Direct answer
A quote validity rule states how long a quote can be accepted on the terms given, what happens shortly before it lapses, and what happens when it does. Its practical value is that the customer and the salesperson both have a clear date, and the follow-up has an honest reason: the quote expires. This page describes how to write the rule. It does not recommend a validity period, since that depends on how quickly your costs and availability change, and it makes no claim that an expiry date raises your close rate. It is a way to keep quotes current and follow-ups purposeful.
What an expiry date is for
An expiry date does two jobs. It protects you from being held to a price or availability that no longer holds. It also gives the buyer a clear point at which to decide or to ask for changes. It should not be used as artificial urgency. State the reason honestly, for example that supplier costs or availability can change, and use only dates you will actually honour.
A rule for setting the date
Write down how the date is chosen so quotes are consistent. The rule can be a standard period per type of work, shorter for items whose cost moves quickly and longer for stable ones, with room for the salesperson to set a different date and note why. Keep the exceptions visible on the quote. We do not suggest the periods, which are your decision. Put the date on the quote document and in the CRM record, not in one place only.
A reminder before expiry
Set a reminder for the owner ahead of the expiry date, so the follow-up happens while the quote is still live. The message to the customer can then be plain: the quote is valid until this date, do you have questions, or would you like to proceed. How proposals are followed up in general is covered in proposal follow-up automation. Who does the follow-up should be clear from the record, in line with your first-response rule.
What happens at expiry
Decide the outcome in advance. Typical choices are to mark the quote expired, move the deal to a defined stage or task, and notify the owner. Do not leave expired quotes sitting as open. They distort the pipeline and mislead anyone reading it, as described in the CRM stale deal cleanup checklist. The customer should also be told clearly what expiry means for them.
Extension and re-quote rules
Not every expired quote should be extended. Set out when a salesperson may extend on the same terms, when prices or scope have changed and a new quote is needed, and who approves an exception. Keep a version history so you know which quote the customer accepted. A re-quote is a new document with its own date rather than an edit to the old one.
Edge cases
Some situations need explicit handling: a price change from a supplier after the quote is sent, availability that runs out before expiry, and a customer who accepts a day after the date. Decide which of these you will honour and write it in the rule, so the answer does not depend on who is asked. Where quotes are produced with assistance, see AI quote and estimate automation, and for turning an accepted quote into a booking, quote-to-booking automation.
Build scope
LATYNEX configures the expiry field, the reminder task, the expired status and the re-quote step in the CRM or quoting tools you already use, following your rule. We do not choose the validity period for you and do not sell a packaged quoting product.
Questions
How long should a quote be valid?+
That depends on how quickly your costs and availability change. We do not recommend a period; you set one that you can honour.
Does an expiry date increase conversions?+
We make no such claim. Its purpose is accuracy and a clear decision point.
Should we send a reminder to the customer?+
A plain reminder before the date is a natural follow-up. Keep it honest and free of pressure.
Can expired quotes be extended?+
Sometimes. Write down when an extension on the same terms is fine and when a new quote is required.
Where should the expiry date be recorded?+
On the quote itself and in the CRM record, so reminders and pipeline views can use it.