Understanding Roll-ups in quote•hapily

Roll-ups in quote•hapily help you automatically calculate and summarize specific properties of your Quote Line Items, such as totals or counts. Once configured, Roll-ups can be used across various areas of the app, including Quote Rules, Calculated Price Formulas, and Quote Templates.

This article will guide you through setting up a Roll-up, provide a real-world example, and share tips to make the most out of this feature.

What Are Roll-ups?

Roll-ups are calculations that combine data from multiple Quote Line Items into a single value. This value is saved to the quote and can then be referenced for further calculations, rules, or display purposes. You can use Roll-ups to perform operations like:

Counting the number of line items that match specific criteria
Summing up quantities or prices
Finding the maximum or minimum value of a property
Calculating the average of a property

Example Use Case

Let’s say you’re creating quotes for a SaaS company. You might want to:

Count the number of services included in the quote.
Calculate the total number of seats sold across all SaaS products.

By setting up Roll-ups, you can automate these calculations, reducing manual errors and saving time.

How to Set Up a Roll-up

Follow these steps to create a new Roll-up:

Step 1: Navigate to Roll-ups

In the left-hand menu of the quote•hapily admin panel, click on Pricing > Roll-ups.
Click Create New Roll-up.

Step 2: Configure Roll-up Details

Roll-up Label: Enter a name for your Roll-up, such as "Number of Services Line Items."
Roll-up Description: Add a brief description of what the Roll-up calculates (e.g., "The number of Services line items on the quote").
Corresponding Property Name in HubSpot: This is automatically generated but can be customized to match your HubSpot property naming conventions.

Step 3: Set Property and Roll-up Type

Line Item Property: Choose the property of the Quote Line Item you want to aggregate, such as "Record ID" or "Quantity."
Roll-up Operation: Select the type of calculation you want:
- Count: Counts the number of matching items.
- Sum: Adds up the values.
- Min/Max: Finds the smallest or largest value.
- Average: Calculates the mean.

Step 4: Add Conditions (Optional)

You can add conditions to filter which line items are included in the Roll-up.

Click Add Condition.
Set the condition parameters, such as filtering by "Product Type" to include only items marked as "Service" or "SaaS."

Step 5: Save the Roll-up

Once everything is configured, click Save Changes.

Examples of Roll-ups in Action

Example 1: Counting Services Line Items

Roll-up Label: Number of Services Line Items
Line Item Property: Record ID
Roll-up Operation: Count
Condition: Product Type is any of "Service"

This Roll-up will count how many service line items are included in a quote.

Example 2: Summing SaaS Seats Sold

Roll-up Label: Total Seats Sold
Line Item Property: Quantity
Roll-up Operation: Sum
Condition: Product Type is any of "SaaS"

This Roll-up calculates the total number of seats sold for SaaS products by summing up the quantities of relevant line items.

Tips and Best Practices

Use Descriptive Labels: Clearly name your Roll-ups so their purpose is obvious to your team.
Apply Filters Thoughtfully: Adding conditions ensures your Roll-up only includes relevant line items.
Test Your Roll-ups: Before using a Roll-up in a live quote, create a test quote to confirm it works as expected.
Keep HubSpot in Sync: Ensure the corresponding property name in HubSpot matches your reporting and automation needs.