Level 1

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?

Solved
Level 15

Reports and accounting

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

Level 15

Reports and accounting

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.

Level 1

Reports and accounting

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

Reports and accounting

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.

Level 1

Reports and accounting

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. 

Moderator

Reports and accounting

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.

 

Level 1

Reports and accounting

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?

Moderator

Reports and accounting

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.

Level 1

Reports and accounting

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?

Moderator

Reports and accounting

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.

Level 1

Reports and accounting

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  :-)

 

Level 1

Reports and accounting

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  :-)

 

Level 1

Reports and accounting

We use this link often.  Recently the invoice is not linked to the estimate, even if I create the invoice from the estimate.  What changed?  I've noticed the same issue when creating a bill/invoice from an open purchase order.  I fear the new "project," process has created this problem.  Can anyone help?

QuickBooks Team

Reports and accounting

Nothing has changed, Ndm. You should be able to link both sales transactions. Let me help you fix it. 
 

I've checked our records and didn't see any open cases the same as yours. So, I tried to replicate your concern on my sample file. The invoice is linked to the estimate.

 

 

This unexpected behavior can be caused by corrupted data. Let's run the Verify/Rebuild utility to detect the data damage. Here's how:

  1. Click File.
  2. Go to Utilities, then choose Verify Data.
  3. If QuickBooks detected no problems, there's no further action needed. If you receive a message, "Your data has lost integrity", the file is damaged. Just continue to Rebuild Data to correct the problem.
  4. When you Rebuild Data, you'll receive a message to back up your company file, just click OK. The utility starts as soon as the back up is finished.
  5. Click OK when you get the message "Rebuild has completed".
  6. Run Verify Data again to check for remaining data damage.

Once done, try to create an invoice from the estimate

 

You can get back to this thread if you have additional questions. We're right here to help you out.