Convert an accepted estimate into an invoice in QuickBooks Online so the lines, rates and customer details carry over with no retyping.
Who it is for
Contractors and service businesses quoting jobs in QuickBooks Online. Check the converted invoice by eye before you send it; wrong rates bill wrong.
Tools
QuickBooks
ChatGPT or Claude to draft the estimate wording
Your price list or rate card
Steps
Draft the estimate wording with the prompt below: plain line items, quantities, rates and terms.
In QuickBooks Online, select Create, then Estimate, pick the customer, and enter the lines.
Use the customization options for your logo and design, and add notes or photos if the job needs them, per Intuit's guide.
Select Review and send so the customer gets a link to approve the estimate online.
When the estimate shows Accepted, or you mark it accepted after a verbal yes, open it from the Estimates list and select Convert to invoice.
Choose the whole amount or a percentage for progress invoicing, per Intuit's guide.
Check every line and rate on the invoice, then save and send.
The prompt
Draft the line items for my estimate.
Business: [NAME, trade]
Job: [WHAT, WHERE]
Lines I need: [for example labor hours, materials, disposal fee]
My rates: [RATE PER LINE or RANGE]
Terms: [deposit, payment due, valid-until date]
Write one line per item, plain words a customer understands:
- Item, quantity, rate, line total
- A short terms block at the end
Rules:
- Use only the rates I gave you. Show the math for every line.
- No invented discounts or fees.
- Show me the estimate text first. Do not send it to anyone.
Tips
Intuit says converting links the estimate and invoice in your records, which keeps the books clean at tax time.
A deposit requested on the estimate becomes available to convert once the customer pays it and accepts.
Customize the form once and QuickBooks reuses the design on later estimates.