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Sajeel
May 18, 2020
Question

Linking Invoice to Estimates mid way

  • May 18, 2020
  • 1 reply
  • 0 views

Hi, I am new to QuickBooks and was wondering if you could help.

 

I created a Customer and then produced an Estimate (for which a PO is already active).

 

The issue I have is that, the PO was produced and 2 out of 5 invoices before I created a Quick Books account.

 

For invoices 3-5 I want to use Quickbooks to send to the Customer. And make sure that invoices 1 & 2 are recorded as paid/received.

 

Is there a way of manually linking invoices 1 & 2 which were created outside of quickbooks so that it shows a record of what has been received and paid? Any help will be much appreciated.

 

1 reply

RenjolynC
RenjolynC
May 19, 2020

Good day, Sajeel.

 

In QuickBooks Online, generating an estimate from a purchase order is unavailable. You can, however copy an estimate to a purchase order, but take note that some items will be not be carried over. Here's an article for more details: Copy an estimate to a purchase order.

 

For creating 5 invoices from 1 estimate, you can use the Remove line to not include the other items for that specific invoice.

 

To record an Estimate, here's how:

 

  1. Go to Sales > Customers.
  2. Select the customer's name and click the New transaction drop-down.
  3. Choose Estimate.
  4. Select the customer from the drop-down menu and add the items that you will be invoicing later.
  5. Click Save.

Then, create an invoices from the estimate by following these steps: 

  1. In the Estimate page, select the Create Invoice button and choose Create invoice when you get the How much do you want to invoice? pop-up window.
  2. Add the Invoice no. in the field and remove the other items by clicking on the trash bin icon beside the Amount column.
  3. When prompted, click on the Remove line button.
  4. Hit the Save and close.

Open the estimate again, and do the same steps until you're finished recording all 5 invoices.

 

Once done, you can click on the Receive payment link under the Action column to pay for invoice 1 and 2. I've got this article for reference: Record invoice payments in QuickBooks Online.

 

In sending the invoices 3, 4 and 5, you will need to open each invoice and click the Save and send button. Check out the steps in this article: Send an invoice.

 

With regard to linking the invoices 1 and 2, are you referring to match the payment downloaded from the Banking page? If so, you'll want to open this link for the instructions: Categorise and match online bank transactions in QuickBooks Online.

 

Please let me know if you're referring to something else. I'm just a few clicks away to help you some more. Take care and stay safe.

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