Solved

Change Orders and Partial Invoices in Quickbooks Online

Forum|Forum|8 years ago
October 3, 2017
6 replies
0 views

We are a Structural Steel Detailer: a company which creates details of steel constructions for steel fabricators and general contractors using a specialized CAD software. We currently use Quickbooks Premiere Contractor Edition to invoice our customers. Customers have jobs (projects), and invoices are based on the customer/project. The QB Premiere Contractor Edition essentially exceeds our needs in all areas and is cumbersome to use, since we are in several locations and have to use hosting. We would like to use QB online. However, there is one set of features that we need and can't find: we need to create estimates (base bids), enter change orders if necessary, and invoice a combination of base bids and change orders. We also invoice for parts of the project complete (I guess this is called progressive invoicing). On that basis, we then need to generate Customer Statements for jobs. Does anyone have any experience with an addon to QB Online that can handle this part? Thank you very much in advance.

Best answer by qbteachmt

"However, there is one set of features that we need and can't find: we need to create estimates (base bids), enter change orders if necessary, and invoice a combination of base bids and change orders. We also invoice for parts of the project complete (I guess this is called progressive invoicing). On that basis, we then need to generate Customer Statements for jobs."

Which is why you would use Desktop, not Online. You have a sophisticated need, but you seem to consider that Not Complex?

If Premier is too expensive for you, so is QB Online.

What you are asking is mostly available in QB Pro. You can Downgrade that data file into Pro, and there are Work Arounds for Charge Orders; you add a new Job level for that CO and its own estimate, for instance.

Pro handles ProgressInvoicing and Statements and Estimates just fine. You will have a few missing Job reports, and no Costs to Complete reporting.

vpcontroller

@Roblansky

I would like to refer you this QuickBooks feedback requests link. The link should address all the issues regarding the Progress Invoicing function in QBO. The bottom line is it's not currently available in QBO.

http://feedback.qbo.intuit.com/forums/168199-quickbooks-online-feature-requests/suggestions/3865710-introduce-progress-invoicing

QuickBooks Premier desktop may be cumbersome for some but it's still the best buck for money in accounting software.

qbteachmtAnswer

"However, there is one set of features that we need and can't find: we need to create estimates (base bids), enter change orders if necessary, and invoice a combination of base bids and change orders. We also invoice for parts of the project complete (I guess this is called progressive invoicing). On that basis, we then need to generate Customer Statements for jobs."

Which is why you would use Desktop, not Online. You have a sophisticated need, but you seem to consider that Not Complex?

If Premier is too expensive for you, so is QB Online.

What you are asking is mostly available in QB Pro. You can Downgrade that data file into Pro, and there are Work Arounds for Charge Orders; you add a new Job level for that CO and its own estimate, for instance.

Pro handles ProgressInvoicing and Statements and Estimates just fine. You will have a few missing Job reports, and no Costs to Complete reporting.

I

Ibkconstruct

Another easier way to do this is to just add the line item of the new scope into your original estimate. When you are finished and try to save, you will have an option to record it as an addition to the project. so you will see on your estimate, what was added and the date it was added on the same estimate. see the picture below:

P

pwelinc

Thank you for your question, as I have had the same. I apologize for not being able to provide you with an answer, but it is my hope that if enough of the QBO users that have migrated from the desktop version complain about QBO's shortcomings then perhaps some improvements may come of it. I have used the desktop version for 25 years and am astounded as to the many features missing from the the online version. What we gain from the flexibility of accessing the QuickBooks program from any location is, unfortunately, overshadowed by it's lack of features and functionality.

J

JasonM1

We are a contractor using QB Premier Contractor and would love to switch to QB Online but this is one thing we cannot do without. It has been 2 years since this post and still no change. I am not holding my breath...

JasroV

This is not what we want you to feel, @JasonM1.

Rest assured, I'll take note of this behalf and pass it along to our product engineers. That way, they'll consider adding this in the future.

In the meantime, I recommend checking our QuickBooks Blog page to know what's new and latest updates in QuickBooks Online (QBO).

Also, in case you want to learn some tips and tricks on managing your QuickBooks Desktop (QBDT) software, you can check our Help articles page for reference.

Our door is always open to help you anytime. Do leave a post whenever you have other questions. Take care!

S

Shelli1976

Hello Roblansky,

May I inquire what company you are with? I work for a structural steel company that uses outside services for our structural shops.

C

CSB2

It’s been almost 3 years since this original post and still no movement by intuit to make Change Orders available in QBO.

We are a small contracting company and we also need Change Order ability, and were told this was available when we spoke with a representative prior to making our purchase. We are too vested to switch to a different software and do not think we should pay for a separate service just to have Change Orders. Not too happy with our purchase at this point as many things we specifically asked about and were told are available in QBO are not.

J

Jsglenn3

I agree with everything you said. I am a small electrical contractor. I can't stand having to make a separate change orders outside of quickbooks. Making one change order messes everything up. Since the change orders I make are outside of Quickbooks there's no tracking of transactions. I have to do most tracking manually. If the change is an additional I can make a separate invoice for it. That doesn't make things to crazy. When I have to make a change that deducts from the contract price though, really throws a wrench into the works. Pretty please with a cherry on top add the ability to make change orders in quickbooks online. The lack of this ability has made me seriously consider switching accounting programs. I don't have the problems the poster above has because we are so small. Change orders are an absolute necessity for every contractor or there. I would love to know what other contractors are doing for change orders.

D

dbt102

Agreed that Change Orders is a must have for QB-Online. Seriously thinking about dropping it soon if the feature is not added.

I found this work around on you (censorme) tube that I am going to try. Not sure if the customer will accept it if presented in this manner.

https://www.youtube.com/watch?v=Tw5PxoXFGoE

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded