Easy Tech TutsHow to Create a Project Cost Estimate in QuickBooks Online Easily 2026
By Impran M N
A solid cost estimate helps you avoid underbidding a project or blowing past your budget once work begins. This guide covers navigating QuickBooks Online to build an estimate step by step, along with common pitfalls to avoid. It's aimed at entrepreneurs, project managers, and small business owners managing client work.
01Navigate QuickBooks Online
Find the estimates or projects section where cost estimates are created.
02Enter the project details
Add line items for materials, labor, and other costs associated with the project.
03Follow best practices for budgeting
Build in reasonable margins and double-check figures against past project data if available.
04Avoid common pitfalls
Watch for underestimated costs or missing line items that could throw off the final estimate.
Frequently asked questions
Can I convert an estimate into an invoice in QuickBooks Online?
Yes, estimates can typically be converted directly into invoices once a project is approved.
How accurate should a project cost estimate be?
As accurate as your available data allows — using past project costs as a reference helps improve accuracy over time.
Can clients view and approve estimates online?
Yes, QuickBooks Online generally supports sending estimates to clients for online review and approval.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
