Create Calculation Properties

In HubSpot, calculation properties allow you to calculate the minimum, maximum, count, sum, or average value of properties on associated records or create custom equations based on other properties.

It is possible, for example, to create:

• A contact property that calculates the average Amount of a contact's associated deals. 
• An equation used to calculate the cost of acquiring a new customer for a company.

Please note: depending on your HubSpot subscription, there is a limit to the number of calculation properties you can create.

Create calculation properties

You can set up calculation properties based on different criteria, such as the property values of associated records, the time between two properties' values, or your own formula. In order to create a calculation property, follow these steps:  

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Properties.
• Click the Select an object dropdown menu, then select [Object] properties to create a property for that object.
• Enter the basic information for your property, then click Next.
• Select Calculation for the Field type. Once your Calculation property is created, the field type cannot be edited.
• Click Build calculation.
• Click the Calculated property type dropdown menu and select the type of formula you want to create:
  • Min, Max, Count, Sum, Average: calculate values based on properties of associated records. Learn more about creating these types of calculation properties.
  • Time between: calculate values based on the time between two date picker properties within the same object. Learn more about creating this type of calculation property.
  • Round down only, Round up only, Round to nearest: calculate values based on the rounding of score, calculation, or number properties of the same object. Learn more about creating this type of calculation property.
  • Custom equation: calculate values based on a custom equation. 

Calculate values based on properties of associated records

An object can have properties calculated based on certain property values of its associated records. You can calculate based on all associated records of that object or for specific association labels, including same object associations.

As an example, you could create a deal property that counts the total number of sales activities logged for a deal's associated contacts.

• Click the Calculated property type dropdown menu and select one of the following types:
  • Min: displays the minimum value for the selected number property on associated records of the selected object.
  • Max: displays the maximum value for the selected number property on all associated records of the selected object.
  • Count: counts the total number of associated records of the selected object that have a value for the number property selected.
  • Sum: sums up the values for the selected number property on all associated records of the selected object.
  • Average: calculates the average of the values for the selected number property on all associated records of the selected object.
• To choose how to format the property's values, click the Number format dropdown menu, then select from the following formats: Formatted Number, Unformatted number, Currency, Percentage, or Duration.
• If you select Currency as the format for a deal property, the property will use your account's Company currency by default. To use each deal record's currency, select the Use record currency instead of company currency checkbox.

Please note: An exchange rate will not be applied automatically when using a record currency.

• Select the associated object and associated record property to calculate the property based on. 
• To calculate based only on records with a specific label, click Select association labels, then select the labels you want to include.
• To add an additional condition, click Create condition. When an additional condition is set up, that condition must be met in order for the property to be calculated (e.g., calculate the property when Recent deal amount > 1000).
  • In the first dropdown menu, select a property.
  • In the second dropdown menu, select an operator that will compare the first property's value to a number or to another property's value.
  • In the third dropdown menu, select a property or enter a number that will be compared to the first property.

• Click Create. Once created, the property's displayed field type will be Rollup.

Calculate values based on time between two properties

It is possible to create properties that calculate the time between two selected date picker properties within the same object. The time between when a ticket's owner was assigned and when it was closed, for example, can be calculated.

• Click the Calculated property type dropdown menu and select Time between.
• Click the dropdown menus to select your Start date and End date properties.

• To add an additional condition, click Create condition. When an additional condition is set up, that condition must be met in order for the property to be calculated (e.g., calculate the property when Recent deal amount > 1000).
  • In the first dropdown menu, select a property.
  • In the second dropdown menu, select an operator that will compare the first property's value to a number or to another property's value.
  • In the third dropdown menu, select a property or enter a number that will be compared to the first property.
• Click Create. Once created, the property's displayed field type will be Rollup.

When displaying values for time between calculation properties, the following behavior is expected:

• The time will be displayed differently in different HubSpot tools.
• For date properties without a timestamp, the default time used in the calculation will be 12:00 am UTC for the selected day.
• In an object record (e.g., a contact record), the displayed value will be in hours, days, months, or years, and will be rounded up to the next unit based on specific thresholds. For example, if the time calculated is one month and twenty days, then the value displayed will be One month, but if the time calculated is one month and twenty-seven days, then the value displayed will be Two months. The thresholds are:
  • 45 seconds or more rounds up to one minute
  • 45 minutes or more rounds up to one hour
  • 22 hours or more rounds up to one day
  • 26 days or more rounds up to one month
  • 11 months or more rounds up to one year
• In custom reports that use a property with this field type, the displayed value will be in days. For example, if the time calculated is one year and twenty days, then the value displayed will be 385 days.

Please note: within HubSpot, the raw values of Time between and Average property types are stored in milliseconds. If an equation with these values yields a higher value than expected, use a millisecond converter to convert to your desired unit of time.

Calculate values based on rounding of property values

Calculation properties specify how to round number values of other properties. Calculation properties can round commission properties to the nearest two decimal places, for example.

• Click the Calculated property type dropdown menu and select a rounding option:
  • Round down only: always round values down to the specified number of decimal places. 
  • Round up only: always round values up to the specified number of decimal places.
  • Round to nearest: round values to the nearest specified number of decimal places based on proximity.
• To choose how to format the property's values, click the Number format dropdown menu, then select from the following formats: Formatted Number, Unformatted number, Currency, Percentage, or Duration.

• If you select Currency as the format for a deal property, the property will use your account's Company currency by default. To use each deal record's currency, select the Use record currency instead of company currency checkbox.

Please note: using a record currency only affects how the value is displayed, and will not automatically apply an exchange rate.

• Click the Choose the record property dropdown menu, then select the property with the values you want to round. You can select any score, calculation, or number property within that object.
• In the Decimal places to round to text box, enter the number of decimal spaces you want the values rounded to.

Please note: for currency properties, this feature will round the value to the precision chosen, but will still display values as a currency with the correct amount of digits.

• To add an additional condition, click Create condition. When an additional condition is set up, that condition must be met in order for the property to be calculated (e.g., calculate the property when Recent deal amount > 1000).

• In the first dropdown menu, select a property.
• In the second dropdown menu, select an operator that will compare the first property's value to a number or to another property's value.
• In the third dropdown menu, select a property or enter a number that will be compared to the first property.

• Click Create. Once created, the property's displayed field type will be Calculation.

Calculate values based on a custom equation

Alternatively, you can create properties that calculate values based on your own criteria. In order to create a custom equation, you must be creating the new property within the same object as the one for which you are creating the new property. You can calculate the amount from a company's most recent deal (Most recent deal amount) in relation to how many times your business contacted the company.

You can build your custom equation with arithmetic operators, comparison operators, logic operators, conditional statements, and other functions. These equations can return number, boolean, string, or date values. Learn more about the available operators and functions, and how to format your formulas. 

To build a custom equation calculation property:

• Click the Calculated property type dropdown menu, then select Custom equation.
• Click the Output type dropdown, then select the type of output your calculation will return. You can select one of the following: Number, Boolean, String, or Date.

Please note: You will not be able to create the property if the output type does not match the output type shown in the top right corner of the editor. Number or date output types determine how values are displayed for properties returning dates (e.g. number displays date in milliseconds, date displays formatted date).

• If you've selected the Number output type:
  • Click the Number format dropdown menu, then select how to format the property's values. You can select one of the following: Formatted Number, Unformatted number, Currency, Percentage, or Duration.
  • If you select Currency as the number format for a deal property, the property will use your account's Company currency by default. To use each deal record's currency, select the Use record currency instead of company currency checkbox.

Please note: using a record currency only affects how the value is displayed, and will not automatically apply an exchange rate. To add an exchange rate, you can include the exchange_rate or dated_exchange_rate functions in your equation.

• In the editor, insert, type, or paste functions and properties to build your custom equation. Learn more about custom calculation equation syntax. To insert formula elements:
  
  
  • Click the Insert dropdown menu.
  • To insert functions into your equation, select Functions, then select a function.
  • To insert properties into your equation, select Properties, then select a property. You can only create custom equations using properties of the same object for which you're creating the property.

• If your equation has errors, click [x] issues above the editor to view the reasons for the errors. You'll be unable to create the property if your equation has unresolved errors. Learn more about how to format your equations.
• To preview the output of your formula, click Test formula.

Please note: The calculation won't run if any of the number properties in a custom equation have no value, or a null value. Even if the equation includes a constant number, the value will be empty. In this situation, can use the if and is_known functions to set the value to 0 instead.

• Click Create. Once created, the property's displayed field type will be Calculation.

Custom equation syntax

With the formula editor, you can create your own equations using literal data, data from other properties, operators, and functions. Below, learn about the syntax for writing custom calculation equations and review examples of commonly used formulas.

Literal syntax

By using literal data, you can add text strings, numbers, and true or false values to your equations. Strings, numbers, booleans, and date constants can be formatted in the following ways:  

• String literal: text surrounded by quotation marks. These can be represented with either single quotes ('constant') or double quotes ("constant").
• Number literal: numbers without quotation marks. Constant numbers can be any real numbers, and can include point notation. For example, both 1005 and 1.5589 are valid constant numbers.
• Boolean literal: constant booleans can be true or false.
• Date literal: a date in milliseconds. For example, 1698508800000.

Property syntax

You can include other properties of the same object in your custom equation. If a property is inserted into the editor, it is automatically formatted and validated as part of an equation.

If you choose to manually type or paste a property into the editor, it should be formatted as [properties.{propertyInternalName}]. For example, to add the property Test score, which has an internal value of Test_score, you'd type it into the editor as [properties.Test_score].

When using enumeration properties in an equation (e.g., dropdown select, radio select), values are considered strings, so must be wrapped in double quotes. For example, "subscriber".

Operators

Constants and property values can be updated, evaluated, or compared using operators in your equation. Multiple operators follow the PEMDAS order of operations when using multiple operators. You can use the following operators in your custom equations, depending on the type of data you're using.  

Functions

Functions enable you to calculate values and complete actions with your data within custom formulas. You can include the following functions in your custom equations based on the type of data you are using.

Examples

The following are example formulas based on common use cases.

• You can set up if else statements, including statements with multiple conditions and within functions:
  • if([properties.number] < 4, "less than four", "more than four")
  • if([properties.number] < 4, if([properties.other_number] < 2, "both true", "one true"), "not true")
  • concatenate(if([properties.number] < 4, "less", "more"), " than four")
• When using number properties in a custom formula, you can include the if and is_known functions to set the value to 0 when the number property is empty. For example, if(is_known([properties.number]), [properties.number], 0).
• When using a record currency in a formula, to add an exchange rate, you can include the exchange_rate or dated_exchange_rate functions in your equation. For example, [properties.amount] * exchange_rate('CAD').