How to Create a Quote in QuickBooks

Do you create quotes, bids, estimates, or proposals for prospective customers before you start a job? You can create your quotes in QuickBooks, email them to customers, and then convert them into invoices after you complete the work. Here’s how you do it.

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Navigate to Quotes

From the home screen, click on the + Menu and beneath the column heading “Customers” select Quote.

Enter Quote Details

Enter the prospective customer’s name into the Choose a customer box. Either choose a customer name from the list of drop-down menu options available, or if this isn’t a customer you’ve entered into QuickBooks yet, click + Add new at the top of the drop-down menu.

Once you’ve entered your prospective customer’s name, click + Details.

In the Details window, enter your prospective customer’s contact info. Be sure to add their email address so you can send them the quote. When you’ve finished, click Save in the bottom right corner.

Now enter the name of the products and services you plan to provide for this prospect. If this is a new product or service that you haven’t entered into QuickBooks, click + Add new at the top of the drop-down menu options available.

Enter information about the product or service you plan to provide for this prospect and designate an income account for this product. Select an account name in the text box marked Income Account – remember, this account isn’t a bank account, it’s a bookkeeping account that goes up every time you sell this product. Click Save and Close when you’re finished.

Enter the Quantity, Rate and Amount for the product or service you plan to provide.

When you’ve got everything you need in your quote click Save and Send to email the quote to your prospective customer.

Custom Form Style Quotes

If you refer to quotes as bids, estimates, or proposals, you can change the word on the form your customers see. To do this from the Home Screen, go to the gear menu and beneath the Settings column choose Custom Form Styles.

On the Custom Form Styles main page, click New Style in the upper right.

Select Quote as the style you want to customise.

Then choose from the styles available.

Go to the Header section, and replace “Quote” with whatever you want customers to see on your custom form style, for example the word “Bid.” Click Save when you’re finished.

Give your custom form style a name and Save.

Now, when you create a quote you can choose Bid as a custom form style.

Update Quote Status

When a customer says “Yes” to one of your quotes you’ll need to update the quote status. To do this, first you need to find the quote. From the Home Screen, click on Transactions in the left bar and select Sales from the sub-menu options.

On the sales screen, click on Quotes in the QuickBooks moneybar.

Select the quote you wish to accept from the list below and click on Pending in the Status column to open the quote for customisation.

Click on the Pending button in the top right and change the quote status to Accepted.

In the Accepted by box, enter the name of the person who accepted the quote. Next, enter the date your customer accepted the quote in the Accepted date box.

Once you’ve finished click Save and Close in the bottom right.

Convert a Quote into an Invoice

When you finish your work for this customer, you can convert the quote into an invoice from your list of quotes simply by clicking Start invoice on the quotes page.

Or if you started an invoice directly, QuickBooks will find any quotes you have open for this customer and let you add them to the invoice. To convert a quote into an invoice this way, from the Home Screen, click on the + Menu and under “Customers” and choose Invoice.

On the invoice screen, choose the name of the customer you started the invoice for.

In the far right column, click Add to add the quote balance to the invoice.