Who can do this?
- The Office Admin · Office Admins
- The Boss · Business Owners
Overview
A quote moves to Expired status automatically once the validity period set in Business Settings passes without client acceptance. An expired quote is not dead — you can edit it, reset the expiry date, and resend it, or duplicate it as a fresh quote. This article walks through the options.
Who This Workflow Is For
This workflow applies to Admin and Business Owner.
Before You Start
Identify the expired quote — the Quotes page surfaces an Expired status. Decide whether you want to reissue the same quote (same scope and price), revise it (changed scope, pricing, or terms), or close it out and move on.
Step-by-Step Process
- Open the Quotes page from the left sidebar.
- Filter by Expired or open the quote directly. The status will read Expired.
- Decide on the response:
- Reissue with the same scope. Edit the Expiry Date on the existing quote to a new future date, then select Save & Send to resend. The client receives the refreshed quote.
- Revise the scope or pricing. Edit the quote — see Edit a quote. Update line items, materials, labour, payment terms, or the expiry date as needed, then select Save & Send.
- Duplicate and send as a fresh quote. Where you want a new quote number, create a new quote covering the same scope (see Create and send a quote). The expired quote remains in the system for record.
- Close out — no further action. If the client has decided not to proceed, leave the quote in Expired status. There is no separate “rejected” status in MyApprentice; the expired status records that the quote was not accepted within the validity period.
- If the Client Portal is off, follow up with the client by email or phone to confirm receipt of the resent quote.
What Happens Next
A resent quote moves back to Sent status with the new expiry. From there, the standard acceptance pathways apply — see Record quote acceptance or rejection. If you adjusted the validity setting in Business Settings, that change affects only new quotes; the existing quote keeps the expiry you set.
Common Issues
- Quote re-expired before client acted. Ask the client directly about timing and either extend the expiry on the same quote or duplicate it and reset the validity.
- Client portal does not let the client accept an expired quote. Resend the revised quote — the portal link updates to the new version where supported.
- Want to set a different default validity for next time. Update the validity period on the Sales tab of Business Settings — see Set quote validity and reminder defaults. New quotes use the new default.
- Cannot edit the quote. Confirm the status — invoiced quotes are locked. Expired quotes are editable.
Related Guides
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