How do I create an invoice from an estimte with service items and then add time and costs to that same invoice

Montgomery Minds · ‎March 24, 2019

I understand how to create an Estimate and I understand how to create an Invoice from that estimate and specify percentages as a progress invoice, or 100% for a completed job.

I also know how to use the "Add time/costs" to an invoice. This gathers time sheet time entries for service work performed which have been charged to a customer:job, and checks written to vendors to purchase items which have been charged to a customer:job.

What I don't know how to do is to both of these on the same Invoice.

If I create an Invoice from an Estimate it already has all the service time and Non Inventory item charges on it.

If I then use "Add time/costs" it simply appends time and costs so that the result is an Invoice with 2 entries for each, double the charge for each item.

What I need, ideally, is a way to add a time and link it to a line item in the Estimate.

Or add a vendor-purchased item, and link it to a line item in the Estimate.

I don't see a way of doing that. Shall I click on the gear icon?

Angelyn_T · ‎March 25, 2019

Hi there, @Montgomery Minds.

Yes, you're correct, there's no way to fill in the estimate amount by hand when deleting the item on the estimate. On the other hand, yes, the reporting would be inaccurate since the estimate items are deleted.

What you can do is, remove the check-mark on the Billable column when tracking customer/job so the amount won't add to the invoice created.

For more information, you may check on the article provided by my colleague MaryLurleenM for additional information about tracking job costs.

Feel free to add a post if you have any other questions about estimates and invoices. I'll be happy to help you!

View solution in original post

MaryLurleenM · ‎March 25, 2019

Hello there, Montgomery Minds,

What you can do is to delete the item on the estimate when it's time for you to create an invoice. QuickBooks Desktop is unable to link time from an estimate and on the timesheet when adding it to an invoice.

Check this article for more information: Track job costs in QuickBooks Desktop.

Let me know if you have other questions.

Montgomery Minds · ‎March 25, 2019

Thanks so much for your help!

Just to be sure, if I delete items from the estimate then two results happen

1. On the invoice, the Estimate Amount column is blank and can not be filled in by hand. When the Invoice has the Estimate Amount (EST AMT) and the actual Amount, and the Total%, the customer can compare Estimate-to-Actual. But with the Estimate Amount blank, the customer cannot compare these, at least not on this one document. And there is no way to fill in the Estimate Amount by hand, right?

2. All the reporting on estimates vs actual will be inaccurate, incomplete, or missing (because the Estimate items have been deleted).

Are those two consequences correct?

Angelyn_T · ‎March 25, 2019

Hi there, @Montgomery Minds.

Yes, you're correct, there's no way to fill in the estimate amount by hand when deleting the item on the estimate. On the other hand, yes, the reporting would be inaccurate since the estimate items are deleted.

What you can do is, remove the check-mark on the Billable column when tracking customer/job so the amount won't add to the invoice created.

For more information, you may check on the article provided by my colleague MaryLurleenM for additional information about tracking job costs.

Feel free to add a post if you have any other questions about estimates and invoices. I'll be happy to help you!

Oana Palade · ‎January 08, 2022

I have the same problem with QBO. I have an estimate (sales order) and billable time entries.

I used to bill time entries for accuracy, but if I want to use the estimate, do I turn off the billable time? Thank you.

JonpriL · ‎January 08, 2022

Hi there, @Oana Palade!

Before we can accomplish your goal for today, can you tell me more about your inquiry upon joining this thread? Are you using the same items on both entries, estimate and billable time, upon recording them?

Keep me updated in the comments below. Hope to hear from you soon. Take care and stay safe!

Topics

Training

Community

Resources

How do I create an invoice from an estimte with service items and then add time and costs to that same invoice