BLUF: Treat an estimate as a controlled handoff. The VA prepares the form, checks the customer and items, tracks status, and waits for approval before billing.
Why this matters
Estimates often become the source for later invoices. A clear status and evidence trail prevents an accepted proposal from being lost, billed twice, or converted with stale scope.
Before you start
- Confirm the approved customer record, project or job reference, products and services, prices, tax treatment, and expiration language.
- Review the client's sales-form template and required fields.
- Define who can approve an estimate and who can convert it to an invoice.
Step-by-step walkthrough
- Create the estimate for the approved customer and add the agreed products or services. Do not invent a rate, quantity, or tax choice to complete a blank field.
- Preview the customer-facing form. Check names, dates, scope, payment terms, contact details, and totals against the source request.
- Save the estimate with its status and approval owner. Record any missing detail in the exception queue.
- Send only after approval, then record the sent date and response. Update the status when the customer accepts, declines, or requests a change.
- When approved work is ready to bill, compare the estimate with the final source and convert or prepare the invoice under the client's billing policy.
Sales-form review table
| Check | Evidence | Hold the handoff when |
|---|---|---|
| Customer | Approved customer record | Name or address differs |
| Scope | Proposal or work order | Line item is unclear |
| Amount | Rate and quantity source | Price lacks approval |
| Status | Email or approval record | Response is missing |
Expert tip
Use one status field and one approval record. A message saying "looks good" is much easier to audit when it is attached to the estimate or logged with its date.
Common mistakes
- Sending a draft estimate before pricing and scope are approved.
- Editing an accepted estimate without recording the change.
- Converting an estimate to an invoice before checking the final delivery or billing trigger.
Owner CTA
QBOAssistant can prepare estimate queues and customer-facing checks while the owner retains pricing, scope, and billing approval.
Frequently asked questions
The exact screens and available options depend on the client's QBO subscription and current interface. Confirm the plan before documenting a client-specific procedure.
Related content
Follow the handoff with the QBO invoice entry workflow and the QBO customer follow-up guide. For current estimate steps, see Intuit's estimate guidance.
QuickBooks VA workflow table
| Workflow area | What the VA prepares |
|---|---|
| Daily queue | Invoices, receipts, bank feeds, and open QuickBooks questions |
| Weekly review | Owner approvals, exception list, and unresolved transaction notes |
| Monthly packet | Reports, missing documents, and accountant-ready source material |
Related resources
Compare the service fit on the QuickBooks VA services page, then use the free consultation form to map the first handoff. For platform context, review QuickBooks Online.