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Harnessing Default & Override Values in SmartSuite for Streamlined Invoicing

Harnessing Default & Override Values in SmartSuite for Streamlined Invoicing

10 minutes

May 10, 2023

Today, we're diving into the flexible world of SmartSuite, specifically focusing on a neat trick with default and override values. So grab a cup of coffee, and let’s level-up your invoicing game together.

Understanding the Basics: Default Rates and Hourly Headaches

Before we roll up our sleeves, let's talk defaults. Most of us have been there — setting up an invoice and manually entering that hourly rate time and again. Sure, SmartSuite lets us set default values, but what if I told you there's a smoother way to handle variable rates? A way that doesn't make you feel like you're stuck in Groundhog Day.

Imagine you've got a group of ace contractors, all with different hourly rates. Angela charges $50 an hour, but for a tricky project, she earns her gold star — and an increase to $75 per hour. Our goal? To handle these scenarios like a boss.

A Concrete Example: Invoice Smarts

Here's the rundown: we're inside SmartSuite, focusing on invoices with multiple contractors. We'll start with Angela, linked to our invoice with her usual rate of $50. You've probably been assigning this as a currency field directly on the invoice, but hold on — we've got a plot twist coming up that fundamentally changes this approach.

Charge It Right: Introducing Override Rates

What if Angela's tackling a beast of a project and deserves that sweeter $75 per hour? You could change it manually, but wait — what about tracking her default rate for future projects? No sweat, we've got this. Let me walk you through a smarter setup.

Step-by-Step: Default Values and Lookups

First, let's dash to our contacts and set up a default, standard hourly rate for each. Angela stays at $50, while Debbie might be at $75, and Diego at $65. This gives us customizable default rates without a sweat.

The Lookup Magic

Back on the invoices, we conjure up a lookup field called 'Standard Rate', pulling from the contact's default rate. Locked and loaded, we've just established our base rate. That means our previous 'hourly rate' field is now our shiny new 'Override Rate'. If Angela's negotiating for $75 on this gnarly project, that's what we key in.

Formula Fields: Where the Magic Happens

This is where our formula field, a tireless mathematical elf, steps in. Normally, it multiplies the hourly rate by the hours worked to calculate our total amount. But, hang on — what if there's no override rate? A blank field shouts zero, and nobody wants a big, fat goose egg where the cash should be.

If This, Then That: Fine-Tuning the Calculation

We need a default fallback in our formula. No override? No problem, we'll use the default rate. If Angela decides she's worth $75 this time around, our formula will respect her entrepreneurial spirit and use that instead. Here's the spell we're going to cast using an 'if' statement:

if (override rate present) {use override rate} else {use standard rate from linked contact}

Voilà! Our total now reflects either the override rate or defaults back to the standard rate without missing a beat. This sleek elegance keeps our invoices dynamic and adaptive, just like the superheroes managing them.

Implementing Beyond Invoicing

The beauty of this logic is its versatility. Need to update product pricing? Bam! Want to offer a special discount without losing track of the standard charge? Zing! The possibilities are dizzying, and I’m keen to hear how you’ll harness this in your SmartSuite world.

Wrapping Up & Reaching Out

That's a wrap on default and override values. But this is just a glimpse of the marvels awaiting within SmartSuite.

To experience SmartSuite's key benefits for yourself, start a free trial today and explore its intuitive work management platform.