How to convert an estimate into an invoice in QuickBooks Online

Learn how to transform an estimate into an invoice using QuickBooks Online.

Once a customer has approved your estimate, you can seamlessly convert it into an invoice. This conversion process creates a direct link between the estimate and the invoice, ensuring the accuracy of your financial records. Additionally, it saves you time by eliminating the need to input the same information twice, as QuickBooks automatically populates the invoice with the details from the estimate.

Here are the steps to convert an estimate into an invoice:

1. Determine whether you are using the old or new estimate and invoice interface, as the process may vary.
2. If you are using the new estimates and invoices layout and have set up QuickBooks Payments with a deposit request on your estimate, the estimate will automatically transform into an invoice once the customer pays the deposit.

Or, if you need to manually convert the estimate to an invoice, follow these steps:

1. Visit the "Sales" section and click on "All Sales" to access the relevant area.
2. Locate the estimate that you wish to convert. If the status column indicates "Rejected," you must update the status before proceeding. (If the status is different from "Rejected," proceed to step 4.)
3. In the Action column, click on the dropdown arrow (▼) and select "Update status."
4. From the Status field, click the dropdown arrow (▼) and choose either "Pending" or "Accepted."
5. Click "OK," then locate the correct estimate in the Estimates list.
6. In the Action column, click "Convert to invoice."
7. If necessary, make any adjustments to the invoice.
8. Finally, click "Save" to complete the conversion process.

For more instructional videos, you can visit our video section.