Create and send estimates in QuickBooks Online
by Intuit•191• Updated 3 weeks ago
Learn how to set up estimates in QuickBooks Online.
Create an estimate 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 instead of charging your customer, you’re giving them info about your proposal and what they can expect to pay. Then, when the work is done and you're ready to invoice your customer, you can convert the estimate to an invoice so you don't have to enter it twice.
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. |
Now that you understand which version of the estimate and invoice you have, here’s how to create a new estimate and convert it to an invoice.
For a better experience, open this article in QuickBooks Online. Launch side-by-side view .
Create an estimate and convert it to an invoice with the new layout
Step 1: Create an estimate
To watch more how-to videos, visit our video section.
As you’re creating an estimate, you can customize it to display only what you want your customer to see. Here’s how to create and customize a new estimate:
- Select + New, then select Estimate.
- Select + Add customer. Then select a customer from the ▼ dropdown. Or, to add a new customer, select +Add new, enter the customer info, and select Save and close.
- Select the ▼ dropdown in the Product or 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.
- 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.
- The default status of a new estimate is “Pending”. If you need to edit the status, select ⚙ Manage, then select the Pending ▼ dropdown and choose a different status.
- To customize the estimate, select ⚙ Manage. Then select the dropdown▼ on the section you need to customize to expand the details. Choose what info displays on your form, then turn the switches on or off in each section.
Note: As you make changes, a preview displays on the form. - When you're ready, select Save.
- To email the estimate to your customer, select Review and send. Then edit the email message, if necessary, and select Send estimate.
Step 2: Update an estimate's status
When you email your customer an estimate and they accept or decline the estimate directly from the email, QuickBooks automatically updates the status of the estimate for you.
Or, here’s how to manually update the status of the estimate:
- Go to Sales.
- Select the Estimates tab.
- Find the estimate.
- In the Action column, select the dropdown▼ and then Update status.
- Select Accepted or another status. Then select OK.
Tip: Estimates are non-posting transactions. They won’t affect your books until you convert the estimate to an invoice.
Step 3: Convert an estimate to an invoice
- Go to Sales, then select All sales (Take me there).
- Find the estimate.
- In the Action column, select Create invoice.
- Make any necessary edits to the invoice.
- If you need to customize any invoice fields, select ⚙ Manage and select the dropdown▼ on the section you need to customize. Then turn the switches on or off to change what displays on the invoice. As you make changes, a preview displays on the form.
- When you're ready, select Save to save the invoice, or select Review and send to email the invoice to your customer.
Review open estimates
- Go to Sales.
- Select the Estimates tab.
- Find your estimate. Tip: You can sort how estimates are displayed by selecting the date, number, customer, total, or status column headers.
You can also run a report to get more details:
- Go to Reports (Take me there).
- Look for and open the Estimates by Customer report.
- Select your date range and select Run report.
This gives you the customer name, the estimate number, the status, and the invoice number if it's been converted.
Delete an estimate
If your customer decides they don't want you to do the work, it's better to change the estimate status to Declined rather than delete it. (See Step 2: Update an estimate's status.) This keeps a record of the estimate on your accounts for good bookkeeping.
But if you created an estimate by mistake, you can simply delete it:
- Go to Sales.
- Select the Estimates tab.
- Find and select the estimate.
- Select More actions.
- Select Delete and then select Yes to confirm.
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