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Using Estimates in Quickbooks

If you need to give a customer a quote or an estimate, Quickbooks is a great place to start. If you already use Quickbooks for your accounting needs, using it for estimates can save you time and keep your books organized.

  • To start the process, click on the plus sign at the top of the page to open the Quick Create menu and click Estimate.
  • Next, select the customer from the drop down menu in the top left. If the estimate is for a new customer, simply select New Customer from the menu and fill in the name. If you have the customer’s address and contact info saved, Quickbooks will automatically fill in the relevant fields.
  • The Estimate Date will automatically be filled in as the current day, but it can be changed. You can also set an Expiration Date for the estimate.
  • Next, use the Details Grid to enter the Product/Service, Description, Quantity, and Rate. Quickbooks will save these details so you can quickly make estimates in the future.
  • Next, you can enter a Message for the customer, create a Memo for your own records, or Attach items such as pictures or other documents.
  • With the estimate filled out, you have several options. Click the Print or Preview button to convert the estimate into a printable document that can also be saved as a PDF.
  • Use the Make Recurring option if you expect this to be a recurring transaction. This feature allows you to specify how often for Quickbooks to automatically make the estimate, as well as the start date and end dates.
  • The Customize feature allows you to change the style of the estimate document, add a custom header or footer, add a logo, or add product information such as a SKU.
  • The More option will allow you to copy all of the info to a different estimate or look at the Audit History to see previous edits to the estimate.
  • The final step is to Save the estimate or Save and Send directly to the customer’s email.

One of the great parts about using estimates in Quickbooks is that you can convert the estimate directly into an invoice. If the customer accepts your offer, simply find the estimate from your recent transactions (which can be done using the search bar). Once the estimate is opened, click Copy to Invoice in the top right corner and all of the information from the estimate is copied to an invoice. If your business uses estimates with customers, using Quickbooks can save you time and show your customers that you care about the details.