cancel
Showing results for 
Search instead for 
Did you mean: 
Announcements
Help us improve your self help experience. We'll donate $1 to WHO for every completed survey. Complete the survey now.
Intuit

Create and send estimates in QuickBooks Online

Learn how to set up estimates in QuickBooks Online.

Create an estimate when you want to give your customer a quote, bid, or proposal for work you plan to do. The form looks similar to an invoice, but has a different purpose - it helps you start discussing details with your customer.

When the work is done and you're ready to invoice your customer, you can convert the estimate to an invoice so you don't enter it twice. Here's how to create a brand new estimate, convert it, or attach it to an existing invoice.

Step 1: Create an estimate

  1. Select + New.
  2. Select Estimate.
  3. Select a customer from the Customer dropdown.
  4. If the work has already started, select a status from the Pending ▼ dropdown. This is optional.
  5. Set the  Estimate Date and the Expiration Date.
  6. Enter the products and services you plan to sell.
  7. Enter any other info you need.
  8. When you're ready, select Save and send.

Step 2: Update an estimate's status

When your customer accepts the work, or your decides they don't want to continue, update the estimate's status. This keeps your accounts accurate and up-to-date:

  1. Go to the Sales menu.
  2. Select the All Sales tab.
  3. Find the estimate.
  4. In the Action column, select the dropdown▼ and then Update status.
  5. Select Accepted or another status. Then select OK.

Tip: Estimates aren't considered transactions on your books until they're accepted.

Step 3: Convert an estimate to an invoice

Convert the estimate to an invoice so you can bill your customer:

  1. Go to the Sales menu.
  2. Select the All Sales tab.
  3. Find the estimate.
  4. In the Action column, select Create invoice.
  5. Make any changes to update the invoice.
  6. Check the customer field and make sure the invoice is going to the right person.
  7. Make sure there's a Linked invoice link on the invoice. This shows the converted estimate. QuickBooks won't create a separate transaction.
  8. When you're ready, select Save and send.

Instead of converting estimates, you can also add them to existing invoices:

  1. Select + New.
  2.  Invoice.
  3. Select the customer from the Customer dropdown. This opens the Add to invoice window.
  4. In the Filter by dropdown, select Estimates.
  5. Select Add to add estimates to the invoice.
  6. Complete and send the invoice.

Tip: If you have more than one open estimate for a customer, you can add them all at once. However, your customer may prefer seperate invoices for each one.

Step 4: Review open estimates

  1. Go to the Sales menu.
  2. Select the All Sales tab.
  3. Select the Filter ▼ dropdown.
  4. In the Type dropdown, select Estimates.

You can also run a report to get more details:

  1. Go to the Reports menu.
  2. Look for and open the Estimates by Customer report.
  3. Select your date range and select Run Report.

This gives you the customer name, estimate number, status, and Invoice No. if it's been converted.

If a client decides they don't want you to do work anymore, it's better to close the estimate rather than delete it. This keeps the record on your accounts for good bookkeeping.

If you created an estimate by mistake, then you can simply delete it:

  1. Go to the Sales menu.
  2. Select the All Sales tab.
  3. Find and open the estimate.
  4. Select More.
  5. Select Delete.

Was this helpful?

You must sign in to vote, reply, or post