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Managing Quote Expiry

What is Quote Expiry?

Quote Expiry is a feature that prevents outdated pricing from being approved. When you set an expiry date on a quote, expansive automatically moves that quote to Expired status once the date passes.

What happens when a quote expires

When a quote's expiry date passes, the system automatically:

  • Moves the quote to Expired status
  • Prevents the client from approving it
  • Prevents the quote from being submitted if the expiry date has already passed
  • Logs the expiry event in the activity feed on both the work order and the quote request

No manual action is required - it happens automatically.

Benefits for contractors and suppliers

  • Pricing protection - your quoted rates can't be approved after they become unviable
  • Less manual tracking - no need to chase or cancel outdated quotes yourself
  • Clearer client communication - clients can see exactly when a quote is valid until
  • Easy to update - if a quote expires before approval, you can refresh and resubmit without starting from scratch

How to set a quote expiry date

  1. Receive the quote request via email or from your dashboard.
  2. Open the quote request and select Add Quote.
  3. Complete the form - reference number, lead time, comments, attachments.
  4. In the Quote Expiry Date field, enter the date your pricing is valid until.
  5. Add your cost lines and submit.

What happens when a quote expires

  1. The quote automatically moves to Expired status - no action needed from contractor or client.
  2. The client will no longer be able to approve it.
  3. The expiry is logged in the activity feed on the work order and quote request.

Reopening and resubmitting an expired quote

If a client delayed approval, the job scope changed, or your costs have been updated, you don't need to start from scratch. Simply reopen and resubmit the existing quote.

  1. Go to your Quotes screen and find the expired quote.
  2. Click Move to Draft to unlock it for editing.
  3. Update pricing or any other details if needed.
  4. Set a new expiry date (must be a future date).
  5. Resubmit for client approval.

💡 Tip: Moving a quote back to draft preserves all existing line items, attachments, and work order links - so you only need to change what's relevant.

When should I resubmit rather than raise a new quote?

Scenario

Recommended action

Client delayed approval and pricing is still valid

Move to Draft → update expiry date → resubmit

Job scope has changed

Move to Draft → update cost lines and expiry → resubmit

Costs have increased since original submission

Move to Draft → revise pricing and expiry → resubmit

Completely different job or work order

Raise a new quote request

Frequently Asked Questions

Can a client approve an expired quote?
No. Once a quote reaches Expired status, the Approve option is disabled. The contractor must resubmit with an updated expiry date before the client can approve.

Do I need to create a new quote from scratch if mine expires?
No. Use the Move to Draft option to reopen the existing quote. All line items, attachments, and work order links are preserved.

Can I set an expiry date that has already passed?
No. The system will not allow you to submit a quote with an expiry date in the past.