How to Create an Estimate in QuickBooks (Online & Desktop)

QuickBooks handles bookkeeping well, but its estimating module was built for accountants, not contractors. Here's how to create an estimate in both versions, then a faster contractor-first alternative.

QuickBooks Online: Step by Step

1. Click + New (top left) → Estimate
2. Select or add the customer
3. Set Estimate date and Expiration date
4. Add line items: Product/Service, Qty, Rate, Amount
5. Apply tax and discount
6. Add a message to the customer + terms
7. Click Save and send (or Save and close to send later)

To convert: open the estimate → Create invoice → adjust amounts (e.g. for progress invoicing) → save.

QuickBooks Desktop: Step by Step

1. Customers menu → Create Estimates
2. Choose Customer:Job from dropdown
3. Pick a template (Standard, Professional, or Custom)
4. Add items in the line-item grid
5. Apply markup, tax, and discount
6. Save & Send Email, or Save & Print

To convert: open the estimate → Create Invoice button (top toolbar) → choose Create invoice for entire estimate or selected items for progress billing.

Where QuickBooks Estimates Fall Short for Contractors

• No AI scope writing, you still type every line item from scratch
• No live material pricing, items don't update with vendor pricing
• No project scheduling, work orders, or Gantt charts
• Limited templates, generic, not trade-specific
• No vendor / subcontractor portal
• No time tracking with GPS
• Mobile estimating is clunky, built for the office, not the field

Contractors end up running QuickBooks plus 3–5 other apps (estimating, scheduling, time tracking, work orders, client portal). Five subscriptions, five logins, five data silos.

The All-in-One Alternative: WinkScope

WinkScope is built specifically for contractors with 14 modules in one platform:

• AI estimating (Standard + Advanced) with live price book
• Branded proposals, e-signature, Stripe deposits
• Invoicing with online payments + recurring billing
• Project scheduling, Gantt charts, work orders
• Vendor management with AI vendor discovery
• Time tracking with GPS pin colors
• Client + vendor portals
• Records hub, analytics dashboard, change orders

And WinkScope syncs cleanly with QuickBooks if you want to keep your books there, best of both worlds.

FAQs

Can I import my QuickBooks estimates into WinkScope?

Yes. WinkScope supports inbound migration via CSV import, webhooks, and Concierge migration with fuzzy column matching.

Does WinkScope replace QuickBooks?

For most contractors, yes, WinkScope handles invoicing, payments, and project financials. If you want to keep QuickBooks for taxes/accounting, WinkScope syncs.

Which is cheaper?

QuickBooks Online Plus is $99/mo and only covers accounting. WinkScope Starter is $29.99/mo and covers estimating, invoicing, scheduling, and 11 more modules.

Estimate, invoice, schedule, and get paid, all in one place. Start your 15-day WinkScope trial.