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Company preferences for job tracking, estimates, or progress invoicing

All versions of QuickBooks Desktop let you track jobs, record estimates, and do progress invoicing. You can turn on these features or change their preferences in the Jobs & Estimates preferences window.

Open the Jobs & Estimates preferences

  1. Select the Edit menu at the top, then choose Preferences.
  2. In the "Preferences" window, select Jobs & Estimates from the left.
  3. Select the Company Preferences tab.
  4. Now you can edit job status descriptions, or change preferences for estimates and progress invoicing.
Company-wide preferences affect all users. Only the Admin of the company file can change them.

Change any or all of five job status descriptions

The job status descriptions give you a way to record the progress of a job. If any of the descriptions are inappropriate for your business, you can change them. For example, you could change "Pending" to "Submitted," or "Awarded" to "Accepted."

How to use job status descriptions

When you are setting up a job (in the New Job window), editing information about a job (on the Job Info tab in the Edit Job window), you can choose one of the status.

Turn on estimates feature

  1. Make sure that Yes is selected in response to the question Do you create estimates?
  2. If you want to be warned when you try to record an estimate that has the same number as an existing estimate, select Warn about duplicate estimate number.
  3. If you want to mark estimates "Closed" after converting to invoice, select Close estimates after converting to invoice.
    Note: This option will not be available if progress invoicing is on.
  4. Select OK.
Tip: Turn on the estimates feature if you create bids, quotes, or proposals before you start a job. Get more help with creating estimates.

Turn on progress invoicing

  1. Make sure that Yes is selected in response to the question Do you do progress invoicing?
    Note: This option will not be available if the estimates feature is turned off.
  2. If you don't want line items that have zero amounts to print on your progress invoices, select Don't print items that have zero amount.
  3. Select OK.
Tip: The Progress Invoicing feature lets you split up an estimate into multiple invoices. This allows you to bill and accept payments incrementally, based on project milestones, stages, or percentage of work complete. To see your jobs' progress against their estimates, go to Reports > Jobs, Time & Mileage > Job Progress Invoices vs Estimates.

Learn how to create invoices off of estimates.