{"id":29875,"date":"2024-05-23T09:41:44","date_gmt":"2024-05-23T13:41:44","guid":{"rendered":"https:\/\/www.method.me\/?p=29875"},"modified":"2026-03-10T11:03:36","modified_gmt":"2026-03-10T15:03:36","slug":"quickbooks-estimate-vs-quote","status":"publish","type":"post","link":"https:\/\/www.method.me\/blog\/quickbooks-estimate-vs-quote\/","title":{"rendered":"Difference between a quote and an estimate in QuickBooks: A detailed guide"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Understanding the difference between a quote and an <a href=\"https:\/\/www.method.me\/features\/estimates\/\">estimate<\/a> is crucial in financial transactions. Both play distinct roles in the business world and impact decision-making significantly.\u00a0<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">While they may seem similar at first glance, understanding their distinctions is vital for effective financial management and client communication. <a href=\"https:\/\/www.method.me\/quickbooks-crm\/\">QuickBooks<\/a>, a leading accounting software, offers robust features to handle these documents efficiently, allowing for better account management and record tracking.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This guide provides insights into the importance of distinguishing between the two and how QuickBooks facilitates their access and usage.<\/p>\n\n\n\n<div class=\"wp-block-group m-section-thin m-bluebanner is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group__inner-container\">\n<h3 class=\"wp-block-heading has-text-align-center simpletoc-hidden\" id=\"h-sick-of-missing-invoices-and-other-data-in-quickbooks\">Sick of missing invoices and other data in QuickBooks?<\/h3>\n\n\n\n<div class=\"wp-block-buttons m-justified-center is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-3e41869c wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button m-button cta-content qb1b\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.method.me\/quickbooks-crm\/?utm_campaign=2024ctas&amp;utm_term=cta-banner1b\"> See Method&#8217;s two-way sync <\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-importance-of-understanding-the-difference\">Importance of understanding the difference<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">It&#8217;s essential to differentiate between a quote and an estimate to ensure clear communication and accurate financial planning. A quote and an estimate serve different purposes and understanding their disparities can streamline financial transactions, leading to better decision-making and customer satisfaction.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-an-estimate\">What is an estimate?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An estimate provides a rough approximation of the costs involved in a particular project or transaction. It helps in forecasting expenses and plays a crucial role in budgeting and resource allocation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It is typically used in scenarios where the exact amounts cannot be determined upfront due to variable factors. Common scenarios where estimates are used include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Construction and contracting projects.<\/li>\n\n\n\n<li class=\"\">Service-based businesses that depend on varying labor and materials costs.<\/li>\n\n\n\n<li class=\"\">Manufacturing and production planning.<\/li>\n\n\n\n<li class=\"\">Initial project consultations.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-quote\">What is a quote?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A quote represents a firm price for a specific set of goods or services. It is a formal offer that gives clients a clear and final price for specific services or products. Once accepted, a quote is legally binding, and its billing information and due date are set in stone.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Characteristics that differentiate a quote from an estimate include its:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Binding nature.<\/li>\n\n\n\n<li class=\"\">Designated validity period.<\/li>\n\n\n\n<li class=\"\">Specific pricing for defined goods\/services.<\/li>\n\n\n\n<li class=\"\">Formal acceptance process.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-the-difference-between-a-quote-and-an-estimate-in-quickbooks\">What is the difference between a quote and an estimate in QuickBooks?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The main distinction between quotes and estimates in QuickBooks lies in their legal implications and the firmness of the pricing provided.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here is an example that highlights the difference between the two.&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"\"><strong>Estimate<\/strong><strong>s:<\/strong> An interior design firm uses estimates to give an initial price range for room renovations, which can change once the actual work begins.&nbsp;<\/li>\n\n\n\n<li class=\"\"><strong>Quote<\/strong><strong>s:<\/strong> A web development company provides a quote for the total cost of a website build after the requirements are fully defined.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-when-to-use-quote-vs-estimate\">When to use: Quote vs. estimate<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Here\u2019s a scenario-based guide to help you decide between the two:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Use a quote for formal price offers. Quotes are only useful when project details are clear and the client expects a guaranteed price.<\/li>\n\n\n\n<li class=\"\">Use an estimate when project specifics have yet to be determined or when costs are likely to vary. Estimates are used to project project costs and initiate discussions.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">In a nutshell, you should use quotes for formal offers with specific pricing for goods and services. On the other hand, you should use estimates to approximate costs and build opportunities.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-do-you-give-an-estimate-and-quote\">How do you give an estimate and quote?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Here\u2019s how to create and send an estimate in QuickBooks:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">1. In QuickBooks, navigate to the \u201cEstimates\u201d section:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">For QuickBooks Online, click on the \u201c+ New\u201d button at the top of the left sidebar.<\/li>\n\n\n\n<li class=\"\">For QuickBooks Desktop, go to the \u201cCustomers\u201d menu and select \u201cCreate Estimates.\u201d<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"562\" height=\"381\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2023\/02\/quickbooks-new.png\" alt=\"Screenshot of the New + menu in QuickBooks\" class=\"wp-image-21751 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2023\/02\/quickbooks-new.png 562w, https:\/\/www.method.me\/wp-content\/uploads\/2023\/02\/quickbooks-new-300x203.png 300w\" data-sizes=\"(max-width: 562px) 100vw, 562px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 562px; --smush-placeholder-aspect-ratio: 562\/381;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Image credit:&nbsp;<\/em><a href=\"https:\/\/www.intuitiveaccountant.com\/accounting-tech\/general-ledger\/quickbooks-online-quick-create-button-is-moving-new-name-too\/\" target=\"_blank\" rel=\"noreferrer noopener\"><em>Intuitive Accountant<\/em><\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">2. Choose the customer you want to send the estimate to, or create a new customer:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">3. Enter the estimate details, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Product or service details (i.e., quantity, work being done, etc.).<\/li>\n\n\n\n<li class=\"\">Estimated rates and taxes.<\/li>\n\n\n\n<li class=\"\">Date.<\/li>\n\n\n\n<li class=\"\">Estimate ID number (typically done automatically).&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">4. Customize your estimate layout and add custom fields if needed.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">5. Review and double-check all the details.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">6. Send the estimate:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">For QuickBooks Online, you can send the estimate directly from the platform via email. Click on \u201cSave and send\u201d to email the estimate to the client. You can also save it as a draft or print it out for manual delivery.<\/li>\n\n\n\n<li class=\"\">For QuickBooks Desktop, it\u2019s easiest to print out the estimate and mail it to the client. But if you\u2019ve set up email services in QuickBooks, you can email it directly from the software.<\/li>\n<\/ul>\n\n\n\n<div class=\"wp-block-group m-section-thin m-bluebanner is-layout-flow wp-block-group-is-layout-flow\"><div class=\"wp-block-group__inner-container\">\n<h3 class=\"wp-block-heading has-text-align-center simpletoc-hidden\" id=\"h-sick-of-manual-admin-work-save-time-on-every-job-with-method\">Sick of manual admin work? Save time on every job with Method.<\/h3>\n\n\n\n<div class=\"wp-block-buttons m-justified-center is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-3e41869c wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button m-button cta-content\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/grow.method.me\/fs-request-demo\/?utm_campaign=2024ctas&amp;utm_term=cta-banner-mofu1fs\">Learn more<\/a><\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The steps to create and send a quote in QuickBooks are very similar to the estimate process:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">1. In QuickBooks, you can\u2019t directly create quotes. Instead, you need to use workarounds:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">For QuickBooks Online, click on the \u201c+ New\u201d button, then select \u201cInvoice.\u201d<\/li>\n\n\n\n<li class=\"\">For QuickBooks Desktop, you can navigate through \u201cCustomers\u201d to \u201cCreate Estimates\u201d or \u201cCreate Sales Orders\u201d depending on your setup.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">2. Set up your financial document as a quote:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">You can modify your invoice, sales order, or estimate template to serve as a quote. Rename the title in the template from \u201cInvoice\u201d or \u201cEstimate\u201d to \u201cQuote.\u201d<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"1018\" height=\"469\" data-src=\"https:\/\/www.method.me\/wp-content\/uploads\/2024\/05\/QB-quote-template.jpeg\" alt=\"Screenshot of a quote template in QuickBooks.\" class=\"wp-image-29931 lazyload\" data-srcset=\"https:\/\/www.method.me\/wp-content\/uploads\/2024\/05\/QB-quote-template.jpeg 1018w, https:\/\/www.method.me\/wp-content\/uploads\/2024\/05\/QB-quote-template-768x354.jpeg 768w\" data-sizes=\"(max-width: 1018px) 100vw, 1018px\" src=\"data:image\/svg+xml;base64,PHN2ZyB3aWR0aD0iMSIgaGVpZ2h0PSIxIiB4bWxucz0iaHR0cDovL3d3dy53My5vcmcvMjAwMC9zdmciPjwvc3ZnPg==\" style=\"--smush-placeholder-width: 1018px; --smush-placeholder-aspect-ratio: 1018\/469;\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Image credit: <a href=\"https:\/\/quickbooks.intuit.com\/learn-support\/en-au\/manage-customers-and-income\/quote-template\/00\/352446\" target=\"_blank\" rel=\"noreferrer noopener\">QuickBooks<\/a><\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">3. Select the customer or add a new one.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">4. Enter quote details (see steps above).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">5. Customize the layout, add branding, and include additional necessary details.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">6. Review and double-check the quote.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">7. Send the Quote:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">For QuickBooks Online, you can directly email the quote to the client by selecting \u201cSave and send.\u201d This will send an email to their inbox with the quote attached as a PDF.<\/li>\n\n\n\n<li class=\"\">For QuickBooks Desktop, you can print the quote to mail or hand over physically. If you have email set up, you can send it directly from the program.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-should-be-included-in-a-quote-and-estimate\">What should be included in a quote and estimate?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Essential elements for every quote and estimate include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Itemized list of services or goods with detailed descriptions.<\/li>\n\n\n\n<li class=\"\">Breakdown of costs.<\/li>\n\n\n\n<li class=\"\">Terms and conditions.<\/li>\n\n\n\n<li class=\"\">Contact information.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Providing accurate and detailed quotes and estimates not only reflects professionalism, but also prevents disputes and misunderstandings to ensure client satisfaction and trust.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-do-you-estimate-a-quote\">How do you estimate a quote?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Step 1 of estimating a quote involves carefully considering the:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Costs.<\/li>\n\n\n\n<li class=\"\">Pricing strategy.<\/li>\n\n\n\n<li class=\"\">Market competitiveness.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Balancing competitive pricing with profitability is key to successful quoting. To accomplish this, make sure that you:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Research market prices.<\/li>\n\n\n\n<li class=\"\">Consider all costs involved.<\/li>\n\n\n\n<li class=\"\">Offer value-added services.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-key-takeaways\">Key takeaways<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">In summary, here\u2019s what you need to know about the QuickBooks estimate vs. quote distinction:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Understanding the difference between the two is crucial for accurate financial planning.<\/li>\n\n\n\n<li class=\"\">Estimates are general cost and project scope approximations.<\/li>\n\n\n\n<li class=\"\">Quotes are formal and legally binding once approved.<\/li>\n\n\n\n<li class=\"\">QuickBooks provides effective features for managing quotes and estimates.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For a better way to handle your QuickBooks quotes and estimates, consider integrating with third-party software like <a href=\"https:\/\/www.method.me\/\">Method:Field Services<\/a>. Tools like Method let you create quotes and estimates instantly, then convert them to invoices in a matter of seconds.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-quickbooks-estimate-vs-quote-frequently-asked-questions-faqs\">QuickBooks estimate vs. quote: Frequently asked questions (FAQs)<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-can-i-customize-the-estimate-form-in-quickbooks\">Can I customize the estimate form in QuickBooks?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes, you can customize the estimate form in QuickBooks to include:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Your branding.&nbsp;<\/li>\n\n\n\n<li class=\"\">Specific terms.&nbsp;<\/li>\n\n\n\n<li class=\"\">Other custom fields.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This ensures a professional and personalized representation of your business.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-are-the-types-of-estimates-in-quickbooks\">What are the types of estimates in QuickBooks?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">QuickBooks offers various types of estimates, such as:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"\">Standard estimates.<\/li>\n\n\n\n<li class=\"\">Progress invoicing estimates.<\/li>\n\n\n\n<li class=\"\">Time and costs estimates.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Each of these estimates is suited for a different project scenario.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-are-estimates-and-quotations-legally-binding\">Are estimates and quotations legally binding?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Estimates are not legally binding and serve as approximations. In contrast, quotations, once accepted, become legally binding contracts, outlining the terms and pricing for specific goods\/services. Understanding the legal implications of each is vital for clear and transparent business dealings.<\/p>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\"><a href=\"https:\/\/grow.method.me\/fs-request-demo\/?source=blog\">See how<\/a> Method supercharges your QuickBooks estimates and invoices.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Image credit: pressfoto via <\/em><a href=\"https:\/\/www.freepik.com\/free-photo\/business-people-signing-contract_6766145.htm#fromView=search&amp;page=1&amp;position=5&amp;uuid=1c22a496-df3a-416c-a8c9-656dbd9387f2\" target=\"_blank\" rel=\"noreferrer noopener\"><em>Freepik<\/em><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Understanding the differences between a QuickBooks estimate vs. quote is crucial. This blog breaks down each concept so you always know when to use an estimate and when to send a quote.<\/p>\n","protected":false},"author":45,"featured_media":29857,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[6276,39,18],"tags":[],"class_list":["post-29875","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-field-services","category-quickbooks-accounting","category-small-business"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.5 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Difference Between a Quote and an Estimate in QuickBooks &#8212; Method<\/title>\n<meta name=\"description\" content=\"Understanding the differences between a QuickBooks estimate vs. quote is crucial. This blog breaks down each to improve your bottom line.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.method.me\/blog\/quickbooks-estimate-vs-quote\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Difference between a quote and an estimate in QuickBooks: A detailed guide &#8212; Method\" \/>\n<meta property=\"og:description\" content=\"Understanding the differences between a QuickBooks estimate vs. quote is crucial. 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