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Convert a quote into an invoice in QuickBooks Online

by Intuit•2• Updated 1 month ago

Learn how to convert a quote into an invoice in QuickBooks Online.

After a customer accepts your quote, you can convert that quote directly into an invoice. When you convert it to an invoice, the quote and the invoice are linked, which keeps your books accurate. You also save time because you don’t have to enter the info twice. QuickBooks automatically fills in the invoice from the information on the quote.

Here’s how to convert a quote to an invoice.

Your quotes or invoices will look different depending on whether you have the old or new quote and invoice experience. Find out which experience you have.

Convert a quote into an invoice

The steps to convert a quote to an invoice are slightly different depending on whether you have the new or old experience of quotes and invoices.

Here’s how to manually convert the quote to an invoice so you can bill your customer:

  1. Go to Sales then select All sales (Take me there).
  2. Find the quote you want to convert. 
  3. If the status column displays Declined, you’ll need to update the status before you can convert it. (If the status is not Declined, skip to step 4.)
    • Select the ▼ dropdown in the Action column, and select Update Status.
    • In the Status field, select the ▼ dropdown and select Pending or Accepted. 
    • Select OK. Then find the correct quote on the Quotes list.
  4. From the Action column,
    1. Select Convert to invoice, if the status is Accepted.
    2. Select the ▼ dropdown, then select Convert to invoice, if the status is Pending.
  5. Make any updates to the invoice, if needed, then select Save.
  1. Go to Sales then select All sales (Take me there).
  2. Find and open the quote you want to convert.
  3. Check the status of the quote under the customer’s name. You can only convert a quote with an Accepted or Pending status. If that’s the status, skip this step.
    • If the status is Closed or Rejected, select the ▼ dropdown. 
    • Select either the Accepted or Pending status, then select Save.
  4. Select Create invoice.
  5. Make any updates to the invoice, if needed. 
  6. If you’re ready to send the invoice to your customer, select Save and send. Or select Save and close if you want to send the invoice later.

If you want to request partial payments on the invoice, learn how to send your customer a progress invoice instead.

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