Quote validity in Moneybird — how long?

Your quote validity period is more than a date field: it is the window in which you hold price and planning, and your client can decide calmly. In Moneybird you set that term on the estimate itself; afterwards the status becomes expired and the dynamic shifts. This article explains how to pick a realistic validity, what Moneybird does when the date passes, and how to use expiry as a logical follow-up moment — aligned with estimate follow-up and reminders for open estimates.

What validity means in practice

An estimate is not an invoice. You are not asking for payment yet; you place a proposal: scope, price, terms and a moment when that proposal lapses. Validity means: until this date we keep this combination of price and availability. After that you may quote again — sometimes with different rates or a different start week.

For your planning it matters as much as for the client. While an estimate stays open, you often reserve capacity in your head. An end date stops a three-month-old quote being accepted while your calendar is full.

How Moneybird puts validity on the estimate

In Moneybird estimate you set a valid until date alongside lines and total. Moneybird shows that date to your client. In your overview you see statuses such as open and expired. Expired means the calendar date has passed; the estimate is not automatically gone, but the validity you communicated is over.

Moneybird does not send a dedicated estimate reminder like invoices. You can resend the estimate with edited email text, or create a new one. That makes your validity choice important: it is often the only hard deadline on the document itself.

How long is a quote “normally” valid?

There is no single legal number for every trade. Clients do recognise patterns:

Situation	Often reasonable validity	Why
Small fixed-price job	14–30 days	Fast decision, limited material risk
Larger project with planning	30–60 days	Multiple decision-makers, permits or budget rounds
Seasonal work	Until season start or short term	Capacity is scarce at peak
Advice or design	30–45 days	Substantive discussion before yes

Pick a length you can defend if the client calls on day 29. Too short feels like pressure; too long leaves estimates hanging without a decision.

Align validity with your follow-up rhythm

Validity and your follow-up schedule belong together. If you set three reminders on days 7, 14 and 21 open but the estimate expires on day 14, your last email arrives too late for a calm decision. Better: let the expiry date fall at least a few days after your last planned reminder, or extend deliberately when substantive talks are running.

In your second or third email you can name the date without threatening: “The estimate is valid until [date]; if you want to start after that, we will plan a new term.” That is service, not pressure. Wording examples for follow-up are in estimate follow-up email templates.

Expiry as a natural conversation moment

Many owners feel follow-up is “selling”. The expiry date reframes it: you refer to an agreement already on the estimate. “The quote expires in five days — should I adjust anything or shall we plan start?” is more concrete than “have you thought about it?”.

Three ways to use that date:

1. In the first send email — briefly say why you chose this validity (material prices, agenda).
2. Mid follow-up — tie to planning: start date, delivery week, crew availability.
3. Just before expiry — last chance to accept or close honestly; then archive or send a revised quote.

Validity by trade

The table above is a starting point; in practice sectors differ in decision speed and how fast your buy-in prices move.

Trades and installation

Materials and subcontractors are price-sensitive. A quote for a heat pump or kitchen that stays open six weeks may still look fine on paper while the wholesaler has moved prices. Shorter validity (two to four weeks) with a clear line about revision after large price moves is often fairer than endless extensions.

Creative and advisory work

Here it is less about steel prices and more about your availability. Thirty to forty-five days gives room for feedback rounds. State on the estimate what a revision round includes, so “still thinking” does not turn into free extra work after acceptance.

Seasonal and event work

If the client wants to start after the season, “valid until 1 April” is clearer than “30 days” in mid-winter. The date becomes a planning anchor: everyone knows the quote belongs to that period, not a random calendar day.

Checklist before you set the validity date

Run through these points before you hit send in Moneybird:

• Does validity fit the size of the amount and number of decision-makers?
• Does expiry fall after your last planned follow-up moment?
• Did you mention the same date in the cover email as on the estimate?
• Do you know what you will do if they ask for an extension (new quote, revision, or close)?
• Is your indicative start realistic for the validity you chose?

One minute on a checklist avoids explaining later why the quote “already expired” when the client only just replied.

After expiry: what to do in Moneybird

When the date passes, the estimate stays visible in Moneybird with expired status. What your client can still do in the portal after that date — accept, view only, nothing — depends on Moneybird and your settings. Check Moneybird help or your own terms instead of guessing. For your process it is safer to send a new or revised estimate with current price and fresh validity after expiry, unless you deliberately extend in writing.

In practice many businesses:

• New estimate with current price and fresh validity;
• Extension by resending with a short explanation of why the date moves;
• Close internally when the client no longer responds after your last email.

Note why you extend. A second extension without a conversation can signal the client is not convinced — then a call often beats shifting the date again.

Talking to the client about an extension

If someone calls on day 28 asking for “one more week”, that is not an automatic yes to your old price. Ask briefly: has scope changed, is only internal approval slow, or is it budget? For the last, phasing often helps more than shifting a date.

Phrase extension as collaboration: “I can hold the quote until [new date] if we agree [start/indication].” Validity stays tied to planning, not silent promises.

Validity mistakes

• Always 30 days without thinking — not every job fits.
• Validity shorter than follow-up — your last reminder lands after the deadline.
• Not mentioning the date in email — the client only discovers expiry in the portal.
• Endless extensions — undermines trust in your price.

Legal and expectations

This article is not legal advice. What you put on the estimate about validity and terms applies between you and your client. Follow-up email does not change that text; it asks for a response within the period you already communicated. For consumer law or trade rules, have your terms reviewed by someone qualified.

Rhythm alongside expiry

While an estimate in Moneybird stays open and is not accepted, you may want reminders without making every email about the calendar date. In FollowBird the dashboard shows Upcoming reminders, Recent activity, and a table of open estimates; you send up to 3 emails on days open and stop on acceptance. After the validity date on the document, that only makes sense while the estimate is technically still open and you deliberately extend or send a new quote — FollowBird follows Moneybird status, not “can the client still accept?” logic.

Summary

Quote validity period is your shared deadline: choose realistically, set it in Moneybird, and mention it in your emails. Tie the date to follow-up rhythm, use expiry to extend or close, and automate reminders for open estimates while that still makes sense.

Try FollowBird free for 14 days: connect Moneybird, set template and moments, and keep open estimates visible until acceptance. Start your trial — then €19.00 per month excl. VAT on pricing.