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Electrician
Electrician
December 11, 2018
Solved

Using the Estimate/Invoicing function vs. Sales Receipt

  • December 11, 2018
  • 4 replies
  • 0 views

Hey guys, so basically I am just looking for some advice on this.  

Currently I use an iPad app to write up estimates, if I get the job I turn that estimate into an invoice thru the app.  When I get paid I enter the payment into the app and that "Paid" invoice becomes my receipt, which I email the PDF to myself.  I then enter the payment into QuickBooks (Desktop, for Mac) via the "Sales Receipt" function and attach the PDF of the receipt to that Sales Receipt dialog box.  I have been doing that successfully for 5+ years now.  

But it's a pain to do the estimates and invoices from the iPad when I am sitting at the desk, I would rather use the computer.  So I am thinking why not just use QuickBooks for estimates and invoices when I am in the office?  

And that is why I am here asking your advice.  Is there anything I should know before I make the switch?  Can I do it both ways?  I just want to be sure that I don't screw anything up, so if there are any caveats I would appreciate the heads-up!

Best answer by Rustler

You can do both, the only issue and it may not be something you care about at all, is the invoice numbering system in desktop vs the ipad app invoice.

Sounds like you go to a work site and do the approved work, then get paid on the spot - true?

If so, unless you can copy the estimate from the desktop to the app, you will have to create the estimate again in the app on site, invoice and get paid. 

4 replies

M
Malcolm Ziman
Level 4
December 11, 2018
Have you considered QBO, which lets you access your books from any device with internet?
Rustler
RustlerAnswer
Level 15
December 11, 2018

You can do both, the only issue and it may not be something you care about at all, is the invoice numbering system in desktop vs the ipad app invoice.

Sounds like you go to a work site and do the approved work, then get paid on the spot - true?

If so, unless you can copy the estimate from the desktop to the app, you will have to create the estimate again in the app on site, invoice and get paid. 

    M
    Malcolm Ziman
    Level 4
    December 11, 2018
    I see that your friend has been busy:
    "Last viewed by asker: 1 hour ago"
    answer posted "39 minutes ago"
    "Was this helpful? Yes 1"
    qbteachmt
    qbteachmt
    Level 11
    December 11, 2018

    "I then enter the payment into QuickBooks (Desktop, for Mac) via the "Sales Receipt" function

    Duplicate Sale. The Invoice already is the sale.

    Invoice = an Unpaid sale, and the payment follows later.
    Sales Receipt = a paid sale as One Step.

    Same function, meant for you to use one or the other, to meet the way Payments happen.
    Electrician
    ElectricianAuthor
    December 11, 2018
    It's not a duplicate sale because I have never used the Invoice function in QuickBooks.
    qbteachmt
    qbteachmt
    Level 11
    December 11, 2018

    "Up until now when entering a Sales Receipt I just chose the Electrical Work Item.  I don't enter any info about the job."

    It is up to you to use whatever matters to what you want to see, show the customer, and see in the reporting.

    "If I am going to start using QuickBooks for estimates and invoices, I will have to enter a couple dozen job tasks with descriptions, like "Electrical panel upgrade" with a paragraph explaining what is included."

    You don't have to Detail it.

    "This way I can just pull that up and add it to an estimate or invoice quickly instead of having to type it out each time."

    You can use Service Items for labor and Noninventory Items for materials you buy specific to these jobs, but not In detail. Ceiling Fixture vs Wall Sconce, or just Fixture is fine. Or, generically "Materials." And Other Charge = permits, for instance.

    "Do I enter that as an Item?  Or somewhere else?  It just seems like if I enter them as Items it will get clogged up with lots of tasks."

    Use as little or as much detail as matters to you. You can make Group Items and list the things that Always apply, then list the Group Item on the estimate, the sales receipt, the invoice. Examples:

    Two Car Garage = X qty of GIF outlets, X openers, X light fixtures, X hours projected. Three Car Garage = a different set  of things.

    You cannot delete anything that has been Used.

    I have screenshots for this, from the Desktop PC Job reports.


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