Changing an estimate vs. using a change order

It depends on the situation, kris44dad.

Using change orders is important in tracking the changes in the contract. However, this can confuse you once you edit the transaction multiple times.

Here's how to track  change orders on an estimate:

1. Locate and open your estimate.
2. Change your estimate.
3. Save the changes.
4. On the Add Change Order window, modify the details, then click Add.

While adding the changes to the original estimate helps you edit the transaction easily.

If you want to keep a copy of your original estimate before creating a change order, do the following:

1. Display the original estimate.
2. Click Create a Copy.
3. Save the estimate by clicking the Save & New button at the bottom of the screen.
4. If you edit the duplicate before saving, a change order won't be created.
5. Display the estimate by clicking the Previous button.
6. Make the changes for your change order and follow the change order directions described above. QuickBooks will have a copy of the original estimate and the change order.

Additionally, I've added an article that'll help you invoice customers for partial payments. Doing so keeps the transactions organized and connected from start to finish: Progress Invoicing in QuickBooks Desktop.

I'd appreciate it if you'll update us if you need additional assistance creating and managing your sales transactions. We want to make sure your record is accurate.

I guess my question was misunderstood. I wanted to know the advantages/disadvantages (if any) of modifying an estimate mid-project vs. leaving the original estimate alone and adding a change order. Not the procedure how to make either one.

Hello, kris44dad.

A change order refers to the modification to a contract that adjusts the scope of work. It's better to utilize the change order feature if you want to add the changes as the addition of your proposal. This way, you'll be able to track and analyze when reviewing the profitability of your jobs.

If you want to make adjustments to the original estimate, choose Do not Add.

I've included the following material as a guide for future use: Use and customize form templates.

You can also visit our Help articles page to find some topics on how to manage your QuickBooks Desktop (QBDT) software.

You're welcome to post again if you have further questions in QuickBooks. We're available to help you 24/7.

I just searched for the instruction on how to create a change order in qb as well.  And this popped up. And is helpful, I have a follow up question.  Where do I find the "add change order window"?  I don't' see it at all but was successful at adding the budget line items to the estimate. 

And secondly, I'm using buildertrend, a construction software, that integrates with quickbooks.  It's a learning experience, any guidance you can share on that would be great. Thanks, Justin 

Welcome to the QuickBooks Community forum, Justin. I see you're looking for guidance on creating a change order in QuickBooks and seeking advice on using BuilderTrend, a construction software that integrates with QuickBooks.

Regarding the "add change order window" in QuickBooks, it typically pops up whenever you make edits or add a line item to the estimate. You may have missed seeing this window if you clicked the "Add" button quickly.

As for using BuilderTrend, it's great to hear that you are exploring this software. If you are looking for further information or a learning experience about using BuilderTrend in conjunction with QuickBooks, I would suggest visiting their respective community page. They should be able to provide you with specific guidance and resources to help you make the most of the integration between the two platforms. 

I'm adding these resources on how to convert your estimate into an invoice:

• Get started with customer transaction workflows in QuickBooks Desktop
• Set up and send progress invoices in QuickBooks Desktop

With that information, it should clear some confusion. If you have more questions about changing the order in QuickBooks, do leave a post whenever you have other questions. Take care!

Thanks John.  Greatly appreciate it.  I'm using quickbooks online, my screen doesn't look like the one you shared.  Does that make a dfference? 

Thank you for coming back to the Community and providing additional information about your change order concern, JFisherCountyContractors.

The mentioned feature is currently accessible in QuickBooks Desktop (QBDT), which is why you are unable to view the add change order window in your account.

We prioritize our customers' business needs and always work to improve our features. Let's send a request to our developers to include the change order window in the upcoming enhancements.

To submit feedback: 
 

1. Go to the Gear icon in your company and select Feedback under Profile.
2. Enter your comments and product suggestions.
3. Click Next to submit.

To update the information on the estimate, you'll need to open the entry and manually keep track of the changes. Feel free to visit the QuickBooks Blog to know the latest product updates, news, and features rolled out by our developers. 

For further insights into the different tasks you can carry out with your estimates, refer to the following guide: Create and send estimates.

We understand the importance of having access to comprehensive resources. That's why we've compiled a collection of articles that delve into the new estimate experience and ways to personalize to customize the look and data in your sales entries. Simply open each one to view the complete details: 

• How to create and send estimates in QuickBooks Online
• See what’s new with estimates and invoices in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

I'm just a click away if you have other questions or concerns about estimates and other sales forms. I'd be delighted to assist you further. Enjoy your weekend, JFisherCountyContractors.

We appreciate you for dropping by this thread, FL_Guru.  It appears that the Add a Change Order window is not displaying in QuickBooks Desktop Enterprise 24.0 (QBDT) after you add lines to an estimate and click Save and Close.

This functionality could be related to your current software which is QuickBooks Desktop Enterprise and the video snip shared is for QuickBooks Desktop Enterprise Accountant Edition. This is why the Add a Change order window doesn't appear with your current QuickBooks product.

Feel free to keep this article as a reference for more details on how to create estimates in QuickBooks Desktop: Create an estimate in QuickBooks Desktop.

In case you want to customize the email templates for your other forms, feel free to use the guidance provided in this link: Create custom email templates in QuickBooks Desktop.

If you require further assistance with creating an estimate, just click the reply button below and we'll be here to help you promptly.

Does this mean that the Change Order functionality is not available in the Enterprise non- accountant edition? Would we need to convert to the Construction edition?

Thank you for your inquiry, FL_Guru.

To clarify, I replicated your concern and found that the Add Change Order functionality is available in the Accountant and Contractor editions of QuickBooks Desktop Enterprise. If you are currently using a non-accountant edition, you will need to convert to the Contractor edition to access this feature. Here’s how you can do it:

1. Select File, and then choose Toggle to another edition. 
2. In the Select QuickBooks Desktop industry Specific  edition Page click on Enterprise Solutions Contractor and hit Next.
3. Tick Toggle. 

If you need to modify the email templates for your other forms, you can follow the steps outlined in this link: Create custom email templates in QuickBooks Desktop.