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helmerconstructi
March 15, 2019
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What do the different status's mean for estimates... rejected, accepted & closed. If rejected can you retrieve them?

  • March 15, 2019
  • 3 replies
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Best answer by mazar

Hello,

 

Here is an overview of the status:

 

Pending: Estimate is created. Has not been accepted by customer yet. No invoice has been created from the estimate yet.

 

Accepted: Estimate is marked as accepted by customer and you can start invoicing based off of it. (If an estimate is in PENDING status and you click CREATE INVOICE, it will auto change the estimate to Accepted.

 

Closed: Estimate is closed and you cannot create an invoice from it.  This will happen automatically once you invoice for everything that's on the estimate.  You can also mark an invoice as closed instead of rejected if you have not heard back from your customer.

 

Rejected: Estimate is closed and you cannot create an invoice from it.

 

If an estimate is in a Closed or Rejected status, you can always go in and manually change the status back to Accepted if you want to use that estimate to create an invoice.  However, lets say you have an estimate and you invoice your customer for everything.  QBO closes the estimate.  Now you need to do MORE work for that customer on that job.  If you want to send them an updated estimate, even if you add things to the estimate it WILL NOT change the status.  You have to manually change it back to Accepted if you want to invoice for the new additions you just added.

 

3 replies

M
mazarAnswer
March 15, 2019

Hello,

 

Here is an overview of the status:

 

Pending: Estimate is created. Has not been accepted by customer yet. No invoice has been created from the estimate yet.

 

Accepted: Estimate is marked as accepted by customer and you can start invoicing based off of it. (If an estimate is in PENDING status and you click CREATE INVOICE, it will auto change the estimate to Accepted.

 

Closed: Estimate is closed and you cannot create an invoice from it.  This will happen automatically once you invoice for everything that's on the estimate.  You can also mark an invoice as closed instead of rejected if you have not heard back from your customer.

 

Rejected: Estimate is closed and you cannot create an invoice from it.

 

If an estimate is in a Closed or Rejected status, you can always go in and manually change the status back to Accepted if you want to use that estimate to create an invoice.  However, lets say you have an estimate and you invoice your customer for everything.  QBO closes the estimate.  Now you need to do MORE work for that customer on that job.  If you want to send them an updated estimate, even if you add things to the estimate it WILL NOT change the status.  You have to manually change it back to Accepted if you want to invoice for the new additions you just added.

 

    K
    Kenmoll1
    July 20, 2020

    How do I go in and change ESTIMATE status from closed to open or pending so I create an invoice?

    MJoy_D
    MJoy_D
    July 20, 2020

    Let me show you how to change the status of the estimate, @Kenmoll1.

     

    You can only invoice an estimate with Accepted or Pending status. You’ll just have click on the drop-down menu below the customer name to update the status of the estimate. 

     

    Here's how: 

    1. Go to that closed estimate. 
    2. Click the Closed drop-down menu below the Customer's name.
    3. Select Pending.
    4. Click on Save once you're done.

    You can create an invoice out from it by clicking the Create invoice button that appears beside the total Amount at the top left part. You can check these articles for more details about converting an estimate to an invoice:

    Let me know if there's anything else that I can help with your sales forms. I'm always here to assist. 

    M
    Mark_N
    February 17, 2022

    When I export estimates created in QBO out to Excel, I see the following status labels:

    accepted
    applied
    closed
    expired
    open
    rejected

    What is the applied status?  When does an estimate switch over to expired?

    Angelyn_T
    Angelyn_T
    February 17, 2022

    Hi, Mark. Let me share with you some information about the Applied and Expired statuses on estimates.

     

    The Applied status means that the estimate is linked or applied to an invoice or any other transaction. You can also open the estimate itself to verify if it was sent to your customer or created with a full or partial invoice.

     

    Here's how:

     

    1. Open the estimate transaction.
    2. See the status under the Customer section.

     

    On the other hand, an Expired status means that the estimate reaches the expiration date and is not applied or added to an invoice. Adding the expiration date is optional from the Expiration date field.

     

    To learn more about estimates and how to convert them into invoices, you can open these articles:

     

     

    Additionally, you can use your reports to track your estimate entries in QBO. For more tips about running reports, you can check out this article: Run reports in QuickBooks Online.

     

    If you have any other questions about the different statuses on estimates, let me know by adding a comment below. I'm always here to help. Keep safe!

      R
      RBCC1
      April 4, 2022

      How do you invoice for a partial invoice?

      D
      DESLLC
      March 9, 2023

      Why is it that some of my estimates stay as pending or accepted even after creating/converting to invoice has been done?  The invoice gets created, but the estimate doesn't go to closed status.  Seems like some work fine and others don't even though I think we are doing it the same on all estimates that are turned into invoices.

      Thanks,

      DES

      DHeraV
      DHeraV
      March 9, 2023

      I appreciate you dropping by this thread, @DESLLC.

      Locally stored internet cache files can occasionally cause the product to behave unexpectedly. When I replicated it on my end, I was able to have a Closed status of my estimate when I converted it to an invoice in QuickBooks Online (QBO). This might be due to a problem with your browser.

      QuickBooks Online can occasionally stop working properly since browsers can be overloaded with site data. To isolate possible issues, I recommend opening a different browser or a private window. This can help us remove any cache-related issues that may have contributed to the problems.

      Here's how to activate incognito mode in some of the most common online browsers:
       

      • Google Chrome: Ctrl + Shift + N
      • Mozilla Firefox: Ctrl + Shift + P
      • Microsoft Edge: Ctrl + Shift + P
      • Safari: Command + Option + P

       

      If you're finally able to have the Closed status on your estimates after converting them to invoices, it's safe to say that the browser has caused it. This can be fixed by clearing your cache and cookies.

      Moreover, I'll also share this link where you can search for articles that can serve as your reference to guide you in adding, organizing, and sending invoices in QBO: Invoices and Payments Help Articles in QuickBooks Online.

      Feel free to leave a reply if you require further assistance with converting your estimates to invoices in QuickBooks. The Community team always has your back. Have a good one.

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