When we had the QB's desktop version we were able to create a sales order for a customer then when our technician handed in his completed work order we were able to take the sales order and convert that to an invoice. We used this to be able to track our work orders so we would know which work orders we were missing from the technicians based on the open sales order that were in the system. Qb's online does not have a sales order option. There is an estimate option but we also give people estimates which some of them we do not end up getting the job so using estimates for this would not work for us as we will always have open estimates so it would be hard to track our work orders using estimates. Does anyone know of another option for this or have any suggestions on how we could replace the sales order that the desktop version had?
Glad to have you back in the Community. I'm here to help share two options on how you can replace the sales order you're using in QuickBooks Desktop. Since you don't want to use estimate, we can actually use a purchase order to track your work order. Allow me to provide steps for the two options:
Option 1: Create a PO to manually track the job and invoice/estimate this to the customer.
Go to the (+) icon and select Purchase Order under Vendors.
Type in your technician to the Vendors field. Enter the Purchase Order date, then the service provided on the Item details field.
Click Save and close.
Once the job is completed, copy the purchase order details to an estimate and create the invoice.
Once you've created the invoice, you can now close the Purchase Order.
Option 2: Create a Purchase Order then create a bill and mark expenses and items billable. This feature is only available if you're using the QBO Plus version.
Turn on the feature first by going the Gear Icon and select Account and Settings.
Go to the Expenses tab and click the Pencil Icon for Bills and expenses.
Ensure to check Show Items table on expense and purchase forms, Track expenses and items by customer and Make expenses and items billable.
Click Save and Done.
Now create a purchase order and link this to a bill by clicking the Copy to Bill tab.
Put a check mark on the Billable column and the name of the customer on the Customer/Project column.
Click Save and close.
Once the job is done, you can now create an invoice for this customer.
Then add the Billable expense.
Once done, click Save and close.
That should do it. Let me know how this works for you.
As always you can contact our Online Care Support if you need assistance in going through with the steps. Here's how: