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Set up and use quotes

Learn how to set up and use quotes in QuickBooks Online.

Do you want to add a quote to an invoice? We explain how they work, and how to apply one to an invoice.

Create a quote when you want to give your customer a quote, bid, or proposal for work you plan to do. The quote 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 quote to an invoice, eliminating the need to re-enter the information.

  1. Select New ⨁.
  2. Under Customers, select a Quote.
  3. Select a Customer. Choose a status on the drop-down under the customer's name (optional).
  4. Verify the Quote Date, then enter the Expiration Date (optional).
  5. Enter the Product/Service, Description, Qty, Rate, AmountGSTMessage (optional), and Discount (optional).
  6. Select Save and close.

Although the quote 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 a quote won't appear in the customer centre or be posted to a sales account until you add the quote to an invoice and save it.

To add the quote to a new invoice, first locate the quote you already created. Then add it to the invoice. Note: Only quotes in Pending or Accepted status can be created into an invoice.

  1. Select Sales, then select Customers.
  2. In the Money Bar (multiple coloured bar), select Quote.
  3. Find a quote you want to invoice.
  4. In the Action column, select Start Invoice.
  5. Select Add for all the quotes listed you want to invoice.
  6. Review the information pulled from the quote and edit if necessary.
  7. Save your invoice.

There are two reasons you might not be able to add the 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 quotes.

  1. Go to Reports.
  2. In the search box, enter Quotes by Customer.
  3. Edit the date range and grouping and select Run Report.
  4. When you locate the quote in question, see if the customer's name is the same as the one you were choosing when trying to create an invoice.
  5. If the quote in question does not show under the correct customer name, select it and change the customer name.
  6. Select Save and close.

If the name on the quote is correct when attempting to create the invoice continue to the other reasons below.

Reason 2: On the quote, the Status section may not have the appropriate Status selected

  1. Locate the quote you previously created.
  2. On the upper left of the quote, make sure that the Quote Status field is set according to your copy setting (Accepted or Pending).
  3. If you change the status, select Save]/conditional].

Quotes 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:

  1. Go to Sales, then select All Sales.
  2. Find and select the desired quote.
  3. Change the Quote Status from Closed to Accepted. Under Action, select the drop down▼menu and choose Update status.
    • On the Quote screen, go to the Status section.
    • Select Accepted from the Status drop-down arrow.
    • When you see, The Transaction you are editing is linked to others. Are you sure you want to modify it?, select Yes. This will disconnect the link to the invoice this quote was included on. The invoice will remain intact but the link from the quote will be gone.
    • Select Save and close.
  4. Add the quote to a new invoice.

To see the status of your quote and if it has been applied to an invoice, use the Quotes by Customer report.

  1. Go to Reports.
  2. In the search box, enter Quotes by Customer.
  3. Select your date range and select Run Report. (Note: To further customise the report, select Customise.)

This report will provide you the name of the customer, number of the quote, status, and an Invoice No. if it's been applied.

  1. Go to Sales, then select Customers.
  2. Select Quotes from the Money Bar.
  3. In the Open Quotes column, select the quote(s) to navigate to them.
  4. Select the Quote to pull it up on the screen.
  5. Select More then Delete.
  6. When you see Are you sure you want to delete this quote?, select Yes.

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