Home > SI Documentation (v16) > User Guide > QuickBooks > QuickBooks Estimates

QuickBooks Estimates

You can create QuickBooks Estimates directly from SI Projects. This saves you time by not having to manually re-create a Project's BOM over in QuickBooks. Once transferred to QuickBooks you can do whatever functions in QuickBooks you would normally do from an Estimate, e.g. create invoices, sales orders, etc.


  1. Open QuickBooks and login to your company (.QBW) file. This is not required but speed is greatly improved when QuickBooks is open.
  2. Open the Project Editor for the Project that you want to export to QuickBooks as an Estimate.
  3. Click the QuickBooks tab then click the Create button. You can choose to create an Estimate for just the selected Items or you can choose all Items in the Project.


create selected all.jpg


The Create Estimate form will open.


create estimate form.jpg

Select/Create Customer:Job


  1. You can select an existing Customer or Customer:Job from QuickBooks if they already exist. By default only Customer:Jobs display but you can view all your QuickBooks Customers by checking the following option:


display all customers.jpg


You can also create a new Customer:Job or just a new Job (if the Customer already exists in QuickBooks) via the New Customer and New Job buttons:


new customer job.jpg

New Customer

The New Customer button will open the Add QuickBooks Customer form. This will be pre-populated with information from the Project but you can edit this if needed.


new customer form.jpg


The "Additional Info" tab has QuickBooks drop downs that you can set if desired:


additional info.jpg


The "Job Info" tab will populate with the SI Project name.


job info.jpg

New Job


Use the New Job feature to assign a new Job to an existing Customer in QuickBooks.


new job.jpg


The Select QuickBooks Customer form will open, choose the Customer from the drop down list:


select job.jpg


Note: The address will default to the Billing Address for the Project. You can choose whether to use the Site Address (or toggle back to the Billing Address) via these options:


address choice.jpg


On this dialog you can also choose to enter a Class, Customer Message, or add a Memo. The dropdown fields come directly from QuickBooks. There are also Customer PO Number and Rep fields here.


customer po number.jpg


The Customer PO Number will populate if the Client PO Number has been entered for the Project, but you can manually enter it here as well and it will sync back to the Project. The Rep dropdown list populates from your "Sales Rep" list in QuickBooks. These correspond to the "P.O. Number" and "REP" fields you can customize your QuickBooks Estimate with:


qb fields for po and rep.jpg

Assign QuickBooks Item Numbers


Your QuickBooks Settings determine how your QuickBooks Items will be created.


If there are any Items in the Estimate that are not assigned to QuickBooks Items, you must do this before the Estimate will transfer to QuickBooks. If you click the Create Estimate button prior to doing this, you will be prompted to create new QuickBooks Items for all of the necessary Items. If you would rather map the Items to existing QuickBooks Items, click the Map button.


  1. Click the Create Estimate button:


If not all Items have been assigned QuickBooks Item numbers, you will get the following prompt. You must create/map all Items prior to pushing the Estimate to QuickBooks.


items not mapped.jpg


This will open a form that will list all of the Items to create in QuickBooks:


create qb items.jpg


  1. Choose your Item Type, Vendor, Accounts, etc and then click Create. Repeat for all Items in the list. The form will close when everything has been assigned.



Aside from the Accounting Item Number that will be created in QuickBooks (based on your QuickBooks Settings), the SI fields that transfer to QuickBooks are: Vendor, Tax Code (taxable or non-taxable), Short Description, Long Description, Item Number, and Custom Fields.


SI Fields QuickBooks Field
Vendor Preferred Vendor
Tax Code Tax Code
Short Description

Purchase Description

Long Description Sales Description
Item Number Manufacturer's Part Number
*Custom Fields (any) *Custom Fields (1-5)

*Some fields in SI can be mapped to any of the five available Custom Fields in QuickBooks. Click here for details.


  1. Once all Items have been created, the Estimate will transfer to QuickBooks.
  2. You'll then be prompted to save the project. You should do this.

Adding to Existing Estimate


You also have the option of adding any items to an existing QuickBooks Estimate vs. creating a new QuickBooks Estimate if the need arises.


add to existing dropdown.jpg


This will open a form that will allow you to enter any existing Estimate in QuickBooks:


add to existing.jpg



The Clear button will allow you to clear existing Estimate numbers from a SI project. You may want to do this if you wish to modify the Project and then push over a new Estimate to QuickBooks.




Select the Estimate(s) you wish to clear and click the Clear button:


clear estimate.jpg


You will then be prompted whether to delete the Estimate(s) from QuickBooks as well:


prompt to delete in qb.jpg

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