You send a customer a quotation, but they only get back to you three months later. In the meantime, material costs have increased, delivery dates have changed, and you're left wondering: is the price you originally quoted still valid? That's exactly why quotations have a validity period.
1. What does quotation validity mean?
The validity period specifies how long you guarantee the prices and terms stated in your quotation. Customers know what to expect from the start. And you don't have to supply products or services at prices from several months ago.
2. How long should a quotation be valid?
There is no one-size-fits-all answer. It depends on how quickly your prices change and how long your customers typically take to make a decision. In practice, these are common validity periods:
- 7 to 14 days: products with fluctuating prices or time-limited promotions,
- 30 days: the most common choice for standard products and services,
- 60 to 90 days: larger projects involving multiple decision-makers or budget approval processes.
3. Specify an exact date
Instead of writing "valid for 30 days", write "valid until 30 November 2026". This way, customers don't have to work out when the countdown starts. Make sure the date is clearly visible – ideally next to the price or in the summary, rather than in small print on the last page.
4. Validity as a reason to make a decision
The expiry date reminds customers not to put off their decision for too long. It doesn't have to feel pushy – a clear notice is enough. It also gives you a natural reason to follow up: "This quotation expires next week. Is there anything else I can help you with?"
For more advice on what to do when a customer doesn't respond, read our article The Customer Isn't Responding to Your Quote. What Now?
5. What happens when the quotation expires?
It doesn't mean the end of the deal. Get in touch with the customer, check your current prices and send an updated quotation. If prices haven't changed, you can simply extend the validity period. Customers will appreciate the flexibility.
How Accepio can help
With Accepio, you can send customers an interactive price quote that they can review clearly and approve with a single click while it's still valid. If they have a question, they can contact you directly through the chat built into the quotation.
Quote statuses help you keep track of which offers are still awaiting a decision. You can also assign a task with a deadline to each sent quotation – for example, "remind customer before quotation expires" – so you can follow up at the right time.
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