Moneybird estimate workflow: set up + follow up

How do I set up an estimate workflow in Moneybird? In your estimate workflow overview you set texts and, under Verzending (Sending), when an estimate expires — as Moneybird describes in offerte-workflow instellen. When you create a new estimate you choose which workflow applies. Can Moneybird automatically send reminders for estimates? No: for estimates you can resend the estimate, but there is no separate automatic reminder like for invoices (offerte verzenden). This article is about that Moneybird estimate workflow: what you configure in Moneybird, what the expiry date on the estimate means, and how you cover the gap after sending — with a link to Moneybird estimate reminder for everything about reminders themselves.

Workflows in Moneybird: two tracks you should not mix up

In Moneybird, a “workflow” is a set of default rules around a document type. For invoices, the invoice workflow can send automatic reminders when an invoice is late (factuurworkflow, automatic invoice reminder). That fits chasing debtors after delivery.

For estimates, the workflow is different: sending, validity, texts around acceptance — not a series of reminder emails on fixed days while the estimate stays open. This piece covers the estimate track and what you still need to arrange after you hit send.

If you only configured invoice reminders, that will not fix quiet estimates. Pair a solid estimate workflow with a deliberate follow-up plan — manual or with a tool that only emails open estimates.

Setting up the estimate workflow: where Moneybird does help

Moneybird describes offerte-workflow instellen as the place for default texts and estimate expiry. The help states under Verzending that you can set when an estimate expires — that feeds the valid until date on the estimate and in your overview.

Per workflow you can also configure (same help article):

• Language of the estimate
• Document title (offerte, aanbieding or begroting)
• Currency and whether amounts are shown including or excluding VAT
• Default attachments, such as terms and conditions
• Whether the client can accept online
• A fixed workflow per contact, so you do not have to pick it every time

Practical steps that match the help (always check your own Moneybird version):

1. Open the estimate workflow you want in the workflow overview (or pick the right workflow on a new estimate).
2. Review tabs for texts around sending and acceptance; align them with your branding.
3. Under Verzending, set how many days until an estimate expires — the default expiry for new estimates in that workflow.
4. Save. Choose the right workflow deliberately when you pick a contact. If you change the workflow on an existing estimate later, Moneybird help says the workflow changes but the texts on that estimate do not — on purpose, so manual edits to free text fields are not lost (section Workflow wijzigen terwijl de offerte al open staat).

More on what “expired” means for your client and your admin: quote validity period and quote expired.

Valid until, expired status and what Moneybird does not automate

Every estimate has a valid until date. Your overview shows statuses such as open and expired. Expired means the calendar date has passed; the estimate does not disappear from Moneybird automatically.

Important for your process:

• Moneybird does not let you change the date of a sent estimate. To communicate a longer term, say so in the email when you resend, or create a new estimate with a fresh valid-until date (offerte verzenden).
• An estimate can be expired in your overview while a client can still accept online. You decide in your communication whether you still honour an expired proposal.

So the workflow mainly sets default validity and texts, not “email the client on day 7 if there is no reply”. You handle that after sending separately.

Workflow versus follow-up: what you still need after “Send estimate”

After sending, many businesses track who replied, who needs a gentle nudge, and when to mention the expiry date.

In Moneybird only, follow-up roughly means:

1. Filter the estimate overview for open (and optionally expired).
2. Open the estimate, choose Verzend offerte (Send estimate), edit the cover email and send again.

That is fine with one open estimate. It scales less well when you want the same rhythm every week for five or ten proposals. For the full picture on reminders versus resending: Moneybird estimate reminder — this article does not repeat that explanation.

Outside Moneybird you can keep a fixed schedule (calendar, spreadsheet) or use a connection that only handles email for open estimates. FollowBird is one such independent add-on: not a Moneybird product, not invoice dunning, not a CRM pipeline.

FollowBird alongside your workflow: follow-up without changing the estimate

FollowBird fills the gap between “workflow is set” and “client said yes or no”. It does not change your workflow settings and does not edit the estimate in Moneybird; it reads which estimates are open or expired and sends your reminder template.

What you configure in practice (and what the product supports):

• Sign in with your Moneybird account, pick an administration, template with blocks and preview.
• Up to 3 reminder moments on days after sending (by default after 7 and 14 days; you choose days between 1 and 365).
• Dashboard with open estimates, Upcoming reminders and Recent activity.
• Reminders stop on acceptance or rejection in Moneybird; expired estimates can still receive reminders — the validity date alone does not stop them.
• Pause per administration when you temporarily want no emails.
• 14-day trial, then €19.00 per month excl. VAT if you subscribe.

FollowBird has no button to manually refresh estimates from Moneybird: updates arrive when Moneybird changes the estimate. Plan follow-up around Moneybird status, not around manually refreshing in FollowBird.

For a broader Moneybird-only versus FollowBird comparison, see estimate follow-up in Moneybird vs. FollowBird; here the focus was workflow and expiry.

One coherent rhythm: workflow + expiry + reminders

If your workflow gives estimates 14 days validity by default, reminders on day 21 and 28 are too late: the estimate is already expired. Align validity and reminder days.

Example with more room: workflow 45 days validity, reminders on day 7, 14 and 35 — then use the expiry date in email 3 as service (“valid until …”), not as a threat. Text examples: estimate reminder email.

Common misconceptions

“Invoice reminders are on, so estimates get chased too.” Invoice reminders apply only to invoices. An open estimate does not get automatic mail from the invoice workflow because of that.

“Expired = FollowBird stops.” In FollowBird, reminders for expired estimates can still run; they stop on acceptance or rejection in Moneybird. If you want no emails after expiry, change your schedule, pause reminders per administration, or set the estimate to rejected in Moneybird.

“I change the workflow on an open estimate and all texts update.” Moneybird help says that when you change the workflow on an estimate that is already open, the workflow changes but the texts on that estimate do not — so manual edits to free text fields are preserved. Pick the right workflow for the contact from the start.

“Workflow replaces follow-up software.” Workflow standardises inside Moneybird; scheduled reminder emails for open estimates are not part of it.

Checklist: workflow ready, follow-up ready

1. Workflow checked: texts, Verzending / expiry, matching your average decision time.
2. First estimate email clear (sending an estimate by email).
3. Plan after send written down: manual resend, or FollowBird with up to 3 moments and a tested preview.
4. Monday routine: Moneybird overview plus optional FollowBird dashboard for Upcoming reminders.
5. On acceptance: turn estimate into invoice in Moneybird. FollowBird only emails estimates that are open or expired in Moneybird; once the estimate is no longer open (for example accepted or invoiced), reminders stop.

Summary

Moneybird estimate workflow = default texts and expiry via the workflow (including under Verzending), not automatic reminders for open estimates. The expiry date appears on the document and in your statuses; after sending you cannot change that date in Moneybird. For follow-up after sending you resend, keep your own rhythm, or use FollowBird for scheduled emails — see Moneybird estimate reminder for how that differs from invoice reminders.

Try FollowBird free for 14 days: sign in with your Moneybird account on the homepage, finish your workflow in Moneybird and fill the gap in your follow-up with up to 3 reminders. Then €19.00 per month excl. VAT on pricing.