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Convert an estimate into an invoice in QuickBooks

by Intuit•11• Updated 2 months ago

Learn how to convert an estimate into an invoice in QuickBooks.

Note: This article is for customers using QuickBooks Online (Advanced, Essentials, Plus, and Simple Start) and Sole Trader.

After a customer accepts your estimate, you can convert that estimate directly into an invoice. When you convert it to an invoice, the estimate 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 estimate.

Here’s how to convert an estimate to an invoice.

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

Follow the steps below based on the product you are using.

Convert an estimate into an invoice

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

If you use online payment and you requested a deposit on your estimate, the estimate will automatically convert to an invoice when your customer pays the deposit.

Or here’s how to manually convert the estimate to an invoice so you can bill your customer:

  1. Go to Sales and select All sales (Take me there).
  2. Find the estimate 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.)
    1. Select the ▼ dropdown in the Action column, and select Update Status.
    2. In the Status field, select the ▼ dropdown and select Pending or Accepted. 
    3. Select OK. Then find the correct estimate on the Estimates list.
  4. From the Action column,
    1. Select the ▼ dropdown, then select Update Status and select Accepted, if the status is Pending.
    2. Select Convert to invoice, if the status is Accepted.
  5. Make any updates to the invoice, if needed, then select Save.
  1. Go to Sales and select All sales (Take me there).
  2. Find and open the estimate you want to convert.
  3. Under the Action column, select Edit.
  4. Check the status of the estimate under the customer’s name. You can only convert an estimate with an Accepted or Pending status. If that’s the status, skip this step.
    1. If the status is Closed or Rejected, select the ▼ dropdown. 
    2. Select either the Accepted or Pending status, then select Save.
  5. Select Create invoice.
  6. Make any updates to the invoice, if needed. 
  7. 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.

Convert an estimate into an invoice

If you use online payment and you requested a deposit on your estimate, the estimate will automatically convert to an invoice when your customer pays the deposit.

Or here’s how to manually convert the estimate to an invoice so you can bill your customer:

  1. Go to Get paid and select Estimates. 
  2. Find the estimate 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.)
    1. Select the ▼ dropdown in the Action column, and select Update Status.
    2. In the Status field, select the ▼ dropdown and select Pending or Accepted. 
    3. Select Ok. Then find the correct estimate on the Estimates list.
  4. From the Action column,
    • Select Convert to invoice, if the status is Accepted.
    • If the status is Pending, you’ll need to update the status before you can convert it.
      1. In the ▼ dropdown, select Mark accepted, then select Ok.
      2. Select Convert to invoice.
  5. Make any updates to the invoice, if needed.
  6. Select Save or Save and close.
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