Estimates

Running a business means keeping your clients informed, especially regarding pricing. No one likes surprise costs at the end of a job! That’s where QuickBooks Desktop’s Estimate feature comes in handy. It lets you provide a clear breakdown of expected costs before any work begins, keeping everyone on the same page.

What is an Estimate in QuickBooks Desktop?

An estimate is like a quote or proposal—it gives your client an idea of how much a job or service will cost before you start the work. It’s not an invoice, meaning your client isn’t being billed yet. Instead, it’s a way to outline the expected costs so there are no surprises later.

Why Should You Use Estimates?

Here’s why using the Estimate feature in QuickBooks Desktop can be a game changer for your business:

✅ Builds Trust – Clients appreciate knowing what to expect before committing to a job.

✅ Prevents Misunderstandings – Laying out the details in writing reduces confusion and back-and-forth communication.

✅ Speed Up Invoicing – Once the job is done, you can convert the estimate into an invoice with just a few clicks.

✅ Helps with Planning – Having estimates in QuickBooks makes it easier to track potential income and manage your workload.

How to Create an Estimate in QuickBooks Desktop

Creating an estimate in QuickBooks Desktop is simple! Follow these steps:

• Open the Customers menu.
• Click on Create Estimates.

Step 2: Fill in the Client’s Information

• Select your customer from the drop-down list. If it’s a new client, you can add them on the spot.
• Choose the job (if applicable).

Step 3: Add Items to the Estimate

• List out the products or services you’ll be providing via the Item dropdown list.
• Enter the quantity, rate, and total cost for each item.
• Double-check that everything is accurate.

Step 4: Include Any Notes or Terms

• Include any special conditions, deadlines, or terms the client should be aware of in the memo or description section.

Step 5: Save and Send

• Click Save & Close or Save & New if you’re creating another estimate.
• To send it, click Email or Print and provide it to your client.

What Happens Next?

Once your client approves the estimate, you can proceed with the work. If necessary, you can edit the estimate or create a new one.

When the job is done, converting the estimate into an invoice is super easy:

• Open the estimate
• Click Create Invoice
• QuickBooks will pull in all the details, so you don’t have to enter them again!

Tip: Track Your Estimates

You can always check the status of your estimates by going to Reports > Jobs, Time & Mileage > Job Estimates vs. Actuals Summary. This helps you compare estimated costs with actual expenses and adjust future pricing.

Final Thoughts

Using the Estimate feature in QuickBooks Desktop keeps your pricing transparent and professional. Clients will appreciate the clarity, and you’ll save time when it’s time to send an invoice. If you haven’t used estimates before, try it on your next job—you’ll love how easy it is!