Create an estimate, and convert it to an invoice in QuickBooks

Create an estimate

New layout:

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.

1. Select + New, then select Estimate.
2. Select Add customer. Then select a customer from the ▼ dropdown. Or, to add a new customer, select + Add new, enter the customer info.
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.
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 ⚙ Manage and select the dropdown ▼ on the section you need to customise. Then, choose 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 choose 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.

Old layout:

1. Select + New.
2. Select Estimate.
3. Select a customer from the Customer dropdown.
4. If the work has already started, select a status from the Pending ▼ dropdown. This is optional.  
5. Select the Estimate date and the optional Expiration date.
6. Enter the products or services you plan to sell.
7. Enter any other info you need.
8. When you're ready, select Save.

Convert an estimate to an invoice

New layout:

1. Go to Sales and select All sales (Take me there).
2. Find the estimate.
3. In the Action column, select Convert to invoice.
4. Make any necessary edits to the invoice.
5. 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.
6. When you're ready, select Save to save the invoice, or select Review and send to email the invoice to your customer. 

Old layout:

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 View/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. If the status is Closed or Rejected, select the ▼ dropdown.  
5. Select either the Accepted or Pending status, then select Save.
6. Select Create invoice.
7. Make any updates to the invoice, if needed.
8. 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.

Duplicate an invoice or estimate

New layout:

1. Go to Sales and select All sales (Take me there).
2. Find the invoice or estimate you want to copy.
3. In the Action column, select the dropdown ▼, then select Duplicate.
4. Edit the invoice or estimate as needed, then select Save.

Old layout:

1. Go to Sales and select All sales (Take me there).
2. Find the invoice or estimate you want to copy and select View/Edit.
3. Select More, then select Copy.
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 Add Customer. Then select a customer from the ▼ dropdown. Or, to add a new customer, select + Add new, enter the customer info.
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.
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 ⚙ Manage and select the dropdown ▼ on the section you need to customise. Then, choose 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 choose 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 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 6.) Select the ▼ dropdown in the Action column, and select Update Status.  
4. In the Status field, select the ▼ dropdown and select Pending or Accepted.
5. Select Ok. Then find the correct estimate on the Estimates list.
6. From the Action column, Select Convert to invoice, if the status is Accepted.
7. If the status is Pending, you’ll need to update the status before you can convert it. In the ▼ dropdown, select Mark accepted, then select Ok.
8. Select Convert to invoice.
9. Make any updates to the invoice, if needed.
10. Select Save or Save and close.

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.