How to choose an estimate validity period

Choose an estimate validity period that you can stand behind, based on supplier pricing, your availability, and how long the client needs to decide. State a specific expiry date so both of you know when the price needs another review.

Start with the assumptions behind the price

If a supplier holds a price for a limited time, use that as an input. If the estimate depends on a particular delivery window or team availability, explain that too.

You might choose a short review window for volatile material costs and a longer one for work with stable costs. These are business decisions; there isn’t one period that fits every service or contract.

Make the date easy to find

Use a line such as:

This estimate is available for acceptance until [date]. If you’d like to proceed after that date, please contact us so we can confirm pricing and availability.

Check that this wording agrees with your terms. An expiry date should explain the offer, not create pressure by suggesting an artificial deadline.

Handle a late response with updated information

If the client responds after expiry, check the costs, scope, and schedule again. Tell them what has changed, if anything, before asking them to accept a revised offer.

In PayPolka, an expired estimate can be reactivated with a new valid-until date. Review the details before doing so. You can set a default validity period under Settings, Documents, then adjust it on individual estimates.

Follow up with a useful message

A reminder can be straightforward: “Your estimate is valid until Friday. Let me know if you’d like to discuss anything before then.” Leave room for questions rather than assuming silence means rejection.

PayPolka supports estimate expiry and online acceptance. Its automatic payment reminders are for invoices, not estimate follow-ups.

See Estimates for the settings and online estimate acceptance for what the client sees.