for things SignBreezy knows. If a fee depends on the length of stay, use num_nights rather than a number you typed in.
• Break big calculations into smaller fields. A Taxable amount field used by three tax formulas is easier to maintain than repeating the taxable calculation three times.
• Name fields clearly. Names like Occupancy tax, Security deposit, and Long-stay terms are easy to find when you build a template.
• Remember that percentages are decimals in a formula. 20% is 0.2 and 11.5% is 0.115.
• Use an empty value when nothing should appear. A conditional text formula can return "" when its condition doesn't apply.

Using formulas in a template

Add a calculated field from the Formulas tab, using Add calculated field. Fill in:

• What is it called? The name. The token follows the name until you edit the token yourself.
• Work it out from. The formula. Click a token to drop it in at the cursor.
• Try it with your own values. Change any input and watch the result. Nothing here is saved.
• Print a number as. A plain number, or money.

A formula can use another formula's token, and the order in the list doesn't matter.

When you edit a template, SignBreezy shows sample data so you can see how each value will fit. When an agreement is generated for a real reservation, the formula uses that reservation's actual property, dates, and guest information.

When a formula can't be worked out

Each formula's row shows its example value, or the reason it can't be worked out yet. A formula that depends on a guest's answer shows Blank until the guest answers until then, which is expected.

Only two problems block you from saving a template: a formula that can't be read, and a formula that refers back to itself. Anything else, such as a name nothing fills or a divide by zero on the sample, is a warning, so you can save half-finished work.

On a real contract, a formula that can't be worked out is left blank rather than printed as zero. A blank is a visible mistake you can fix. A confident $0.00 is not.