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Level 1

Create Estimate: Sorting estimate by Item

I create many estimates within QuickBooks.  They are very detailed estimates with 100+ items.  Instead of going through the frustrating process of making sure I enter the data in perfect order, why is there no ability to sort the estimate by item??  This seems like such a small detail that would be so helpful to add if it's not already there.  My estimate report looks disorganized and it's difficult to follow because I am unable to sort the data.  This is a function all throughout QuickBooks, but not the estimates feature??  Am I missing something?


Susan Turner

[email address removed]

3 Comments 3

Create Estimate: Sorting estimate by Item

I'm here to provide the steps on how to sort estimates by item, susan-rhi.


QuickBooks Desktop allows you to sort items on your estimate form. You'll simply need to turn on sorting function on your preferences first to accomplish this task.


I'm glad to show you how:

  1. Go to Edit, then Preferences.
  2. Choose General, then Company Preferences.
  3. Mark the Allow sorting on transactions forms box.
  4. Click OK to save the changes.
  5. Once done, open the estimate, then click the ITEM column.
  6. The Sorting Can't Be Undone window opens.
  7. Click Yes to accept.
  8. Click the ITEM column again to sort items.

If you need to make an open estimate lists along with their balances, here's how:

  1. Go to the Customers menu, then select Customer Center.
  2. On the Transactions tab, click Estimates.
  3. Change the Filter By drop-down menu to Open Estimates, and change the Date if needed as well.
  4. Click the Run Reports button, then select View as a Report.

Detailed steps on how you can further customize customer, job, and sales reports are in this link I provided.


Let me know of you need anything else by commenting below. I'm always glad to help.

Level 1

Create Estimate: Sorting estimate by Item

Hello!  Thanks so much for your response.  However, when logged in as the admin, this option does not show up for me.  We are on the 2018 desktop version.  Is sorting a feature that was recently added into the new version?  

Joesem M

Create Estimate: Sorting estimate by Item

Thanks for getting back to us, @susan-rhi.


Yes, the Allow sorting on transaction forms feature is only available to QuickBooks Desktop Enterprise. In which more features are added to utilize sales forms. 


Also, we can keep your reports organized by customizing your report so you can easily sort your estimate by item. I'll show you how:


  1. Go to the Reports menu.
  2. Choose either Custom Transaction Detail or Transaction List by Customer report.
  3. Select the Customize Report.
  4. Click the Filter tab. 
  5. In the Search Filters field, enter Posting Status, then choose Non-posting.
  6. In the search field, enter transaction type.
  7. Click on the Transaction Type drop-down arrow, and choose Estimate.
  8. Click OK.
  9. Tap the drop-down arrow beside Sort By then choose Item.

Joesem Molat1.JPG Joesem Molat1.JPG

For more information about the process, please click this article: Customize customer, job, and sales reports,


In case, you want to upgrade your subscription, just click this article for reference about the process: Upgrade to QuickBooks Enterprise from Desktop Pro/Premier.


If you need any additional assistance with managing your QuickBooks account, you can leave a comment below. I'll be sure to get back to you. Have a good one.

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