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Convert an estimate into an invoice in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online620Updated September 27, 2021

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

QuickBooks estimates and invoices are improving! Your workflow for estimates and invoices will look different depending on whether you have the old or the new version of estimates and invoices.

Learn more about the new estimates and invoices.

To see which version of estimates and invoices you have: 

  1. Select + New
  2. Select Invoice or Estimate
  3. At the top left of the form, if you see “New” by the form title, then you’re currently using the new version.

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 version of estimates and invoices.

  1. Go to the Sales or Invoicing menu and select All Sales.
  2. Find and open the estimate you want to convert.
  3. 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. 
    • If the status is closed or rejected, select the ▼ dropdown. 
    • Select either the Accepted or Pending status. Then select Save.
  4. Select the Create invoice button.
  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.

Note: The status of estimates imported from QuickBooks Desktop show as Closed in QuickBooks Online.

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

If you have QuickBooks Payments 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 the Sales or Invoicing menu 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.)
    • 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 estimate on the Estimates list.
  4. In the Action column, select the ▼ dropdown.  Then select Convert to invoice.
  5. Make any updates to the invoice, if needed. 
  6. Then select Save.

Note: Estimates you import from QuickBooks Desktop show as Closed in QuickBooks Online.

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