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Roblansky
Level 1

Change Orders and Partial Invoices in Quickbooks Online

We are a Structural Steel Detailer: a company which creates details of steel constructions for steel fabricators and general contractors using a specialized CAD software. We currently use Quickbooks Premiere Contractor Edition to invoice our customers. Customers have jobs (projects), and invoices are based on the customer/project.  The QB Premiere Contractor Edition essentially exceeds our needs in all areas and is cumbersome to use, since we are in several locations and have to use hosting.  We would like to use QB online.  However, there is one set of features that we need and can't find: we need to create estimates (base bids), enter change orders if necessary, and invoice a combination of base bids and change orders.  We also invoice for parts of the project complete (I guess this is called progressive invoicing).  On that basis, we then need to generate Customer Statements for jobs.  Does anyone have any experience with an addon to QB Online that can handle this part?  Thank you very much in advance.

Solved
Best answer October 03, 2017

Best Answers
qbteachmt
Level 15

Change Orders and Partial Invoices in Quickbooks Online

"However, there is one set of features that we need and can't find: we need to create estimates (base bids), enter change orders if necessary, and invoice a combination of base bids and change orders.  We also invoice for parts of the project complete (I guess this is called progressive invoicing).  On that basis, we then need to generate Customer Statements for jobs."

 

Which is why you would use Desktop, not Online. You have a sophisticated need, but you seem to consider that Not Complex?

 

If Premier is too expensive for you, so is QB Online.

 

What you are asking is mostly available in QB Pro. You can Downgrade that data file into Pro, and there are Work Arounds for Charge Orders; you add a new Job level for that CO and its own estimate, for instance.

 

Pro handles ProgressInvoicing and Statements and Estimates just fine. You will have a few missing Job reports, and no Costs to Complete reporting.

View solution in original post

15 Comments
vpcontroller
Level 11

Change Orders and Partial Invoices in Quickbooks Online

@Roblansky

 

I would like to refer you this QuickBooks feedback requests link. The link should address all the issues regarding the Progress Invoicing function in QBO. The bottom line is it's not currently available in QBO.

http://feedback.qbo.intuit.com/forums/168199-quickbooks-online-feature-requests/suggestions/3865710-...

 

QuickBooks Premier desktop may be cumbersome for some but it's still the best buck for money in accounting software.

qbteachmt
Level 15

Change Orders and Partial Invoices in Quickbooks Online

"However, there is one set of features that we need and can't find: we need to create estimates (base bids), enter change orders if necessary, and invoice a combination of base bids and change orders.  We also invoice for parts of the project complete (I guess this is called progressive invoicing).  On that basis, we then need to generate Customer Statements for jobs."

 

Which is why you would use Desktop, not Online. You have a sophisticated need, but you seem to consider that Not Complex?

 

If Premier is too expensive for you, so is QB Online.

 

What you are asking is mostly available in QB Pro. You can Downgrade that data file into Pro, and there are Work Arounds for Charge Orders; you add a new Job level for that CO and its own estimate, for instance.

 

Pro handles ProgressInvoicing and Statements and Estimates just fine. You will have a few missing Job reports, and no Costs to Complete reporting.

View solution in original post

pwelinc
Level 1

Change Orders and Partial Invoices in Quickbooks Online

Thank you for your question, as I have had the same. I apologize for not being able to provide you with an answer, but it is my hope that if enough of the QBO users that have migrated from the desktop version complain about QBO's shortcomings then perhaps some improvements may come of it. I have used the desktop version for 25 years and am astounded as to the many features missing from the the online version. What we gain from the flexibility of accessing the QuickBooks program from any location is, unfortunately, overshadowed by it's lack of features and functionality. 

JasonM1
Level 1

Change Orders and Partial Invoices in Quickbooks Online

We are a contractor using QB Premier Contractor and would love to switch to QB Online but this is one thing we cannot do without. It has been 2 years since this post and still no change. I am not holding my breath...

JasroV
QuickBooks Team

Change Orders and Partial Invoices in Quickbooks Online

This is not what we want you to feel, @JasonM1.

 

Rest assured, I'll take note of this behalf and pass it along to our product engineers. That way, they'll consider adding this in the future.

 

In the meantime, I recommend checking our QuickBooks Blog page to know what's new and latest updates in QuickBooks Online (QBO).

 

Also, in case you want to learn some tips and tricks on managing your QuickBooks Desktop (QBDT) software, you can check our Help articles page for reference.
 
Our door is always open to help you anytime. Do leave a post whenever you have other questions. Take care!

BendHFC
Level 1

Change Orders and Partial Invoices in Quickbooks Online

I second the fact that it's very frustrating QBO doesn't have a change order option.  We switched to it due to a company acquisition and wished we would have stayed with the desktop version.  It seems like a very simple thing to add and with most business (especially contractors) needing a CO function I would hope this is at the top of QB list to add.

DeanF
Level 1

Change Orders and Partial Invoices in Quickbooks Online

I’m another voice that would greatly appreciate an added Change Order function. I actually thought there was one when I signed up for QuickBooks recently. Can anyone provide assistance on a good change order work around in QBO? 

Michelle_b
QuickBooks Team

Change Orders and Partial Invoices in Quickbooks Online

Hi there, @DeanF.

 

We want this issue sorted out as soon as possible so you can use the change order feature in QuickBooks Online. Rest assured, I will be sending another feedback to our Product Engineers, so this will be considered in the future product enhancement.

 

You can always visit the QuickBooks Blog site to check the latest feature added to the application.

 

I'll appreciate your patience. If there's anything else you need in your account, don't hesitate to leave a comment below. I'll be here for you.

Ibkconstruct
Level 1

Change Orders and Partial Invoices in Quickbooks Online

Another easier way to do this is to just add the line item of the new scope into your original estimate. When you are finished and try to save, you will have an option to record it as an addition to the project. so you will see on your estimate, what was added and the date it was added on the same estimate. see the picture below:

Intuit change order.PNG

Sibyl
Level 3

Change Orders and Partial Invoices in Quickbooks Online

Jason, I work for a Landscaping company and we too wish we had the option to use Change Orders in QBO. We switched to QBO 2.5 years ago and it's been a nightmare ever since.  I would hold off on that switch for as long as possible (even if C.O.'s become available), the program is very different than the desktop version and extremely glitchy as many people can tell you.  I would switch back to the desktop version if I wasn't fearful of the problems that may cause.  The two programs shouldn't be owned by the same company as there are very few similarities.  I intend to warn as many people as I can and wish I did more research before I made the switch. All three of the CPA's I work with don't recommend that product to any of their clients. Months and even years have gone by with no fixes in sight for uploading bank transactions, for example. 

Antarse2600
Level 2

Change Orders and Partial Invoices in Quickbooks Online

Agreed on all counts!

 

I love Quickbooks Desktop and really struggle with Online

 

I too await Change Orders like the good old days.

 

Antares

Shelli1976
Level 1

Change Orders and Partial Invoices in Quickbooks Online

Hello Roblansky, 

 

May I inquire what company you are with? I work for a structural steel company that uses outside services for our structural shops. 

kelly62
Level 2

Change Orders and Partial Invoices in Quickbooks Online

We are a small audio video and electrical contracting company and have the same issue.  When I add change orders to an existing estimate that already has invoicing against it, the Change order imported to the existing estimate breaks the previous invoicing links.  I have to import the change order to the estimate, delete any past invoices (record the date, inv #, and amount) and then recreate the progress from the beginning just to be able to create a new progressive invoice with the correct new amount due.   The existing links in progressive invoicing should not be broken when needing to add to an existing estimate!!!!!!

CSB2
Level 1

Change Orders and Partial Invoices in Quickbooks Online

It’s been almost 3 years since this original post and still no movement by intuit to make Change Orders available in QBO.

We are a small contracting company and we also need Change Order ability, and were told this was available when we spoke with a representative prior to making our purchase.  We are too vested to switch to a different software and do not think we should pay for a separate service just to have Change Orders.  Not too happy with our purchase at this point as many things we specifically asked about and were told are available in QBO are not.

Jsglenn3
Level 1

Change Orders and Partial Invoices in Quickbooks Online

I agree with everything you said. I am a small electrical contractor.  I can't stand having to make a separate change orders outside of quickbooks.   Making one change order messes everything up.  Since the change orders I make are outside of Quickbooks there's no tracking of transactions.  I have to do most tracking manually.   If the change is an additional I can make a separate invoice for it.   That doesn't make things to crazy.   When I have to make a change that deducts from the contract price though, really throws a wrench into the works.   Pretty please with a cherry on top add the ability to make change orders in quickbooks online.   The lack of this ability has made me seriously consider switching accounting programs.   I don't have the problems the poster above has because we are so small.   Change orders are an absolute necessity for every contractor or there.   I would love to know what other contractors are doing for change orders. 

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