How to Create and Send an Estimate in QuickBooks Online

An estimate is a non-posting transaction that gives a customer a quote for products or services before work begins. It communicates expected costs clearly and can be converted into an invoice once the customer accepts — nothing posts to your accounts until then.

Step 1 – Open a New Estimate

A Create (+) – Click the Create button at the top of the left navigation bar to open the transaction menu.

B Estimate – Select Estimate under the Customers column to open a new estimate form.

Figure – Opening a new estimate

Step 2 – Add the Products or Services Being Quoted

A Product/service – Select the item being quoted from the drop-down list.

B Description – A clear description of what is included, so the customer understands exactly what the quote covers.

C Qty – The number of units or hours being estimated.

D Rate – The price per unit or hourly rate.

E Amount – The line total — QuickBooks calculates it automatically as quantity multiplied by rate.

Figure – Adding the quoted items

Step 3 – Complete the Estimate Details and Send

The Expiration date field below the estimate date sets how long the quote remains valid — fill it in before sending.

A Add Customer – Choose the customer receiving the estimate, or add a new one from the same list.

B Estimate no. – QuickBooks numbers the estimate automatically; change it if you use your own numbering.

C Estimate date – The date the estimate is created.

D Accepted by – Completed once the customer approves — the name of the person who accepted the quote.

E Accepted date – The date the customer accepted the estimate.

F Save – Saves the estimate to finish later.

G Review and send – Opens a preview and emails the quote to the customer.

Figure – Completing the estimate details