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klja37
New Member

Sales Order workflow in QBO Plus - am i missing a step?

Hello! I am trying to figure out the best workflow from Estimates > Sales Orders > Invoices. I've tried two different workflows, and each seems to have a flaw by leaving an open document (or I am missing a step??). 

 

WORKFLOW 1 (used for Order A below):

Using this method, both the sales order and the invoice are created by using the “convert” feature on the estimate.

 

I create an estimate. Once that estimate is accepted by the client, I mark the estimate as accepted and convert the estimate to a sales order (from the menu within the estimate). Once the client is ready to pay, I go back into the estimate and convert it into an invoice. The estimate is then marked as Converted. Then I apply the client payment, and the invoice is marked as paid.

 

Here is the catch. Using this method, on the SO summary page, that SO still shows as Not Invoiced, even though it is.

 

Additionally, the Invoice and the SO both link to the Estimate, but the Invoice and SO are not linked to each other. 

 

So, I tried a different workflow thinking that it would fix it.

 

WORKFLOW 2 (used for Order B below):

Using this method, I create the sales order from the estimate and then create the invoice from the sales order.

 

I create an estimate. Once that estimate is accepted by the client, I mark the estimate as accepted and convert the estimate to a sales order (from the menu within the estimate). Once the client is ready to pay, I open the SO and from within the sales order, I convert it into an invoice. Then I apply the client payment, and the Invoice is marked as Paid. Additionally, on the sales order summary page, the payment status changes to Paid.

 

Here is the catch with this method: the estimate shows as Accepted but not Converted. The Convert to Invoice link on the estimate summary page is still showing.

 

Using this method, the Estimate is not linked to anything. The SO links to the invoice and the invoice links back to the SO.

 

Here are a few screenshots:

 

Estimates Summary Page

klja37_0-1772310901945.png

 

Sales Order Summary Page

klja37_1-1772310901946.png

 

Invoice Summary Page

klja37_2-1772310901950.png

 

Is there a way for:

1) the estimate to show as converted,

2) the sales order to show as paid,

3) the invoice to show as paid, and

4) for all three docs to be linked to each other?

 

Thank you in advance for any suggestions and tips!

 

1 Comment 1
ThomasJosephD
QuickBooks Team

Sales Order workflow in QBO Plus - am i missing a step?

Hi klja37, the behavior you are experiencing is working by design within QuickBooks Online.

 

Currently, the system does not support a native three-way link that updates the status of the Estimate, Sales Order (SO), and Invoice simultaneously. Due to this limitation, one document in the chain will inevitably remain in its current status.

 

Based on the goals you've shared, I recommend sticking with Workflow 2 and leaving the estimate in accepted status rather than converted. Since it is a non-posting transaction, it has no impact on your financial records or General Ledger, it will simply serve as a historical record of the initial quote.

 

However, if you prefer to convert the estimate into an invoice, an alternative is to skip the SO step entirely. Since both serve a similar purpose, you can convert your estimate directly to an invoice.

 

If you need further clarification, don't hesitate reply below.

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