Main / Article / 
How to Convert an Estimate to an Invoice in QuickBooks Online

How to Convert an Estimate to an Invoice in QuickBooks Online

To convert an estimate to an invoice in QuickBooks Online, open the estimate, click “Create Invoice,” review details, and send it to your customer.

To convert an estimate to an invoice in QuickBooks Online, open your approved estimate, review all details, and select Create Invoice. This process transfers all information, items, pricing, taxes, and customer details into an invoice automatically, saving you from manual data entry. You can choose to invoice the full amount, a percentage, or specific line items, which is especially useful for progress-based projects. Once finalized, you can send the invoice directly to your customer for faster, more organized payments.

Open the Approved Estimate

To convert an estimate to an invoice in QuickBooks Online, open the approved estimate.

  1. Go to the Sales menu on the left-hand side.
  2. Click All Sales or Estimates.
  3. Locate the estimate you want to convert — you can search by customer name, date, or estimate number.
  4. Click on the estimate to open it.

Confirm that all details (items, quantities, prices, and taxes) are correct before moving on. If necessary, make any final edits before invoicing.

Convert the Estimate to an Invoice

Once the estimate is ready, you can convert it to an invoice directly.

  1. At the top of the estimate, click the Create Invoice button.
  2. A new invoice window will open, pre-filled with all details from the estimate.
  3. Choose whether you want to invoice the entire estimate, a percentage of it, or specific line items (useful for progress billing).

For example, if you’re billing a client for 50% upfront, select the Percentage of the estimate option and enter “50.”

Review and Customize Your Invoice

Before sending the invoice, double-check all information.

  • Verify the billing address, payment terms, and due date.
  • Adjust tax rates or add new line items if changes were made after the estimate was approved.
  • Add notes or terms for clarity, such as warranty details or project milestones.

You can also customize your invoice layout under Customize > Edit Current to match your company branding.

Send the Invoice to Your Customer

After reviewing, it’s time to send the invoice.

  1. Click Save and Send at the bottom right corner.
  2. Review the email message QuickBooks automatically generates — edit the subject or message if needed.
  3. Click Send and Close or Send and New to finalize.

Your customer will receive the invoice via email with an option to pay online (if online payments are enabled).

Track Payment Status

QuickBooks automatically updates the status of your invoice.

  • Pending – Invoice sent but not yet paid.
  • Paid – Payment received and recorded.
  • Partial – Partial payment received.

To track these details:

  1. Go to Sales > Invoices.
  2. Filter invoices by status or customer name.
  3. Click any invoice to view details, notes, or payment history.

Simplify Invoicing with DepositFix Integration

If you regularly convert estimates into invoices and collect payments online, consider using DepositFix with QuickBooks Online. DepositFix allows you to:

  • Accept credit card or ACH payments directly from invoices.
  • Automatically sync payments and invoices between DepositFix and QuickBooks.
  • Send customized, branded payment forms linked to your invoices.
  • Reduce manual reconciliation and improve cash flow.

This integration eliminates the need to chase payments and helps you manage billing from one place, saving time and ensuring accuracy.

Wish you could eliminate credit card fees altogether?
Learn Now
Table of Contents:
More resources:
How to Create a Progress Invoice in QuickBooks Online

To create a progress invoice in QuickBooks Online, turn on progress invoicing, build invoices from estimates, and bill customers by project phase or completion.

‍Read more
How to Create Invoices in QuickBooks

To create invoices in QuickBooks, enter customer info, add services, set rates, and send online. Clear, itemized invoices speed up payment collection.

‍Read more
How to Create an Estimate in QuickBooks Online

To create an estimate in QuickBooks Online, add customer info, list services, and set prices. Easily convert approved estimates into invoices with DepositFix.

‍Read more

Ready to streamline your payment operations?

Discover the hidden automation in your payment, billing and invoicing workflows. Talk to our experts for a free assement!

CTA Image