Converting estimates to invoices is crucial for small businesses and freelancers to simplify their financial management and ensure timely payments. 

Learning how to convert an estimate into an invoice in QuickBooks Online is one of the best ways to accomplish this. The good news is that it doesn’t require an accountant or multiple team members.

Keep reading to learn: 

• The seven steps outlining how to convert an estimate into an invoice in QuickBooks.
• Best estimate and invoicing practices.
• The difference between quotes and estimates.

By the end, you’ll transform your billing processes for a better bottom line. Let’s get started!

What is a QuickBooks estimate?

An estimate serves as a preliminary quote or proposal that outlines the anticipated costs for products or services. By converting an approved estimate into an invoice, businesses can formally request payment from their customers. This facilitates efficient billing and revenue collection.

QuickBooks is a powerful accounting software that simplifies financial management for businesses of all sizes. It offers a comprehensive suite of tools to: 

• Track expenses.
• Manage invoices.
• Generate reports. 
• Maintain accurate financial records. 

Everything about QuickBooks is designed to simplify your accounting workflows. One significant advantage is the ability to convert estimates into invoices with just a few clicks — confirm the details, generate the invoice, and apply any final adjustments before sending it off to the customer. 

By leveraging QuickBooks’ estimate-to-invoice conversion feature, you can seamlessly transition from the proposal stage to the billing process. 

7 steps to convert an estimate to an invoice in QuickBooks

Converting estimates to invoices accurately is essential for maintaining organized financial records and ensuring timely payments. Following these steps helps you: 

• Streamline the process. 
• Minimize errors.
• Save valuable time.

Step 1: Sign in to QuickBooks Online

1. Open your web browser and navigate to the QuickBooks Online website.
2. Enter your email address and password in the designated fields.
3. Click the “Sign In” button to access your QuickBooks account.

When setting your username and password, use strong and unique login credentials to ensure the security of your financial data. Also, make sure you enable two-factor authentication for an additional layer of protection.

Step 2: Choose the Get Paid tab

Locate the “Get Paid” tab in the QuickBooks Online dashboard. This tab is dedicated to managing transactions, including invoices and estimates.

The “Get Paid” tab serves as a centralized hub for all your billing and payment-related activities, making it easier to track and manage your financial transactions.

Image credit: SaasAnt

Step 3: Choose the estimate option

1. In the “Get Paid” tab, locate the “Estimates” section or option.
2. Click on the “Estimates” option to access the list of existing estimates.
3. Select the estimate to be converted based on the customer name or ID.
4. Open the desired estimate.

The estimate option in QuickBooks plays a crucial role in financial management by allowing businesses to create and manage preliminary quotes or proposals for their products or services.

Step 4: Check the estimate status

1. Access the estimate from the transaction list.
2. Review the estimate’s status to ensure it is marked as “Accepted” or “Approved” by the customer.
3. If the status is not “Accepted” or “Approved,” you may need to follow up with the customer before proceeding with the conversion.

Checking the estimate status is essential to avoid converting an estimate that has not been approved by the customer, which could lead to billing disputes or delays in payment. Ensure that the estimate accurately reflects the agreed-upon products or services, quantities, and pricing before converting it to an invoice.

Step 5: Change the estimate status

1. Locate the option to change the estimate status.
2. Select the appropriate status, such as “Accepted” or “Approved,” to indicate that the customer has approved the estimate.
3. Note the conversion date for your records.
4. Save the changes to the estimate status.

By updating the status to “Accepted” or “Approved,” you are documenting the customer’s approval and preparing the estimate for conversion into an invoice.

Image credit: Tarabyte Solutions

Step 6: Convert an estimate into an invoice

To generate an invoice from an estimate:

1. Once the estimate status is “Accepted” or “Approved,” locate the option to convert the estimate into an invoice.
2. Click the “Convert to invoice” to initiate the conversion process.
3. Review the details of the invoice carefully, ensuring that all information, such as item descriptions, quantities, and pricing, is accurate.
4. Double-check the invoice details to avoid any discrepancies or errors that could lead to billing disputes or payment delays.
5. Verify that the customer’s contact information, billing address, and any additional notes or comments are correct. Your invoice ID or number does not need to match your estimate ID or number.
6. Save the newly created invoice and mark the estimate as closed or invoiced if it doesn’t change automatically.

Similarly, you can easily track invoice status (e.g., pending, sent, paid). This ensures you have a clear view of your business’ cash flow at all times. 

Step 7: Edit the invoice

1. After converting the estimate to an invoice, you can customize the invoice template as needed.
2. Locate the option to edit the invoice, typically found in the invoice details or action menu. Here, you can adjust quantities or services on the invoice.
3. Update any necessary information on the invoice and choose the appropriate invoice details, such as updating:
   • Billing and shipping address.
   • Quantity of items or services.
   • Tax rate or amount.
   • Total invoice amount.
   • Pricing, including unit price or rate and discount amount if applicable.
   • Due date.
   • Payment terms.
   • Attached files or documents.
   • Invoice notes or comments.
4. Review the invoice for accuracy and confirm the conversion details. Once you finalize the conversion process and save your changes, will apply any necessary adjustments to the invoice

Editing the invoice after conversion may be necessary to accommodate any last-minute changes or updates requested by the customer. Ensure that any modifications to the invoice are accurately reflected in your final subtotal amount, financial records, and reports.

From there, you’re ready to send the invoice to the customer. The email template used for sending the invoice is totally customizable. Once it’s paid, record the transaction in your books and leverage reporting features to ensure your processes are optimal.

QuickBooks estimates vs. quotes

An estimate in QuickBooks is a preliminary proposal that outlines the anticipated costs for products or services. It serves as a starting point for negotiations and allows customers to review and approve the proposed pricing before committing to a purchase.

A quote, on the other hand, is a more formal and binding offer that typically includes a fixed price and specific terms and conditions. Quotes are often used when the scope of work or products is well-defined, and the customer is ready to make a purchasing decision.

Here are a few key differences between the two:

• Estimates are typically used in the early stages of the sales process, while quotes are presented closer to the final decision-making stage.
• Estimates are more flexible and can be easily modified based on customer feedback or changes in requirements, whereas quotes are generally considered final offers.
• Estimates may include estimated costs or ranges, while quotes typically provide a fixed price for the products or services.
• Estimates are often used for larger or more complex projects, where the scope and requirements may evolve during the negotiation process, while quotes are better suited for straightforward transactions with clearly defined deliverables.

Key takeaways

Converting estimates to invoices in QuickBooks is a crucial step for small businesses and freelancers to streamline their billing and payment processes. 

Following the step-by-step guide outlined in this article helps ensure accuracy and efficiency. Learning how to convert an estimate to an invoice in QuickBooks makes the conversion process instantaneous. 

To truly optimize your experience, QuickBooks integrates a variety of features that let you customize and adjust the invoicing process according to your preferences. From the action column within your invoice window, you can: 

• Adjust payment terms.
• Apply discounts.
• Finalize details.

That way, you ensure that everything aligns perfectly with your business needs.

Whether you are working from the desktop version or QuickBooks Online, the user interface ensures that you can easily navigate through various options like managing taxes efficiently. Features like progress invoicing and the ability to adjust for taxes are just a click away, accessible through dropdown menus that make navigation straightforward.

QuickBooks also makes it simple to access, customize, and manage all aspects of financial operations, from bookkeeping to generating detailed customer reports. 

If you’ve reached the limits of QuickBooks or want to strengthen your invoicing process further, consider Method. The platform transforms workflows for QuickBooks users to: 

• Automate routine tasks.
• Manage customer relationships. 
• Synchronize sales and accounting data in real time. 
• Add custom fields (e.g., project name, sales rep).

With Method, you can also generate comprehensive reports and customize your content, providing detailed results that help track business progress. You also get access to help center articles and instructional videos that help new users get up to speed. Each update includes new functionalities that further enhance your ability to manage your operations efficiently.

How to convert an estimate to an invoice in QuickBooks: Frequently asked questions (FAQs)

Can I delete an estimate in QuickBooks?

Yes, you can delete an estimate in QuickBooks if it is no longer needed or if it was created by mistake. 

However, it’s important to note that deleting an estimate is a permanent action, and the estimate will be removed from your records. If you need to keep a record of the estimate for future reference, it’s recommended to mark it as “Closed” or “Rejected” instead of deleting it.

Is it possible to add multiple estimates to the invoice?

Yes, it is possible to add multiple estimates to a single invoice in QuickBooks. This feature can be useful when you have provided multiple estimates or proposals to a customer for different products or services, and they have approved all of them. To add multiple estimates to an invoice, you can follow these steps:

1. Create a new invoice or open an existing one.
2. Locate the option to add an estimate to the invoice, typically found in the invoice details or action menu.
3. Select the estimates you want to include on the invoice.
4. QuickBooks will automatically populate the invoice with the details from the selected estimates.
5. Review the invoice to ensure all information is accurate and make any necessary adjustments.
6. Save the invoice and proceed with sending it to the customer.

Can I convert a quote into an invoice in QuickBooks Online?

Yes, you can convert a quote into an invoice in QuickBooks Online. Here’s how.

1. Sign in to your QuickBooks Online account.
2. Navigate to the “Get Paid” tab and select “Quotes.”
3. Locate the quote you want to convert and open it.
4. Click the “Create Invoice” button.
5. Review the invoice details and make any necessary changes.
6. Save the invoice and send it to the customer.

Convert estimates to invoices in seconds with Method. Try it for free.

Whether you’re printing checks as part of your company payroll or to pay bills, knowing how to print checks in QuickBooks Online is an important part of handling your daily business functions. For many, this task is complicated and time-consuming — but it doesn’t have to be.

Fortunately, QuickBooks Online simplifies this process with its built-in check printing features. By printing checks directly from QuickBooks Online, you can complete the payment process faster and keep your finances updated at the same time.

In this guide, you’ll learn:

1. How to set up your printer settings for checks.
2. How to set up the print check features in QuickBooks.
3. How to print checks in QuickBooks Online.
4. How to solve common check printing errors.
5. How to modify or edit your checks in QuickBooks.

Let’s jump in!

Getting started to print checks in QuickBooks Online

Before you learn how to print checks in QuickBooks Online, you’ll want to check that your printer:

• Has the correct paper stock for checks. If you load paper that is too thick or slippery, it can cause printing issues.
• Is compatible with check printing.

Paper that is customized for checks includes security features (watermark, security fonts). This ensures that information is aligned properly to validate your checks. 

You can still print checks on a regular office paper type. So, if you don’t have any specialized check paper available, normal printer paper still works in a pinch. Most home and office printers are able to print checks, so you should be fine if your printer is set up to print letter-size (8.5”x11”) paper.

Setting up and using Intuit QuickBooks Online for check printing lets you print directly from your business accounts. This is a great way to keep your financial records organized and avoid manual data entry.

Configure your print settings for printing checks

As the final step before you address how to print checks in QuickBooks Online, you’ll need to configure your computer print setup. Chances are, you already have an office printer set up.

To check your printer preferences on a Microsoft Windows computer:

1. Select your computer’s “Control panel” menu, navigate to “Hardware and sound,” and click on “Devices and printers.”
2. Right-click on your printer and choose “Printing preferences.”

Image credit: How-To Geek

3. Depending on your printer system, you’ll have different options to choose from. However, every printer has standard options you’ll want to configure as follows:
   • Paper: Letter size.
   • Orientation: Portrait.
   • Scale: 100%.
   • Fit to page: Off.

You may need to make further adjustments depending on how your check test print comes out.

How to print checks in QuickBooks Online

Follow along with this simple, step-by-step guide to learn how to print checks in QuickBooks Online.

Step 1: Set up QuickBooks to print checks

If you’re printing checks for the very first time, access your print checks setup by following these steps:

1. From the main menu, select “+ New” and then choose “Print checks.”

Image credit: Intuit QuickBooks

2. In the preview option, choose the check format (standard or voucher) you want to print. If you’re printing paychecks, choose voucher checks, as this option is designed with fields for pay stubs. If you need to execute a sequence of checks, check the “Standard” box.

Image credit: Intuit QuickBooks

Step 2: Add checks to the print queue

3. After choosing your check type, click “View preview and print sample.”
4. Your test check is previewed in the new window. Click “Print.”
5. Ensure the printer settings (single/multiple checks, tray selection)  are correct and that your preview is confirmed before clicking “Print” again.

Image credit: Intuit QuickBooks

6. Once the sample check is printed, align it over your pre-printed check stock to make sure the print quality is adjusted properly and that your alignment settings are correct. If you need to adjust the print settings because it’s misaligned, click “No, continue setup.”
7. Once it is checked over and your sample check is executed correctly, click “Yes, I’m finished.”
8. QuickBooks will list all checks you’ve marked to “Print later.” Click each checkbox individually to select only the checks you want to print right now.

Step 3: Printing your checks

9. Make sure your printer is loaded with the paper stock you want to print your checks on.
10. Under the “Starting check no.” field, enter the check number of the first check you want to print. Then, click “Preview and print” and “Print” in the next two pop-up windows.

Image credit: Intuit QuickBooks

11. Your print status is authorized to begin printing your checks. When it’s finished, look over everything to see if any checks were printed misaligned. If there were, you can re-print them from the next QuickBooks window. Make sure “Some checks need reprinting, starting with check:” is selected, and enter the number of the check where the errors began. If all your checks are printed correctly, click “Done.”

Image credit: Intuit QuickBooks

That’s all there is to it! You now know how to print checks in QuickBooks Online.

Accurately printing checks from QuickBooks is key to your financial management. It doesn’t just save you time and money — making sure each check is recorded correctly builds confidence in your: 

• Community.
• Vendors.
• Employees.

Common issues and solutions

It doesn’t end with knowing how to print checks in QuickBooks Online. Preventing, diagnosing, and solving common problems is just as important. Here are a few issues you might encounter and tips to work through them.

Incorrect printer alignment

If your checks are printing misaligned, such as the signature line (if pre-printed) not printing in the right place, you may need to do several test prints to find the correct setting. No two printers are exactly the same, so settings that work with one printer may not work with yours.

Check that your print window:

• Does not have “Fit to page” checked, as this option resizes your printed checks.
• Has the print scale set at 100%.
• Is set to portrait mode and not landscape mode.
• Has letter (8.5”x11”) size paper selected.

To avoid issues, also ensure user permissions are set and that your wifi setting is validated.

Ink quality

You may notice streaky or patchy printing on your checks. If this happens, it’s almost certainly a problem with the printer itself. Check that your printer’s:

• Software version is up to date. You may need to download a patch or update.
• Rollers don’t have ink on them. If so, you will need to clean them.
• Print speed is not set too fast. Some printer type settings have paper move through the printer more slowly.

Hint: Should other pages print with the same issue, you may need to bring your printer in for repairs or see that it is accessed and recalibrated by a service technician.

Also, note that if glossy or extra-thick stock paper is chosen for your checks, you may encounter issues. Your printer may not be designed to print on this type of paper, which causes streaky printing and/or alignment issues.

Create or modify your checks

It’s easy to create checks and modify them in QuickBooks Online. We’ll show you step by step how to do both.

Creating a new check

To create a check, follow these steps:

1. Select the “+ New” icon and then “Check.”

Image credit: Intuit QuickBooks

2. Enter the payee name and details.
3. Input the amount.
4. If you plan on printing the check through QuickBooks at a later time, check the box for “Print later.” Otherwise, enter the check number.

Image credit: Intuit QuickBooks

5. Click “Save and close” when you’re finished.

Before saving, double-check the details to make sure all products, items, and any necessary bank account information are accurate. Make a note in the memo box if you need to include additional information.

Modifying an existing check

If you made an error entering the check details the first time, or you need to go back in to add new information, you can modify an existing check. Here’s how.

Step 1: Navigate to the check input screen

From the main menu, select “Expenses” and then “Checks.”

Step 2: Edit the check

Make any edits to the: 

• Payee name.
• Amount.
• Date. 

Verify your details before continuing.

Step 3: Click “Print Check” or “Save and Close”

You can select “Print check” to print the check immediately in QuickBooks, or “Save and close” to save the check in QuickBooks without printing.

If you want to print the check later, select the “Print later” box and your check will enter a print queue for you to batch print checks later.

How to QuickBooks users can better manage lead to cash cycle

One of the best features of QuickBooks is its ability to integrate with third-party software. You can easily extend QuickBooks’ power with Method — a CRM and process automation platform that syncs with QuickBooks Online and QuickBooks Desktop in real time.

With powerful features to shorten your lead-to-cash process, Method adds marketing tools and detailed reports that simplify your pipeline. Add customization options (logo, font size) to your invoice templates and securely integrate with your checking account to process payments online.

The best part? Method’s seamless, two-way sync with your accounting software ensures that each transaction record is processed smoothly and appears in your QuickBooks and Method accounts instantly.

Method lets you save time and improve convenience for both your customers and team members to give you more time to address tasks that need your attention. Use its collection of resources to set up your customized solution. These include free: 

• Tutorial videos.
• Help center articles.
• 24/7 customer support.

Learn how you can extend the power of your QuickBooks account in the video section above!

Key takeaways

Understanding how to print checks in QuickBooks Online gives you the advantage of keeping your banking information and financial records together. You stay organized and avoid manual processes by having QuickBooks update your information automatically.

When knowing how to print checks in QuickBooks Online, remember that:

• Your printer settings need to be configured to avoid alignment errors and printing mistakes.
• Voucher checks are better for pay stubs, while standard checks are good for multiple checks.
• You can order your checks by date or payee to organize them for printing.

To optimize your payment processes even further and extend the limits of QuickBooks, consider integrating with third-party software like Method.

How to print checks in QuickBooks Online FAQs

Can you print checks out of QuickBooks Online?

Yes, QuickBooks Online supports check printing. One of the benefits of knowing how to print checks in QuickBooks Online is that you can keep your financial records organized and updated at the same time.

Avoid manually entering your checks one by one. QuickBooks Online categorizes your check register when you reconcile your accounts.

Do you need a special printer to print checks from QuickBooks?

You don’t need a special printer to print checks from QuickBooks, but you should check your compatibility and settings. The majority of home and office printers can print checks on regular letter-size paper.

How do you reprint checks and sales forms in QuickBooks Online?

To reprint checks in QuickBooks Online:

1. Select “Expenses” which is navigated from the main menu and then click the “Expenses” tab.
2. Find the check that you want to print or use the filter to locate it easier.
3. Click “Print check” at the bottom of the screen.

To reprint sales forms in QuickBooks Online:

1. Click on “Sales” from the main menu and select the “All sales” tab.
2. Locate the invoice or sales form that is saved in the list. You can use the filter to find it easier.
3. Select the sales form and click “More actions” to pull up a drop-down menu.
4. Click “Print.”

Learn how to expand the power of your QuickBooks Online account with a free demo of Method!