Getting Started
QuantumFlex SmartForms lets you create professional forms in minutes. Here's how to build your first form:
From your dashboard, click "Create New Form". This opens the form builder with a blank canvas.
Click on "Untitled Form" at the top and type your form name (e.g., "Weekly Time Card" or "Equipment Inspection").
Drag fields from the left panel onto your form. We have 11 field types: Text, Email, Phone, Number, Date, Time, Text Area, Dropdown, Checkbox, Table, and Signature.
Click any field to select it. The right panel shows properties you can edit: label, placeholder text, required status, and width.
Click "Save to Cloud" to save your work. Your form is automatically assigned a shareable link.
Field Types
| Field | Use For | Example |
|---|---|---|
| Text | Names, IDs, short answers | Employee Name, Part Number |
| Email addresses (auto-validates) | Contact Email | |
| Phone | Phone numbers | Mobile Number |
| Number | Quantities, measurements | Quantity, Temperature |
| Date | Calendar dates | Inspection Date, Due Date |
| Time | Times (with picker) | Start Time, End Time |
| Text Area | Long text, notes, comments | Description, Notes |
| Dropdown | Select from predefined options | Department, Supervisor, Status |
| Checkbox | Yes/No, agreements, checklists | I Agree, Task Complete |
| Table | Repeating data, time logs, line items | Time Card, Invoice Lines |
| Signature | Sign-offs, approvals | Employee Signature |
Field Width Options
Each field can be set to different widths for side-by-side layouts:
- 100% - Full width (default)
- 75% - Three quarters
- 50% - Half width (place 2 fields side by side)
- 25% - Quarter width (place up to 4 fields in a row)
To place fields side by side: Set the first field to 50% width, then set the second field to 50% width and uncheck "Start New Row".
Tables & Auto-Calculations
Tables are the most powerful feature in SmartForms. They let you create repeating rows with automatic calculations - perfect for time cards, invoices, cost sheets, and inspection logs.
Table Column Types
| Column Type | Description |
|---|---|
| Text | Free text entry |
| Number | Numeric values only |
| Date | Date picker |
| Time | Time picker |
| Dropdown | Select from your defined options |
Calculation Column Types
SmartForms includes powerful auto-calculating columns for invoices, time cards, and cost sheets:
| Calculation | Symbol | Description | Example |
|---|---|---|---|
| Sum (Σ) | Σ | Add multiple columns together | Subtotal + Tax = Grand Total |
| Multiply (×) | × | Multiply two columns | Quantity × Price = Line Total |
| Subtract (−) | − | Subtract one column from another | Gross Pay − Deductions = Net Pay |
| Time Diff (Δt) | Δt | Calculate hours between times | Clock Out − Clock In = Hours |
| Percentage (%) | % | Calculate percentage of a column | 13% of Subtotal = Tax |
Calculation Settings
Each calculation column has additional options:
- Decimal Places (0-4) - Control precision. Use 0 for whole numbers, 2 for currency, 4 for scientific.
- Include in Total - When checked, the column sum appears in the footer row. Uncheck to hide from totals.
- Source Columns - Select exactly which columns to use in the calculation.
Time Difference Calculation
The Time Diff (Δt) calculation automatically computes hours worked between two time columns:
| Clock In | Clock Out | Hours (Δt) |
|---|---|---|
| 07:00 AM | 03:30 PM | 8.5 ← Auto-calculated! |
| 06:00 AM | 02:15 PM | 8.3 ← Auto-calculated! |
| 10:00 PM | 06:00 AM | 8.0 ← Overnight shift works! |
| Total: | 24.8 |
Drag "Table" from the field palette onto your form.
Click "+ Add Column", name it "Clock In", set type to Time.
Click "+ Add Column", name it "Clock Out", set type to Time.
Click "+ Add Column", name it "Hours", set type to Time Diff (Δt).
In the "Time Columns" dropdowns, select Clock In as Start and Clock Out as End.
Choose 1 or 2 decimal places for hours (e.g., 8.5 = 8 hours 30 minutes).
- Hours worked = End Time − Start Time
- Overnight shifts = Handled correctly (22:00 to 06:00 = 8 hours)
- Decimal hours = 8.5 means 8 hours 30 minutes
- Grand total = Sum of all rows shown at bottom
Invoice / Quote Calculation
Create professional invoices with automatic line totals and tax calculations:
| Item $ | Qty | Line Total (×) | GST 5% (%) | Grand Total (Σ) |
|---|---|---|---|---|
| 100.00 | 2 | 200.00 | 10.00 | 210.00 |
| 55.00 | 12 | 660.00 | 33.00 | 693.00 |
| 25.00 | 4 | 100.00 | 5.00 | 105.00 |
| Total: | 960.00 | 48.00 | 1008.00 |
Create two Number columns for unit price and quantity.
Set type to Multiply (×). Select Item $ and Qty as source columns.
Set type to Percentage (%). Select Line Total as source, enter 5 for 5% GST.
Set type to Sum (Σ). Check Line Total and Tax as columns to sum.
Payroll Calculation
Calculate net pay with deductions:
| Gross Pay | Deductions | Net Pay (−) |
|---|---|---|
| 1000.00 | 250.00 | 750.00 |
| 1500.00 | 300.00 | 1200.00 |
| 800.00 | 150.00 | 650.00 |
| Total: | 2600.00 |
Set up the Net Pay column as Subtract (−) with Gross Pay as the first column and Deductions as the second.
Common Table Examples
Weekly Time Card
Columns: Day (dropdown) | Clock In (time) | Clock Out (time) | Hours (time-diff) | Supervisor (dropdown)
Initial Rows: 7
Invoice / Quote
Columns: Description (text) | Qty (number) | Unit Price (number) | Line Total (multiply) | Tax (percentage) | Grand Total (sum)
Initial Rows: 5
Payroll Summary
Columns: Employee (text) | Gross Pay (number) | Deductions (number) | Net Pay (subtract)
Initial Rows: 10
Equipment Inspection
Columns: Item (text) | Pass/Fail (dropdown) | Notes (text)
Initial Rows: 10
- Order matters - Put source columns BEFORE calculation columns (left to right).
- Select sources - Always select the source columns in the dropdown/checkboxes.
- Tax on subtotal - For invoices, calculate tax on the subtotal (Line Total), not the Grand Total.
- Decimals - Use 2 decimals for currency, 1 for hours, 0 for quantities.
Branding & Customization
Make your forms look professional with your company branding.
What You Can Customize
| Feature | Free Plan | Pro Plan |
|---|---|---|
| Primary Color | ✅ Yes | ✅ Yes |
| Secondary Color | ✅ Yes | ✅ Yes |
| Company Logo | ❌ Pro Only | ✅ Yes |
| Company Name | ❌ Pro Only | ✅ Yes |
| Custom Footer | ❌ Pro Only | ✅ Yes |
| Remove "Powered by" badge | ❌ Pro Only | ✅ Yes |
- Use PNG with transparent background for best results
- Recommended size: 200-300px wide
- Maximum file size: 500KB
- Logo is embedded in the form (works offline)
Export & Share
Share Link
Every form gets a unique share link. Anyone with the link can fill out your form - no login required.
Example: https://smartforms.quantumflexai.com/f/abc123xyz
Export to HTML
Download your form as a standalone HTML file that:
- Works completely offline
- Can be emailed as an attachment
- Can be saved on tablets for shop floor use
- Includes all calculations and styling
- Can be printed or saved as PDF
Export your form as HTML, copy it to your shop floor tablets, and bookmark it. Workers can fill out forms even without internet access!
Print to PDF
- Open your form (share link or exported HTML)
- Press Ctrl + P (or Cmd + P on Mac)
- Select "Save as PDF" as the destination
- Click Save
Frequently Asked Questions
How do I delete a form?
Go to your Dashboard, find the form, and click the "Delete" button. This will also delete all submissions for that form.
Can I edit a form after people have submitted?
Yes! Editing a form doesn't affect existing submissions. New submissions will use the updated form.
What's the difference between Free and Pro?
Free: 3 forms, 50 submissions/month, basic branding (colors only)
Pro ($10/month): Unlimited forms, unlimited submissions, full branding, remove "Powered by" badge
How do overnight shift calculations work?
If your End Time is earlier than Start Time (like 22:00 to 06:00), we automatically detect this as an overnight shift and calculate correctly (8 hours in this example).
What calculation types are available?
Five types: Sum (Σ) adds columns, Multiply (×) multiplies two columns, Subtract (−) subtracts columns, Time Diff (Δt) calculates hours between times, and Percentage (%) calculates a percentage of a column.
How do I control decimal places?
Each calculation column has a "Decimals" dropdown (0-4). Use 2 for currency, 1 for hours, 0 for whole numbers like quantities.
Can I hide a column from the footer total?
Yes! Uncheck "Include in Total" for any calculation column to hide it from the footer row.
Can I export my data?
Yes! Go to any form's Submissions page and click "Export CSV" to download all submissions as a spreadsheet.
How do I cancel my Pro subscription?
Go to Account Settings and click "Manage Subscription". You'll keep Pro access until the end of your billing period.
Need More Help?
Can't find what you're looking for?
- Email: support@quantumflexai.com
- Response time: Within 24-48 hours (Pro users get priority)