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IS there a LINK attached to an invoice for what estimate was used? How can I tell what estimate goes with what invoice?

Online version LINKED payments and estimates to invoices.  Desktop version can't do this?

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Best answer 12-10-2018

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Established Community Backer ***

No it really is not an issue, an estimate is non posting...

No it really is not an issue, an estimate is non posting and does nothing to the accounts

when you create an invoice from an estimate, the estimate closes, and the invoice when saved is a final sale.
so the transaction is complete

QB has a tag that could be used, but the implementation is screwy

a job, sub customer, the job title will be moved to a field called project on the invoice
BUT the project field is only visible on a print or print preview

open invoice, click the formatting tab, click customize data layout, on the header tab find the field and check mark it for print, you can try checking it for on screen - maybe something changed

View solution in original post

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Highlighted
Established Community Backer ***

No it really is not an issue, an estimate is non posting...

No it really is not an issue, an estimate is non posting and does nothing to the accounts

when you create an invoice from an estimate, the estimate closes, and the invoice when saved is a final sale.
so the transaction is complete

QB has a tag that could be used, but the implementation is screwy

a job, sub customer, the job title will be moved to a field called project on the invoice
BUT the project field is only visible on a print or print preview

open invoice, click the formatting tab, click customize data layout, on the header tab find the field and check mark it for print, you can try checking it for on screen - maybe something changed

View solution in original post

Established Community Backer ***

They are linked if you selected that estimate when you in...

They are linked if you selected that estimate when you invoiced.

Open the estimate and use the History icon. If this is linked to an invoice, you can see it and Go To from here. Open the Invoice and do the same thing = History icon, and Go To what is linked, from here.

If you use Progress invoicing, there also is a little Progress Chart at the top of the Invoice, which shows the details from the Estimate and proves they are linked.

Not applicable

Re: They are linked if you selected that estimate when you in...

That is how we're creating invoices and yet if I do the history search no history is available. Do you know what causes that?

 

Moderator

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Welcome to the Community, ttaccounting.


Thanks for trying to follow the awesome suggestions of our Established Community Backers. Let me join the thread to add some insights on how to know which estimate is linked to the invoice.

 

While I'm not sure why you're unable to see the transaction history, let me share the detailed steps on how to check the history of the estimate as mentioned by @qbteachmt.

 

There are two options to view this. You can either use the Transaction History or click the Show History icon.

 

Let me show you how:

 

To use the Transaction History:

  1. Open the estimate, then click the Reports tab at the top.
  2. Select the Transaction History icon (see the first screenshot).

This icon will show you the invoice details that is linked to the estimate.

 

image.png

 

To use the Show History icon:

  1. Open the estimate.
  2. Click the little arrow on the right part, the select the Transaction tab.
  3. The invoice will show under Related Transaction section (refer to the second screenshot).

Just click the Invoice link to view the transaction.

 

image.png

 

That's it. I'd appreciate if you can update me on how it goes. I'll be here if there's anything else you need. Have a good one.

Not applicable

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Hi.  The example of looking at the estimate and seeing the related invoice in the transaction tab works great but if I try that same thing from the invoice side of that same linked transaction the estimate that it came from isn't there. 

QuickBooks Team

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Hello REICT,

 

Thank you for dropping by here in the Community. I'm here to help provide additional insights about how the Recent Transaction works.

 

The transactions that'll reflect on the Recent Transactions section of an invoice are the activities you the next like creating a payment. If you want to make sure the linked estimate exist, you can click the icon for QuickReport.

 

I'm adding some screenshots for your visual reference:

 

1.JPG

2.JPG

 

Please get in touch with me here should you have any additional questions or concerns about the recent transactions in QuickBooks Desktop. I'm always up to lend a hand.

 

Not applicable

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Ah...thank you.  I never click on that icon before.  I expected it to show up in the related transactions list just like it does when you're viewing an estimate.  Just curious, what's the reason it doesn't show up?

QuickBooks Team

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Thank you for the quick response, @REICT!

 

Allow me to join in this thread and share additional insights about linking estimates to your invoices.

 

First, the customer you've chosen in the CUSTOMER: JOB drop-down menu and the status of your estimate if it's still open or already linked to invoices.

 

These are the two common reasons why you're unable to link your estimate from an invoice.

 

Thus, let's make sure to review the details of your estimate and the chosen customer of your estimate. This way, you'll be able to link your estimate to your customers invoice successfully.

 

Lastly, here's an article you can read to learn more about estimates and invoice: Create an Invoice in QuickBooks Desktop.

 

Feel free to leave a comment below if you have any other questions about estimates and invoice. I'll be happy to help you out.

Experienced Member

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Hoping you can help me (using Desktop Pro 2018) since the screenshots you provided to someone else are exactly what I need.  However, when in Estimates and I click Reports - Transaction History, I get the message:  'Transaction history does not exist for this transaction'.   No transaction history on any estimates at all and I do Create Invoices from within my Estimates.

When I do the same in Invoices, I do get some transaction history like payment and some other info, but it does not indicate any Estimate number. 

I called QB Support, on the phone for over an hour and they could not help me with it.  

She said to turn on Progress Invoicing (I do not use nor want to use this feature, but I turned it on).  I still cannot get Transaction History to find what Estimates are linked what Invoices.

Any other ideas?

QuickBooks Team

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Hello Tilly B.

 

Welcome to the Community. It would be my pleasure to provide some insights into the message you encounter when running the Transaction History in QuickBooks Desktop.

 

Since estimate is a non-posting transaction, running the Transaction History from the list is unavailable. Please also know that only posting transactions affect report totals, the customer's balance, and the accounts receivable balance immediately.

 

Right now, there are no reports available yet that will help you determine what estimates are linked to specific invoices.  In case you need more insights on how reports work in the Desktop version, I'm attaching the article I recommend:

 

Understand reports.

 

Let me know if you have additional questions concerning the Transaction History, and I'll be sure to get back to you.

Experienced Member

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Thanks for your help!  I understand what your saying about estimates being non posting but then how is it possible that the transaction history shows up on this persons screenshot I found?  This is the exact feature and info I’m trying to get.

thanks again  :-)

 

Experienced Member

Re: IS there a LINK attached to an invoice for what estimate was used? How can I tell what estima...

Thanks for your help!  I understand what your saying about estimates being non posting but then how is it possible that the transaction history shows up on this persons screenshot I found?  This is the exact feature and info I’m trying to get.

thanks again  :-)

 

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