Learn how to set up and use estimates and quotes in QuickBooks Online.
Do you want to add an estimate to an invoice? We explain how estimates (and quotes) work, and how to apply one to an invoice.
Create an estimate when you want to give your customer a quote, bid, or proposal for work you plan to do. The estimate form looks similar to an invoice, but has a different purpose of helping you begin negotiations with your customer.
After you've done the work or performed the service and you're ready to bill your customer, you can add data from the estimate to an invoice, eliminating the need to re-enter the information.
Although the estimate looks very much like an invoice and you can print it or email it, it's still not a true transaction yet. The charges on an estimate won't appear in the customer centre or be posted to a sales account until you add the estimate to an invoice and save it.
To add the estimate to a new invoice, first locate the estimate you already created. Then add it to the invoice. Note: Only estimates in Pending or Accepted status can be created into an invoice.
There are two reasons you might not be able to add the estimate/quote to an invoice:
Reason 1: You've selected a different customer than the one you selected when you originally created the invoice
Find a list of estimates.
If the name on the estimate is correct when attempting to create the invoice continue to the other reasons below.
Reason 2: On the estimate/quote, the Status section may not have the appropriate Status selected
Estimates in QuickBooks Online weren't designed to be added to more than one invoice; however, we do have a solution that may be helpful. Here's what to do:
To see the status of your estimates and if it has been applied to an invoice, use the Estimates by Customer report.
This report will provide you the name of the customer, number of the estimate, status, and an Invoice No. if it's been applied.