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Send an estimate to QuickBooks

Turn a finished estimate into a draft invoice in QuickBooks Online, with the client, line items and totals, without retyping anything.

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Turn a finished estimate into a draft invoice in QuickBooks Online, with the client, line items and totals. You review it and send it from QuickBooks.

Once an Admin has connected QuickBooks, anyone on your team can turn a finished estimate into a draft invoice in QuickBooks Online. There's nothing to retype, and your client receives the invoice when you send it from QuickBooks.

How to send

  1. Open the job and get to the Export dialog in one of three ways:
    • On the Estimates tab, click Export.
    • On any other job tab, click the Export chip in the job's top bar.
    • Ask Wave in the job's chat to export the estimate.
  2. Under Output, choose Send to QuickBooks ("Create a draft invoice to review and send from QuickBooks.").
  3. If your company has more than one QuickBooks company connected, Wave asks Which company is this for? Pick one.
  4. Wave creates the draft and shows Invoice created. with a View in QuickBooks link.
  5. Open it in QuickBooks to review, adjust and send it to your client.

If QuickBooks isn't connected, the dialog offers Connect in Settings. An Admin connects it.

Built to keep your books clean

  • Always a draft. You review and send it from QuickBooks.
  • Matched customers. Wave matches the client against your existing QuickBooks customers first. When it finds near matches, it lists them under "Similar customers already exist in QuickBooks:" so you can pick the right one, or choose Create a new customer instead.
  • Rooms carry over. On multi-room estimates, each line says which room it belongs to, so the invoice reads like the estimate. Custom lines come across too.
  • One draft per estimate. If the estimate is already in that QuickBooks company, Wave shows Already in QuickBooks. with View invoice to open the existing one, or Send again to create a second draft.

Invoice numbers

If your QuickBooks company numbers invoices itself, the draft gets the next number from QuickBooks. If your QuickBooks company uses custom invoice numbers, Wave numbers the draft by date, for example INV260908-01. You can change it in QuickBooks before you send.

Invoice options

An Admin sets how invoices are built in Settings > Integrations:

  • Product/Service on each line. The QuickBooks Product/Service that every line references. The default is Wave Services, which Wave creates for you. Pick one of your own to choose which income account the work books to.
  • Line detail. How much of the estimate shows on the invoice:
    • Every line item: each item, quantity and price.
    • One line per room: each room as a single line for its total.
    • One line for the total: one line for the estimate total, with no breakdown.

Companies on Pro that run several businesses can connect more than one QuickBooks company from the same tab, each with its own invoice settings. See Connect QuickBooks.

Availability

Sending to QuickBooks is included on Basic and above, and during the free trial. An Admin connects QuickBooks once, and then any team member can send. See Plans and limits.

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