---
name: estimate-to-invoice-in-quickbooks
description: "Estimate to invoice in QuickBooks. QuickBooks Online converts an accepted estimate into an invoice and copies the details across, so nothing gets retyped or dropped. Draft the estimate wording with the prompt below, then convert from the Estimates list once the customer accepts. Use when the user asks for help with this job."
---

# Estimate to invoice in QuickBooks

## When to use

Contractors and service businesses quoting jobs in QuickBooks Online. Check the converted invoice by eye before you send it; wrong rates bill wrong.

## Steps

1. Draft the estimate wording with the prompt below: plain line items, quantities, rates and terms.
2. In QuickBooks Online, select Create, then Estimate, pick the customer, and enter the lines.
3. Use the customization options for your logo and design, and add notes or photos if the job needs them, per Intuit's guide.
4. Select Review and send so the customer gets a link to approve the estimate online.
5. 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.
6. Choose the whole amount or a percentage for progress invoicing, per Intuit's guide.
7. Check every line and rate on the invoice, then save and send.

## Prompt

Fill the [BRACKETED] parts with the user, then follow this 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.
```

## Guardrails

- Draft first and show the user. Never send, post, pay, book, cancel or delete without the user's explicit approval of that exact action.
- Use only facts the user gives you or that you can cite. If something is missing, ask instead of guessing.

## Common snags

- A rejected estimate needs its status set back to Pending and resent before it can be accepted, per Intuit.
- Progress invoicing bills a percentage, so check the math on each draw.
- Verbal yeses are fine, but mark the estimate Accepted yourself or the convert option stays out of reach.

## Source

https://www.aisetupsthatwork.com/setups/estimate-to-invoice-in-quickbooks/ (AI Setups That Work)