How to Convert an Estimate to an Invoice in Quickbooks

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An estimate describes the work you can do or the products you can provide to a customer and at what price. Converting an estimate to an invoice can help you with consistency and accuracy. Using this method to invoice items a customer previously received in an estimate for ensures that the customer is paying for what he agreed to when he reviewed the estimate. Converting an estimate to an invoice saves you time because the invoice is a copy of your estimate.

  • Open QuickBooks. Hold down the "Ctrl" key and press "F" to open the "Find" window. Click the "Simple" tab. Select "Estimate" from the pull-down menu under "Transaction Type" and enter any other variables that will help you find your estimate. Click the "Find" button. Double-click on the estimate you want to turn into an invoice to open the estimate in the "Create Estimates" window.

  • Click the "Create Invoice" icon on the top line of the "Create Estimates" window to open the "Create Progress Invoice Based on Estimate" window.

  • Select "Create invoice for the entire estimate (100%) in the "Create Progress Invoice Based on Estimate" dialog box to invoice the entire amount of the estimate. Click the "OK" button to open the "Create Invoice" window with a new invoice prepopulated with all the information and amounts from the estimate. Click either the "Save & Close" button or the "Save & New" button to save the invoice.

  • Select "Create Invoice for a Percentage of the Entire Estimate" and enter a percentage amount to invoice a percentage of the estimate amount. QuickBooks will adjust the quantities by the percentage you enter. For example, if you send a customer an estimate on 100 items, to invoice for 80 percent of the quote, the invoice will list 80 items instead of 100 items. Click either the "Save & Close" button or the "Save & New" button to save the invoice.

  • Select "Create Invoice for Selected Items or for Different Percentages of Each Item" in the "Create Progress Invoice Based on Estimate" dialog box if you want to customize charges for different amounts of different items. Click the "OK" button to open the "Specify Invoice Amounts for Items on Estimate" dialog box. For each item listed on the estimate, you can specify the "Qty" (quantity), "Rate," and "Amount" or you can enter the "Curr %" (percentage) of the original estimate you want to charge on the invoice. Click the "OK" button when you are done to open the "Create Invoices" window. You can also change the quantities for each item in the "Quantity" column in the "Create Invoices" window. Click either the "Save & Close" button or the "Save & New" button when you are done.

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