Set quote validity and reminder defaults

Overview

Quote validity controls how long a quote is valid for before it moves to Expired status. Quote and invoice reminders chase clients automatically after a quote or invoice has been sent. Reply routing sends client replies to the email address you choose. All three are configured on the Sales tab of Business Settings and apply across every quote and invoice you send.

Who This Workflow Is For

This workflow applies to Admin, Business Owner, and Sole Trader.

Before You Start

Decide on a sensible default quote validity period — most trade businesses use between 14 and 30 days. Decide on a reminder cadence — 1st and 2nd reminders are days after the document is sent, and the 3rd reminder is days before the document expires. Decide whether replies should go to the business email already on the Business tab, or to separate addresses for quotes and invoices.

Step-by-Step Process

Set the quote validity period

The default applies from the date of quote creation.

1. In the left sidebar under ADMIN, select Business Settings.
2. Open the Sales tab.
3. Scroll to Quote validity period.
4. Select the quote validity field.
5. Remove the current default value (such as 30 days).
6. Enter the required quote validity period.
7. Select Save all settings.

Configure quote and invoice reminders

Reminders can be enabled or disabled for quotes, invoices, or both. There are three reminder timings:

• 1st reminder — days after the quote or invoice is sent.
• 2nd reminder — days after the quote or invoice is sent.
• 3rd reminder — days before the quote or invoice expiry.

To enable quote or invoice reminders

1. Open the Sales tab in Business Settings.
2. Scroll to Quote and invoice reminders.
3. Select Edit next to the reminder settings.
4. Tick Enable quote reminders, Enable invoice reminders, or both.
5. Select Save.

To disable quote or invoice reminders

1. Scroll to Quote and invoice reminders on the Sales tab.
2. Select Edit.
3. Untick Enable quote reminders, Enable invoice reminders, or both.
4. Select Save.

To change reminder timing

1. Scroll to Quote and invoice reminders and select Edit.
2. Update the required reminder timing — first, second, or third reminder.
3. Select Save.

Configure reply routing

Reply routing controls where replies are directed when clients respond to quote or invoice emails sent from MyApprentice.

To use the business email for all quote and invoice replies

1. Open the Sales tab.
2. Scroll to Quote and invoice reply routing.
3. Tick Use business email for quote & invoice replies/copies.
4. Select Save all settings.

To set separate return email addresses for quotes and invoices

1. Open the Sales tab.
2. Scroll to Quote and invoice reply routing.
3. Enter the required address in Quote return email address and/or Invoice return email address.
4. Select Save all settings.

What Happens Next

Every new quote you create from now on uses the default validity period — the Expiry date field on a new quote defaults to today plus that many days. You can still override the expiry date on any individual quote before sending. Once the expiry date passes, MyApprentice moves the quote to Expired status automatically; from there you can edit and resend it — see Handle an expired quote.

Every quote and invoice you send is subject to your reminder cadence. Clients receive your configured reminders automatically until they accept, pay, or you mark the document as paid or otherwise resolved. Client replies route to the email address(es) you set.

Common Issues

• Quote shows the old expiry date. Quotes that were already created keep whatever expiry date they had at the time. The new default applies to new quotes.
• Want to change the expiry on a sent quote. Open the sent quote and edit the Expiry date field. The new date applies.
• Reminder went out at the wrong time. Confirm the trigger days and the send/expiry date. The 1st and 2nd reminders fire relative to the send date; the 3rd reminder fires relative to expiry.
• Reminders should stop for a specific client. Mark the invoice paid or quote accepted when the client responds. There is no per-client opt-out in this round; the cadence applies platform-wide.
• Replies not landing where expected. Check the reply routing setting. If Use business email is ticked, replies route to the email on the Business tab. If you set separate return addresses, replies go to those instead.

Related Guides

• Set payment methods and terms
• Configure business settings
• Create and send a quote
• Handle an expired quote
• Mark an invoice as paid