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Create and send quotes in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online113Updated 3 weeks ago

Learn how to set up quotes in QuickBooks Online.

Create a quote when you want to give your customer a quote, bid, or proposal for work you plan to do. The form looks similar to an invoice, but has a different purpose - it helps you start discussing details with your customer.

When the work is done and you're ready to invoice your customer, you can convert the quote to an invoice so you don't have to enter it twice. Here's how to create a brand new quote, convert it, or attach it to an existing invoice.

Step 1: Create a quote

  1. Select + New.
  2. Select Quote.
  3. Select a customer from the Customer dropdown.
  4. If the work has already started, select a status from the Pending ▼ dropdown. This is optional.
  5. Set the Quote date and the Expiration date.
  6. Enter the products and services you plan to sell.
  7. Enter any other info you need.
  8. When you're ready, select Save and close.

Step 2: Update a quote's status

When your customer accepts the work, or decides they don't want to continue, update the quote's status. This keeps your accounts accurate and up to date:

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Find the quote.
  3. In the Action column, select the dropdown▼ and then Update status.
  4. Select Accepted or another status. Then select OK.

Tip: Quotes aren't considered transactions on your books until they're accepted.

Step 3: Convert a quote to an invoice

Convert the quote to an invoice so you can bill your customer:

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Find the quote.
  3. In the Action column, select Create invoice.
  4. If you have progress invoicing turned on, choose how much you want to invoice: (Skip this step if you don’t use progress invoicing)
    • To create an invoice on the entire quote amount, select Remaining total of all lines. Then select Create invoice.
    • Or, to create an invoice for only part of the quote, you can select the option to enter a percentage of each line or the option to enter a custom amount. Then select Create invoice.
  5. Make any changes to the invoice, then select Save and send, or Save and close.

Instead of converting quotes, you can also add them to existing invoices:

  1. Select + New.
  2. Select Invoice.
  3. Select the customer from the Customer dropdown. This opens the Add to invoice window.
  4. Select Add to add quotes to the invoice.
  5. Select Add all if you want to add more than one quote at a time.
  6. Select Total of all quote lines option if you want to create invoice on the entire quote amount.
  7. Select Copy to invoice.
  8. Complete and save the invoice.

Tip: If you have more than one open quote for a customer, you can add them all at once. However, your customer may prefer separate invoices for each one.

Review open quotes

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Select the Filter ▼ dropdown.
  3. In the Type dropdown, select Quotes.
  4. You can use additional filters as needed and select Apply.

You can also run a report to get more details:

  1. Go to Business overview and select Reports (Take me there).
  2. Look for and open the Quotes by Customer report.
  3. Select your date range and select Run report.

This gives you the customer name, quote number, status, and invoice no. if it's been converted.

Delete a quote

If your customer decides they don't want you to do the work, it's better to change the quote status to "Rejected" rather than delete it. (See Step 2: Update a quote's status.) This keeps a record of the quote on your accounts for good bookkeeping.

If you created a quote by mistake, you can simply delete it:

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Find and open the quote.
  3. Select More.
  4. Select Delete, then Yes to confirm your changes.

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