Proposal expiration dates

Prices move. Tile goes up, your schedule fills, and a quote from two months ago isn't the job you'd sign today. An expiration date stops a client from signing an old price — without hiding the proposal from them.

How it works

Every proposal and change order you send carries a valid until date. Your client can sign right up to the end of that day. After it passes:

• The link still opens. Your client can read every line, the total and the terms.
• The signature pad is gone. In its place is a note that the proposal expired, and a Request an updated proposal button.
• Tapping that button emails you (and shows on the proposal's row in History), so you know they're still interested.

A signed proposal never expires. Once your client signs, their copy stays viewable forever, including from their customer portal.

Setting your default

Go to Settings → Proposal Settings and tap the Expiration & reminders card (it applies to every style). Pick how long a proposal stays signable after you send it: 7, 14, 30 or 60 days, or type your own number, up to 365. Tap Save to keep it.

It's on, at 30 days, until you change it. To send proposals without dates, untick Put an expiration date on every proposal and change order I send.

The default only applies to proposals you send from now on. Links you already sent keep whatever they had.

Changing the date for one send

Press Send (or Resend) on the proposal bar and the panel that opens has a Signable until date. Pick another day, or choose No end date for this one. Whatever it shows when you press Send proposal is exactly what your client gets. (Copy a link instead uses the same date.) The same date goes on the email ("This proposal is valid until October 27, 2026"), in the proposal header, and on a PDF you download while that link is out.

In the last three days, your client also sees a reminder above the signature pad: This proposal expires in 2 days.

Extending or reopening a link

On the proposal page, tap Open history › under the proposal bar. Every sent, unsigned row in the History panel shows its Signable until date, with two buttons:

• Extend 14 days — pushes the date two weeks out. On an expired link it reads Reopen for 14 days.
• Change date — pick any day, or Remove date so it never expires.

It's the same link. The email your client already has works again the moment you move the date, and the tracking history stays in one place.

Resend also gives the link a fresh date (the one the Send panel shows), so if you've updated your prices, edit the proposal and hit Resend: your client gets the new version with a new date, on the link they already have. Once a link has expired, the proposal bar says Expired — Resend to reopen it.

[!tip] The row's dot in the History line turns amber in the last three days. That's a good moment for a quick "any questions?" text — Biddy will mention it too.

Reminders

For you. The morning after a link passes its date without a signature, BidCraft sends you a notification and puts a follow-up on My Day: Proposal expired — Smith: extend it or send a new one. You hear about each date once. Move the date and let it lapse again, and you'll hear again. To turn the notification off, go to My Profile → Notifications (click your name at the bottom of the sidebar) and switch off Expired proposals & overdue invoices. The My Day follow-up still shows up either way.

For your client (optional). In the same Expiration & reminders card, tick Email my client a reminder 3 days before it expires. It's off until you turn it on. When it's on, your client gets one short email about three days before the last day, with a Review & sign button, and their reply comes to you. It's never sent:

• for a signed proposal, or one you sent less than a day ago;
• when the proposal has no client email;
• when your proposals go out through HighLevel (BidCraft only sends it when BidCraft sends your proposal emails).

The email shows up on the client's contact page as a Proposal reminder.

Change orders

Change orders work the same way. Each one gets your default date when you send it (not when you start the draft), and its row in the History panel has the same Extend and Change date buttons. An expired change order can be revoked like any other, and it no longer blocks you from starting a new one.

What about "Not Ready"?

Moving a project to Not Ready tidies your own lists and pauses follow-up reminders. It does not hide the proposal from your client or stop them signing it. To stop a signature:

• let the expiration date do it — change the date to today and it stops being signable at the end of the day, while staying readable; or
• Revoke the link, which stops signing right away and takes the proposal down entirely. See Resending, revoking, and new shareable links.

Next steps

• Sending a proposal to your client
• The client signing experience
• Tracking views and signatures