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December 17, 2020

Create and send quotes in QuickBooks Online

  • December 17, 2020
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Learn how to set up quotes in QuickBooks Online.

Create a quote 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 quote to an invoice so you don't enter it twice. Here's how to create a brand new quote, convert it, or attach it to an existing invoice.

Step 1: Create a quote

  1. Select + New.
  2. Select a Quote.
  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 Quote 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 close.

Step 2: Update a quote's status

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

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Find the quote.
  3. In the Action column, select the dropdown▼ and then Update status.
  4. Select Accepted or another status. Then select OK.

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

Step 3: Convert a quote to an invoice

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

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Find the quote.
  3. In the Action column, select Create invoice.
  4. Select Remaining total of all lines option if you want to create invoice on the entire quote amount.
  5. Select Create invoice.
  6. Make any changes to update the invoice.
  7. Check the customer field and make sure the invoice is going to the right person.
  8. Make sure there's a linked quote link on the invoice. This shows the converted quote. QuickBooks won't create a separate transaction.
  9. When you're ready, select Save and close.

Step 4: Review open quotes

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Select the Filter ▼ dropdown.
  3. In the Type dropdown, select Quotes.
  4. You can use additional filters as needed and select Apply.

You can also run a report to get more details:

  1. Go to Business overview and select Reports (Take me there).
  2. Look for and open the Quotes by Customer report.
  3. Select your date range and select Run report.

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

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