In this video, staff author Jess Stratton shows how to create estimates you can send to your clients, complete with line items and markup field. She also shows you how to send them out and find them later.
- One of my residential clients would love to know how much we would charge to do their wedding. In QuickBooks, you can create estimates, and either print them out and mail them, or email them directly to your customers. To create an estimate from the home screen, click estimates, click the drop-down, next to customer job, we're going to choose the customer that we're creating the estimate for, in this case, Cally Reynolds, you'll notice that the address gets populated on the right hand side. You can change that if you want. You can also change the estimate number, since this is our first estimate, it's estimate number one, but that might tell Cally that we're a little bit new at our business, so I'm going to go ahead and change that.
On the right hand side, I can see a summary of the customer, their phone number and email, any open balances they have, active estimates, and any recent transactions. I could also see notes that I have written about them that I might have written in the customer center. Now we're ready to start adding line items to our estimate. On the left hand side under item, click inside the cursor, and click the black triangle. Here's where we can see all the items that we added in a previous video. I didn't need to click inside the field, I could also just start typing and it will auto-populate, if I know these items.
The first thing I'm going to add is our wedding package service. Once I click on the item, it gets listed on the left hand side, and the description gets automatically populated. I can click inside and manually override any text that's here, I can also click my mouse into the next field, but it's much easier to hit the Tab key, this way, I can enter line items very quickly. I'll set the quantity to one, since we're only going to meet for an hour, I'll hit the Tab key again. The rate is automatically populated from when we created our item, however I can manually override the price also, the total amount is listed here.
I could add a markup if I wanted to, the markup wouldn't show up on the estimate that I sent to the client, it's just for me. For example, if the rate is the amount that I pay for the product, the markup is what I'm going to add to the customer's cost, and the total is the two combined. Since this is a service, it's non-taxable for me. I can hit the Tab key to go down to the next line, and add some more items. I'm going to go ahead and start adding some more items.
For each of these items, I could change the quantity, and if there's no rate listed, I can type one in. Every time I hit the Tab key, it automatically calculates the total, since these are physical products, they're declared as being taxable in QuickBooks. If you decide that you don't need a particular product, you can delete it by right-clicking inside of that line and choosing Delete Line. This makes it easy to delete a line if it's right in the middle of all of your other line items. When you're done, from the drop-down, you can choose the particular sales tax that they're liable for, you'll notice that it first subtotals all of the items, it includes the percentage for tax, and it gives you a total down at the bottom.
On the bottom left hand side, in the customer message field, if I click the black triangle, I can see the built-in QuickBooks messages, along with some ones that we added in a previous video. Now that it's done, there's a few ways I can get this estimate to the customer. At the very top of the screen, I can click the down arrow next to print, I can print a preview of my estimate, if I click on it, I can click Ignore All on the spellcheck, and then I can click inside the magnifying glass to make a larger version of this estimate to see how it's going to look.
Note that there's no markup field here, I'll click the close button at the top of the screen. If I click back on print, I can print the estimate directly, an envelope containing their address, and I could also save it as a PDF file on my computer and work with it later. I can also click to email it to my customer, if I place a check mark next to Email Later, I can send it out as a batch, along with other transactions in QuickBooks. It's okay if I don't have the customer's email address in the customer center yet, I'll be prompted to enter it if it's not already there when I save the estimate.
Let's go ahead and save this by clicking Save and Close at the bottom. If you haven't already put in an email address for your company, you'll be prompted the first time you click Email Later. This is going to be for the return address, from where customers can get in touch with you when you send out their invoices. I'll click Okay, click Ignore All again on the spellcheck, and now my estimate's been created. There's a few more things I want to show you. On the top right hand side of the screen, you'll notice that my notification bar has increased by one.
If I click on this, it's going to open up the reminder screen, and I can see that I have forms to send. This is my estimate, because I said I'd email it later, I can double-click on it, and it will pop up with my estimate. I can see it listed here, who it's being sent to, and the from address of my company, here's the attachment, I can see that it's a PDF file, there's a subject line, and I can go ahead and click in here and change the text if I want. I can also click inside the body of the email and change that too, for example, I can make it a little bit more personal.
If I'm all ready to send, I can click Send Now. Any other transactions that I had ready to be sent will also appear in this view. If I don't want to send any of them, I can uncheck any particular ones in this box. For now, I'll click close at the bottom of the screen. I'll click the x in the top right hand side to close out of this pane. If you ever need to access your estimates again to look for them for future reference, you can click back on estimates in the customer center. If it's an estimate that you made recently, or within one or two estimates, you can click the back button on the top left hand side of the screen.
It's going to pop up your previous estimate. And you could click on that a few more times to see some previous estimates and find the one that you need. If it was a long time ago, however, It's much easier to click on the Find button, which is right underneath the arrows. From here, in the customer jobs section, I can choose Cally Reynolds, I'll select her name, click find, and it will pop up her estimate. I could also look on the right hand side and see any other recent transactions. I can click on this blue text, and it will take me to a transaction journal, where I Can continue to click and view, and find all the transactions to find the figure that I'm looking for.
I'm all done with this, so I'll click the x in the top right hand side. I can continue to keep closing windows, and return to the home screen.
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- Explain how to open and close an existing company file.
- List the steps of adding bank accounts and credit cards.
- Set up customer and vendor profiles.
- Create and edit vendors and employees.
- Identify how to invoice customers and receive payments.
- Enter statement charges and assess finance charges.
- Set up payroll items and pay employees.
- Customize invoices and forms.