A quote that sits open forever invites awkward conversations about old pricing. A validity window puts a clear deadline on your estimate so both you and your client know when it lapses.
When you’d use this
Set a validity window on any quote where your costs can move: materials, subcontractors, exchange rates, or simply your own rate rising next quarter. Thirty days is a common default for service work; shorter windows are reasonable for time-sensitive bookings. The window is also a soft nudge for slow deciders: a visible deadline moves a quote from “someday” to “this week” far more effectively than a reminder email.
Set the date
- Open the estimate and go to its Project tab.
- Set the Valid until date.
How the window behaves
As the date approaches, the estimate flags expires soon. Once the date passes, it reads expired. These flags give you a visual cue to follow up before the offer goes stale.
Only while a decision is pending
The validity window only applies to estimates that are still awaiting a decision. Once a client has approved an estimate, the deadline no longer matters — the deal is done, and the date stops driving the status.
Tip: Use the “expires soon” flag as your prompt to nudge the client. A short, timely follow-up before the date lapses often closes the deal without you having to redo the quote.
FAQ
What happens when an estimate expires?
It is marked expired and the client can no longer approve it from the portal. Nothing is deleted; you can extend the date and resend if the deal is still alive.
Can I set a default validity period?
Yes. Set it in Settings under Preferences for estimates and every new estimate starts with that date filled in, which you can still change per quote.
Does the client see the deadline?
Yes. The valid-until date is printed on the estimate and shown in the portal, so the deadline is part of the offer rather than a surprise.
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