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Convert an estimate into an invoice

by Intuit•23• Updated 1 week ago

Learn more about how to create, convert, and duplicate estimates and invoices.Estimates provide a detailed estimate for your customers, which you can then convert to an invoice once the work is accepted. This streamlines your billing process and helps you keep track of your sales. This article covers how to:

  • Create estimates.
  • Convert estimates to invoices.
  • Duplicate invoices and estimates.
Note: This article is for customers who use QuickBooks Online (Simple Start, Essentials and Plus) and QuickBooks Sole Trader. 

Create an estimate

  1. Select + New or + Create.
  2. Select Estimate.
  3. Select a customer from the Add Customer ▼ dropdown. Or, to add a new customer, select + Add new, enter the customer info, and select Save.
  4. Select the ▼ dropdown in the Product/service field and add the products or services to the estimate. Or, to add a new product or service, select + Add new, enter the info for your product or service and select Save and close.
  5. If you saved a rate for your product or service, it automatically displays in the Amount column. Add or adjust the quantity or amount as needed.
  6. To customise the estimate, select âš™ Manage and select the dropdown â–Ľ on the section you need to customise. Then select what info displays on your form by turning the switches on or off in each section. As you make changes, a preview displays on the form.
  7. The default status of a new estimate is Pending. If you need to edit the status, select the Pending ▼ dropdown and select a different status.  
  8. When you're ready, select Save.  
  9. To email the estimate to your customer, select Review and send. Then edit the email message, if necessary, and select Send estimate.

Convert an estimate to an invoice

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Sales transactions (Take me there).
  2. Find the estimate.
  3. In the Action column, select Convert to invoice.
    Note: Convert to invoice may be located in the dropdown ▼ under Action column depending on the status of your estimate.
  4. Make any necessary edits to the invoice.
  5. If you need to customise any invoice fields, select âš™ Manage and select the dropdown â–Ľ on the section you need to customise. Then turn the switches on or off to change what displays on the invoice. As you make changes, a preview displays on the form.
  6. When you're ready, select Save or select Review and send to email invoice to your customer. Then edit the email message, if necessary select Send invoice.

Duplicate an invoice or estimate

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Sales & Get Paid, then select Sales transactions (Take me there).
  2. Find the invoice or estimate you want to copy.
  3. In the Action column, select the dropdown â–Ľ, then select Duplicate.
  4. Edit the invoice or estimate as needed, then select Save or Save and close.

Create an estimate

  1. Select + New and select Estimate.
  2. Select a customer from the Add Customer ▼ dropdown. Or, to add a new customer, select + Add new, enter the customer info and select Save.
  3. Select the ▼ dropdown in the Product/service field and add the products or services to the estimate. Or, to add a new product or service, select + Add new, enter the info for your product or service and select Save and close.
  4. If you saved a rate for your product or service, it automatically displays in the Amount column. Add or adjust the quantity or amount as needed.
  5. To customise the estimate, select âš™ Manage and select the dropdown â–Ľ on the section you need to customise. Then, select what info displays on your form by turning the switches on or off in each section. As you make changes, a preview displays on the form.
  6. The default status of a new estimate is Pending. If you need to edit the status, select the Pending ▼ dropdown and select a different status.  
  7. When you're ready, select Save.  
  8. To email the estimate to your customer, select Review and send. Then edit the email message, if necessary, and select Send estimate.

Convert an estimate to an invoice

  1. Go to Get paid and select Estimates.
  2. Find the estimate.
  3. In the Action column, select the dropdown ▼, then select Convert to invoice.
  4. Select the option from the How much do you want to invoice? window, then select Create invoice.
  5. Make any necessary edits to the invoice.
  6. If you need to customise any invoice fields, select ⚙ Manage and select the dropdown ▼ on the section you need to customise. Then turn the switches on or off to change what displays on the invoice. As you make changes, a preview displays on the form.
  7. When you're ready, select Save to save the invoice, or select Review and send to email the invoice to your customer.

Duplicate an invoice or estimate

  1. Go to Get paid and select Invoices or Estimates.
  2. Find the invoice or estimate you want to copy and select View/Edit.
  3. Select More actions, then select Make a copy.
  4. Edit the invoice or estimate as needed, then select Save or Save and close.

What's next?

For more help, explore:

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start