How to Set Up an Expiry Date in Your Template or Document

Frequently Asked Questons (FAQs) - How to Set Up an Expiry Date in Your Template or Document

What is an expiry date in a QuoteCloud template or document?

An expiry date is a deadline attached to a template or document that defines how long the document should be considered valid. Using an expiry date helps control document validity and encourages clients to respond or sign before the deadline.

Why should I add an expiry date to a template or document?

Adding an expiry date helps manage timelines, prevents outdated pricing or terms from being relied upon, and encourages faster client responses. It also makes it easier for teams to track which proposals or quotes need review or reissuance.

Can I set an expiry date at the template level and have it apply to new documents?

Yes — you can define expiry settings on a template so that documents generated from that template inherit the same validity timeline. This standardises deadlines across similar proposals and reduces manual configuration for each document.

Can I set or change an expiry date on an individual document?

You can set expiry dates on individual documents as well, allowing you to tailor deadlines for specific clients or circumstances. For details on when and how expiry dates can be edited (for example, after sending), refer to your QuoteCloud account permissions and the full guide.

What happens when a document reaches its expiry date?

When a document expires it is no longer considered current for the terms or pricing it contained. Expired documents typically need to be updated or reissued with new dates, prices, or terms. Teams should decide and document internal processes for handling expired items (e.g., reissue, update, or archive).

Does QuoteCloud support relative or dynamic expiry dates (for example, X days after issue)?

Template and document expiry options vary by configuration. Check the template settings in your QuoteCloud account or consult the guide to see whether you can set fixed calendar dates or relative durations (such as X days from issuance).

How do expiry dates interact with electronic signatures or client acceptance?

Expiry dates create a deadline for client actions such as signing or accepting a proposal. If a document is expired before the client signs, it may no longer be appropriate to accept the original terms. Confirm integration details with your electronic signature workflow to ensure expired documents are handled according to your compliance needs.

What are best practices for using expiry dates in QuoteCloud documents?

Best practices include: choose realistic validity windows that reflect pricing or availability, communicate expiry clearly within the document, standardise template expiry settings where appropriate, monitor expiring documents, and reissue updated documents promptly when terms change.

Where can I get step‑by‑step instructions or support for configuring expiry dates?

Refer to the QuoteCloud guide on setting up an expiry date in a template or document for detailed setup steps and screenshots. If your organisation needs customised behaviour or automation (notifications, relative expiry rules), contact QuoteCloud support or your account manager.