Managing (or disabling) quote expiry reminder emails

Salesbuildr can email your customer a reminder before a quote expires — separate from the original quote send email. This article explains how that reminder is scheduled, how to change the timing, and how to prevent it for a specific quote.

Looking for the send dialog or admin defaults? See also Quote Editor and Quotes.

How expiry reminders work

When a quote has an Expiry notification at date stored, Salesbuildr sends one reminder email to the quote recipient shortly after that date and time (on weekdays, checked hourly). The reminder uses the reminder email template.

A reminder is sent only when all of the following are true:

• The quote has been sent to the customer (or marked as sent).

• Expiry notification at is set and is in the past.

• The reminder has not already been sent.

• The quote is still open — not approved, declined, or expired.

• The customer can see the quote (for example, internal approval is complete).

If Expiry notification at is empty, no expiry reminder is scheduled for that quote.

Set the default reminder timing (all quotes)

The default is configured once for your organization:

1. Go to Settings > Quotes > Configuration.

2. Under Quote extra settings, find Days before expiry to send reminder.

3. Enter how many days before the quote Expires at date the reminder should go out (for example, 7 days).

4. Click Save.

Settings > Quotes > Configuration — scroll to Quote extra settings for Days before expiry to send reminder

When you send or mark a quote as sent, the send dialog pre-fills Expiry notification at from this default: it subtracts the configured number of days from Expires at. If that date falls on a weekend, Salesbuildr moves it to the previous Friday at 09:00.

Short validity periods: If the computed reminder date would be before today (for example, the quote expires in three days but your default reminder is seven days out), the field is left empty instead of pre-filling a date in the past. You can still set a reminder manually, or leave the field empty to skip the reminder for that quote.

Clearing Days before expiry to send reminder in Configuration means new sends no longer get an automatic default — but you can still set Expiry notification at manually per quote. There is no setting that blocks reminders on every quote automatically.

Change or disable the reminder for one quote

When sending (Send or Mark as sent)

Use the send dialog when you Send or Mark as sent:

1. Open the quote in the quote editor.

2. Click Send or Mark as sent.

3. Set Expires at as needed.

4. Adjust Expiry notification at:

   • Different timing — Pick another date and time (must be today or later, and on or before Expires at).

   • No reminder — Clear Expiry notification at so the field is empty, then send.

Send dialog — Expiry notification at appears next to Expires at

After the quote is already sent

Open Manage Settings on the quote to change Expiry notification at (along with Expires at). Clear the field and save to remove a scheduled reminder, as long as the reminder email has not been sent yet.

Resending an expired quote

Resend (available when a quote has expired) opens a dialog with Expires at and Expiry notification at, but only Expires at is saved when you resend. To change or clear the reminder on an expired quote, use Manage Settings after resending — or clear Expiry notification at before the first send.

Turn off reminders for the whole organization

There is no tenant-wide switch to disable all quote expiry reminder emails today. To follow progress on that request, see Quote option to disable quote expiry emails to customers on Featurebase.

Until that is available, use the per-quote steps above (clear Expiry notification at) for quotes that should not receive a reminder.

Related articles

• Quote Editor — Sending, resending, and quote settings

• Quotes — Configuration defaults, including expiry and reminder timing

• Email — Customizing the reminder email template