Quote Expiry & Renewal (Validity Dates and Automated Reminders)

Quotes should not stay open indefinitely. Freight pricing changes quickly due to market movement, capacity shifts, and carrier constraints. Setting clear expiry rules protects your margins, reduces disputes, and helps customers make decisions with confidence. Velocity supports this by allowing you to set a quote expiry date and use automated reminders to alert both your team and the customer before the quote lapses.

This article explains why quotes expire, how to set validity windows, how reminder workflows support renewal, and what to do if a customer accepts after expiry.

Why Quotes Expire (Market Movement, Capacity, Carrier Constraints)

Quotes expire because the underlying cost and availability can change after the quote is issued. Common drivers include:

Market movement

• Spot pricing can shift daily or weekly
• Surcharges can increase or decrease based on fuel and seasonal conditions
• Currency movements may affect totals when rates are multi-currency

Capacity and operational constraints

• Limited space on vessels or flights can disappear quickly
• Carrier allocations may change without notice
• Transit schedules and routing options can shift

Rate validity rules

• Contract rates have defined effective dates
• Some accessorials or surcharges have shorter validity windows than base freight

Expiry is the mechanism that keeps the quote honest: it tells the customer, “This price is valid until this date,” and tells your team when a revalidation is required.

Setting Validity Windows and Recommended Policies

A quote typically has two related dates:

Quote expiry date (customer-facing)

This is the date/time the customer must accept by for the offer to remain valid.

Rate validity window (pricing-facing)

This is the effective period of the underlying rates used to build the quote (contract, spot, or live rate results).

A quote can expire even if the rate window is still active, and a quote can also become invalid if the rate window ends earlier than the expiry. Your internal policy should define how these two work together.

Recommended validity policies (practical examples)

Fast-moving spot quotes

• Short expiry windows
• Used when market volatility and capacity constraints are high

Standard commercial quotes

• Moderate expiry windows
• Used for routine lanes with stable pricing

Contract-based quoting

• Expiry aligned to contract terms, with renewal rules for surcharges and accessorials

Best practices for validity settings

• Always display the expiry date prominently in the quote summary
• Avoid “open-ended” quotes without expiry
• Keep validity consistent by mode and product (so customers learn what to expect)
• Use renewal rather than manual exceptions when customers request more time

Reminder Workflows and Renewal Steps

Automated reminders reduce manual chasing and help you renew quotes before they expire.

What reminders should achieve

• Give the customer a clear prompt before expiry
• Give your team time to revalidate or refresh pricing
• Prevent last-minute “please extend” requests that create rushed approvals

Recommended reminder workflow

1) Pre-expiry customer reminder

• Sent before the expiry date
• Includes: quote reference, expiry date, and next-step instruction (accept / request revision / book)

2) Internal reminder to the quote owner

• Sent on the same timeline as customer reminders
• Includes: status (sent/viewed), time remaining, and recommended action (follow up, re-rate)

3) Expiry notification

• Confirms the quote is no longer valid
• Offers a renewal path (re-rate and reissue quickly)

Renewal steps (standard operating procedure)

1. Confirm the customer still wants the same scope (lane, service, door/port)




2. Revalidate the rate source (contract version, spot refresh, or live rates)




3. Recalculate surcharges and accessorials as needed




4. Apply pricing rules (markups/margins) consistently




5. Issue a renewed quote with:

   • new expiry date
   
   
   • clear note that it replaces the prior expired quote
   • summary of changes (if any)
   
   


6. 
   

   Send renewal via link (and PDF if required)

   
   

What to Do When a Customer Accepts After Expiry

A late acceptance is common. The key is to handle it consistently and avoid accidental margin leakage.

Step 1: Do not confirm the booking on the expired quote

Politely acknowledge acceptance, then explain that pricing must be revalidated because the quote expired.

Step 2: Re-rate and reissue

Refresh the quote using the current rate source:

• Live rates: pull updated pricing
• Uploaded/contract rates: confirm the applicable version and validity
• Spot: obtain a refreshed spot rate if needed

Step 3: Confirm deltas clearly

When you send the renewed quote, highlight:

• New expiry date
• Any change in total (up or down)
• The reason for the change (rate refresh, surcharge update, scope change)

Step 4: Convert to booking only after the renewed quote is accepted

This prevents disputes and protects margins.

Best Practices to Prevent Margin Leakage and Confusion

• Make expiry visible in the quote header and summary
• Align internal follow-up timing to reminder schedules
• Treat “expired” as a hard state: renew rather than extending silently
• Keep a consistent renewal process across the team (same steps, same messaging)
• Document reasons for any exceptions or overrides

FAQ

Can we extend a quote instead of renewing it?

Renewal is the safer approach because it ensures rates and surcharges are still valid. Extending without revalidation can create margin leakage.

What should we do if the customer requests an extension before expiry?

Revalidate pricing first. If rates are unchanged, reissue with a new expiry date and clearly state the updated validity.

How do reminders improve conversion?

They create a decision deadline, prompt timely follow-up, and reduce stalled quotes that quietly expire without action.