Estimates: quote it, then turn it into an invoice

An estimate is a quote. It does not touch your books until you turn it into an invoice.

Write one

1. Open All pages in the left sidebar, then under Sales click Estimates.
2. Click New estimate.
3. Pick the customer, set Valid until, and add your line items exactly like an invoice.
4. Click Save estimate.

Tax works the same as on an invoice, and line items can come from Products & services so your pricing stays consistent.

Send it

Click Send. Your customer gets a branded email with a link to the estimate, where they can Accept estimate or Decline themselves.

Their answer updates the status in BooksGPT, so you do not have to chase it.

Turn it into an invoice

Once it is accepted, click Convert to invoice.

• Every line copies across to a new draft invoice.
• Nothing is billed yet. Review the draft, then send it as usual.
• The estimate stays on file, marked converted, linked to the invoice it became.

Track where each quote stands

Use the status chips at the top of the Estimates list.

• Draft: not sent yet.
• Sent: with the customer.
• Accepted or Declined: they answered, or you marked it yourself with Accept or Decline.
• Converted: it is now an invoice. This is final, so a converted estimate cannot be re-accepted or edited.

Good to know

• Estimates never appear on your profit and loss, your balance sheet, or your A/R until they become an invoice.
• Valid until is on the quote for your customer to see. It does not expire the estimate automatically.
• Your customer cannot pay by card from the estimate or the invoice. Collect payment your usual way and record it on the invoice.

Updated on: 03/08/2026