What do the different status's mean for estimates... rejected, accepted & closed. If rejected can you retrieve them?

How do I go in and change ESTIMATE status from closed to open or pending so I create an invoice?

Let me show you how to change the status of the estimate, @Kenmoll1.

You can only invoice an estimate with Accepted or Pending status. You’ll just have click on the drop-down menu below the customer name to update the status of the estimate. 

Here's how: 

1. Go to that closed estimate. 
2. Click the Closed drop-down menu below the Customer's name.
3. Select Pending.
4. Click on Save once you're done.

You can create an invoice out from it by clicking the Create invoice button that appears beside the total Amount at the top left part. You can check these articles for more details about converting an estimate to an invoice:

• Convert an estimate into an invoice in QuickBooks Online
• Set up and send progress invoices in QuickBooks Online

Let me know if there's anything else that I can help with your sales forms. I'm always here to assist. 

When I export estimates created in QBO out to Excel, I see the following status labels:

What is the applied status?  When does an estimate switch over to expired?

Hi, Mark. Let me share with you some information about the Applied and Expired statuses on estimates.

The Applied status means that the estimate is linked or applied to an invoice or any other transaction. You can also open the estimate itself to verify if it was sent to your customer or created with a full or partial invoice.

Here's how:

1. Open the estimate transaction.
2. See the status under the Customer section.

On the other hand, an Expired status means that the estimate reaches the expiration date and is not applied or added to an invoice. Adding the expiration date is optional from the Expiration date field.

To learn more about estimates and how to convert them into invoices, you can open these articles:

• Create and send estimates in QuickBooks Online
• Convert an estimate into an invoice in QuickBooks Online

Additionally, you can use your reports to track your estimate entries in QBO. For more tips about running reports, you can check out this article: Run reports in QuickBooks Online.

If you have any other questions about the different statuses on estimates, let me know by adding a comment below. I'm always here to help. Keep safe!

How do you invoice for a partial invoice?

Thanks for getting in touch with the Community, RBCC1.
 

If you already have a QuickBooks Payments account, customers can pay their e-invoices with partial amounts by editing their original amount due and paying it partially.
 

I've included an image showing how it works:

I've also included a couple detailed resources about creating invoices and using QuickBooks Payments:

• Create invoices
• Take & process payments

If there's any additional questions, I'm just a post away. Have an awesome day!

When filtering and exporting estimates from All Sales screen, the status of the estimate changes.  Prior to exporting the estimates, the estimate shows Closed.  The Excel export reflects the estimate as Applied.  Why does it change?  Other closed estimates stay closed when exported. 

It should retain the status Closed since you're only exporting estimates, JD_LV.

You can clear the browser's cache and cookies. This helps refresh website preferences that might be causing problems when you use QuickBooks.

Follow the steps to clear the cache for your browser.

• Firefox
• Google Chrome
• Safari for Mac
• Safari for iPad and iPhone
• Microsoft Edge.
   

After clearing the cache, make sure to restart your browser for changes to take effect. Then, check again the status of your estimates. If they're showing as Applied, you need to check again if they're already linked to invoices. 

Anyway, please know that estimates are non-posting transactions. Therefore, the status won't affect the balance on your accounts.

In addition to your estimates, QuickBooks has a feature where you can request a deposit for an estimate. Please read through this article and apply it anytime you want: Request and accept deposits on estimates in QuickBooks Online.

Keep me posted if there are other things you need while managing your estimates. Just leave a comment below and I'll get back to you.

I cleared the cache and restarted the browser.  It still exports a different status.  On screen from the All Sales screen, the estimate shows Closed.  When I export that screen to Excel, the estimate shows Applied.  I understand estimates are non-posting transactions.  I am new to Quickbooks and playing around with different reports and exports.  I like exporting this information as a check and balance process for estimate status. 

I appreciate you for coming back to the thread and adding extra information about your concern, JD_LV. With this, I'll ensure to share further details on how estimates work when exporting them to Excel.

When you export estimates from QuickBooks Online to Excel, there are details that might change or the excel is using a different term upon exporting the data. With this and as mentioned above, the Applied status appears on the Excel indicates that the estimate is connected or applied to an invoice or any other transaction.

Additionally, those estimates that stay closed when exported mean that the entries aren't tied with other sales transactions. Then, you've manually changed the status in the QuickBooks Online. 

You can click this article to see further details and how the Reports option will help you as another way to achieve your goal: Export reports, lists, and other data from QuickBooks Online.

Lastly, you may refer to this article to view various details on what information you can import to QuickBooks Online to avoid any errors: Common questions about importing data to QuickBooks Online.

You're always welcome to post other concerns here if you need to work on your data in QuickBooks. I'll be sure to get back to you, JD_LV. Have a great day!

I appreciate the additional information and references.  I will check them out.  Unless I am misunderstanding your proposed explanation, this is not the case for my situation.  I have an estimate where all line items were applied to an invoice.  Each of the line items have a check mark in the closed column on the estimate.  In addition, the "closed" status on the customer's main page is in green text.  I've noticed when an estimate is manually closed, the text is black. 

When I go to the All Sales section and filter that customer, the estimate and billable expenses reflect closed.  However, the estimate and billable expense charges reflect applied when exported to Excel. 

As stated before, I'm new to Quickbooks and trying to figure out the different processes and terms used within the program so we can adjust our processes to retrieve and research the business' transactions as needed

Thanks again. 

I’m here to shed your confusion, @JD_LV.

Once an estimate is converted to an invoice transaction, it’ll automatically mark as Closed in green text. And it shows Applied when you export it to Excel.

Yes, you’re correct. When an estimate is manually closed, the text is black and remains Closed after exporting.

I’ve added some screenshots for complete understanding and your visual reference:

QuickBooks Online uses this method so users can easily determine which entries are applied and not.

If you need resources, tips, or insights about QuickBooks and how to manage it efficiently, visit the QuickBooks Support page anytime. It’ll give you more details about the program’s features and proper bookkeeping practices.

Please don’t hesitate to add a reply below if you have any other questions, concerns, or clarification. The Community team is always here to help and make sure everything gets covered.

Why is it that some of my estimates stay as pending or accepted even after creating/converting to invoice has been done?  The invoice gets created, but the estimate doesn't go to closed status.  Seems like some work fine and others don't even though I think we are doing it the same on all estimates that are turned into invoices.

Thanks,

DES

I appreciate you dropping by this thread, @DESLLC.

Locally stored internet cache files can occasionally cause the product to behave unexpectedly. When I replicated it on my end, I was able to have a Closed status of my estimate when I converted it to an invoice in QuickBooks Online (QBO). This might be due to a problem with your browser.

QuickBooks Online can occasionally stop working properly since browsers can be overloaded with site data. To isolate possible issues, I recommend opening a different browser or a private window. This can help us remove any cache-related issues that may have contributed to the problems.

Here's how to activate incognito mode in some of the most common online browsers:
 

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Option + P

If you're finally able to have the Closed status on your estimates after converting them to invoices, it's safe to say that the browser has caused it. This can be fixed by clearing your cache and cookies.

Moreover, I'll also share this link where you can search for articles that can serve as your reference to guide you in adding, organizing, and sending invoices in QBO: Invoices and Payments Help Articles in QuickBooks Online.

Feel free to leave a reply if you require further assistance with converting your estimates to invoices in QuickBooks. The Community team always has your back. Have a good one.