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R
rgraefe-msn-com
March 4, 2021
Question

Will the desktop version send out batch ESTIMATES? Not invoices, as we are just processing memberships not actually collecting money?

  • March 4, 2021
  • 5 replies
  • 0 views
We need to convert to desktop version if that will batch estimates- the online advanced is too cost prohibitive

5 replies

MariaSoledadG
MariaSoledadG
March 4, 2021

Yes, you can definitely send out batch estimates in QuickBooks Desktop, rgraefe-msn-com.

 

You'll want to make sure to tick the Email Later box when creating an estimate so you'll be able to see all the estimates on the Forms to Send window and send them by batch. I've attached a screenshot for your reference:

 

Furthermore, you can follow the steps below to create an estimate:

  1. From the QuickBooks Home screen or on the Customers menu, select Estimates / Create Estimates.
  2. On the Customer: Job drop-down, select a customer or customer job. If the customer or job is not on the list yet, you can select Add New.
  3. Fill in the relevant information at the top of the form like the Date and Estimate #.
  4. In the detail area, select the item(s) you propose to do or include as a sale.
    Note: When you select or add an item, the description and amount are automatically populated based on the description and unit cost entered when the item was set up. You can delete or modify this when creating Estimates.
  5. (Optional) If you want to apply for a discount, you need to create a discount item.
    1. From the QuickBooks Lists menu, choose Item List.
    2. Right-click anywhere and select New.
    3. In the New Item window, select the Type on the drop-down and choose Discount.
    4. Enter an Item Name/Number and a brief Description.
    5. In the Amount or % field, enter the discount amount or percentage. If your discount amounts vary, you may want to leave the Amount or % field blank and enter the amount directly on your sales forms.
    6. From the Account drop-down, choose the income account you want to use to track discounts you give to customers.
    7. Select an appropriate Tax Code for the item then OK.
  6. Select Save Close.

 

To send the forms, follow the steps below:

  1. Click File on the upper menu, then select Send Forms.
  2. Then, click Select None and mark the estimate forms that you want to send by placing a checkmark beside the Date. 

 

       

   3. Click Send Now. 

 

For your reference, you can visit this article for more information: Export and Convert your QuickBooks Online data to QuickBooks Desktop.

 

Reach out to us if you need further assistance about sending the form. Don't forget, the Community has always your back. 

john-pero
john-pero
March 4, 2021

You cannot create batch estimates as you can invoices - meaning in one action create identical estimates for all customers. You can batch send all of your estimates by selecting email later and then through Send Forms you send them all in a batch.

 

You can create one estimate and then make a copy for each customer, and you can also memorize customer estimates to autopost on a recurring basis

 

There may be options in the app store that will integrate with QBDT and at same time be cost effective for you

L
lgoldsmith2
December 27, 2023

Hi John,

 

Could you please explain how to memorize estimates to autopost on a recurring basis? When I do it, QBs has a pop-up alert that says the Customer:Job must be deleted before memorizing. Once clicking OK to that, it memorizes. However, when the time comes for the estimate to autopost, it says that it does not have the Customer:Job information so it does not autopost. In other words, it is deleting the link between the estimate and the specific customer before saving.

 

Thank you for your help!


Lindsey

K
Kurt_M
December 27, 2023

Thanks for joining us here in the thread, @lgoldsmith2. We're chiming in to share details about utilizing the memorize transaction option for estimates and automating it to post on your preferred option.

 

Memorizing estimates is purposely created to be reused for other customers inside the program. Thus, it's the reason you're receiving the prompt when you try to memorize the transaction. Also, please know that the transaction is a non-posting type, so the Automate Transaction Entry can't be used. On the other hand, you might consider using the sales order as it can allow you to add it to your invoice and utilize the Automate Transaction Entry option when memorizing the transaction.

 

Also, we recommend sending a feature request to our Product Development Team. This way, they can check your current situation and consider your ideas for future program updates. We'll write down the steps to get you going:

 

  1. Select the Help option.
  2. Select the Send Feedback Online option.
  3. Select the Product Suggestion option. A pop-up window displays.
  4. Enter your feedback suggestion.
  5. Click the Send Feedback button. The feedback is sent.

 

For more details, please see this page: How do I submit feedback?

 

In addition, we've got these articles to help you keep track of every transaction entered inside your company file: Understand reports.

 

You can post here in the Community space if you need assistance managing estimates or have any additional questions related to the program. We'll make sure to be around to help you out. Keep safe.

Fiat Lux - ASIA
Fiat Lux - ASIA
March 5, 2021

@rgraefe-msn-com 

You may prepare the Estimate data with the following template

CustomerTransaction DateRefNumberPO NumberClassTemplate NameTo Be PrintedBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepTermsDue DateCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceItem Line ClassFOBCustomer Acct NoMarkupMarkup is PercentSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureCurrencyExchange RateSales Tax Code
Home Town Bank01/10/2020100999  YHome Town BankOne Hundred State Street  AnytownNJ12345USAHome Town BankOne Hundred State Street  AnytownNJ12345USA(123) 456-7890      Net 30 Days  Remodel Cabinet2Cabinets1000             Non
Home Town Bank01/10/2020100999  YHome Town BankOne Hundred State Street  AnytownNJ12345USAHome Town BankOne Hundred State Street  AnytownNJ12345USA(123) 456-7890         Remodel Hardware4Hardware100             Non
Jane's Supermarket01/10/2020200123  NJane's SupermarketOne Main Street  AnytownNJ12345USAJane's SupermarketOne Main Street  AnytownNJ12345USA(999) 999-9999         Rehab Wood Door1Wood Door500             Non
Johnnies Sunoco02/10/2020201   NJohnnies Sunoco1 North Street  AnytownNJ12345USAJohnnies Sunoco1 North Street  AnytownNJ12345USA          Rehab Flooring100Wood Flooring10             Non
Johnnies Sunoco02/10/2020201   NJohnnies Sunoco1 North Street  AnytownNJ12345USAJohnnies Sunoco1 North Street  AnytownNJ12345USA          Rehab Wallpaper100White Wallpaper10             Non
Johnnies Sunoco02/10/2020201   NJohnnies Sunoco1 North Street  AnytownNJ12345USAJohnnies Sunoco1 North Street  AnytownNJ12345USA          Rehab Lights5Overhead Lights50             Non
Johnnies Sunoco02/10/2020201   NJohnnies Sunoco1 North Street  AnytownNJ12345USAJohnnies Sunoco1 North Street  AnytownNJ12345USA          Rehab Draperies10Blue Draperies500             Non

 

then utilize an importer tool

https:// transactionpro.grsm.io/qbd

 

 

R
rgraefe-msn-comAuthor
March 5, 2021

Just to clarify regarding my original question- the "online" version has a tab for recurring transactions. THAT is what I need to be able to do: set up estimates (1 per person) that will automatically go out twice a month. For example: 50 of them going out on the 8th of March, for payments due the 15th of March; or 100 of them going out automatically on the 25th for payments due the 1st of the following month. I don't want to have to tick each one to be sent...can the desktop version do that??? thanks again for all responses...again estimates, not invoices, and done automaticaly by setting a date???

JoesemM
JoesemM
March 5, 2021

Thanks for providing more details of your concern, @rgraefe-msn-com.

 

Yes, QuickBooks Desktop also has an option to create a recurring transaction like QuickBooks Online. You can set up your Recurring Estimate twice a month but it's for a specific transaction that you've created. Let me show you how.

 

  1. From the Edit menu, select Memorize Estimate.
  2. Enter a Name. Then, select Add to my Reminders List.
  3.  Click the drop-down arrow in the How often field and select Twice a month.
  4. Enter the necessary dates of the transactions.
  5. Tap OK.
  6. Select Save & Close or Save & Next.

Once done, you can see your memorized transactions anytime. Just go to the List menu, then choose Memorized Transaction List.

 

 For more details, refer to this article: Create, edit, or delete memorized transactions.

 

 Also, you can look for a third-party app that can help you set up all the estimates and send them twice a month. Here's how:

 

  1. In your QuickBooks Desktop, go to the Help menu.
  2. Select App Center: Find More Business Solutions.
  3. In the Apps for QuickBooks Desktop Marketplace window and enter a word in the search field.
  4. Then, select the app from the list.

 

Or you can also go directly to this link: https://desktop.apps.com/home.

 

In case you need more information about our report features in QuickBooks. Feel free to check this article about customizing reports. This ensures everything is intact and accurate.

 

Please know that you can always get back to us if you have any questions with QuickBooks. I'm always here to help. Have a good day.

R
rgraefe-msn-comAuthor
March 9, 2021

Thanks for all the responses...just want to verify 100%

I need to send out statements (not invoices as we are not collecting $) to 50 different accounts, different amounts. Half go out on the 8th of the month and half to go out on the 25th of the month. Can all those different ones be set up as recurring for the same dates every month and be sent automatically....all done by the system, not by me checking them off individually (that's what I had to do with the online essentials version)

Once I set everything up I want the system to just automatically send them out...

thanks again for all your answers...getting ready to switch as soon as I have all my ducks in a row.

 

 

JoesemM
JoesemM
March 9, 2021

 

Thanks for getting back to us, @rgraefe-msn-com.

 

Currently, setting up recurring statements for the same dates every month and be sent automatically is unavailable in QuickBooks Desktop. As a workaround, you can look for a third-party application that integrates with QuickBooks, so you can set up recurring statements.

 

You can follow the steps, I've shared above on how to find a third-party app that suits your business needs. 

 

In case you want to learn more about creating statements in QuickBooks Desktop. Feel free to check this article: Create a billing statement.

 

Also, if you have other tasks to learn before switching to QuickBooks Desktop, please don't hesitate to check our help articles. They can guide you in managing your income, vendors, expenses, and your company file. Select and read an article here or choose a specific topic at the bottom of the page. 

 

Reach out to me if you have additional questions with statements or any concerns with QuickBooks. I'll be happy to help you out. Keep safe.

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