Quote Expiry and Reminders
Apply expiry dates to quotes so pricing stays accurate and customers commit while the work is available.
Why expiry matters
- Protect your pricing when material or labour costs change.
- Encourage customers to decide quickly while the schedule is open.
- Avoid honouring quotes that are months out of date.
- Create urgency for seasonal or limited-availability work.
Set a default expiry
- Settings → Quotes → Default expiry.
- Choose a timeframe (7, 14, 30, 60 days, or custom).
- Save—every new quote inherits this expiry automatically.
Adjust per quote
- While editing a quote, adjust the Expiry date field.
- Set a specific date or override the default period.
- Include the expiry in your quote email so expectations are clear.
Recommended expiry periods
Emergency repairs
24–48 hours. Pricing or availability can change fast.
Standard maintenance
14–30 days. Gives customers time while keeping things current.
Large projects
30–60 days. Build in time for decision-making and design tweaks.
Seasonal offers
Match the promotion window or end of season.
What happens when quotes expire
- Toolfy flags quotes as Expired once the expiry date passes.
- Customers visiting the portal see an “Expired” message and can request a fresh quote.
- You can Renew to extend the expiry or Clone to create a revised quote with new pricing.
- Automatic reminders (Team/Business plans) can warn customers a few days before expiry.
Renew or duplicate expired quotes
- Open the expired quote.
- Click Renew or Duplicate depending on whether pricing needs updating.
- Adjust line items if costs changed, then set a new expiry date.
- Send the refreshed quote—Toolfy logs the renewal in the timeline.
Communicate clearly
- Mention the expiry in your quote email (“Valid until 30 April”).
- Remind customers a week before expiry using automatic reminders.
- If you extend a quote, note the new price/terms so there’s no confusion.