Trade quote workflow resource
Quote Validity Checklist for Tradespeople and Contractors
Use this checklist to show how long a quote or estimate remains open, what happens after expiry and which version the customer approved.
Direct answer: what should quote validity wording include?
Direct answer: Quote validity wording should show the expiry or valid-until date, price basis, repricing rule, current quote version, deposit trigger and approval method. It should also explain that expired or changed work needs review before the accepted scope, payments and invoice handoff are confirmed.
Quote validity checklist
| Checklist item | What to include |
|---|---|
| Expiry or valid-until date | Show the date the customer must approve by, so an old price is not treated as open-ended. |
| Price basis | State whether labour, materials, tax or VAT, access and supplier assumptions are included in the current price. |
| Repricing rule | Explain what happens if supplier prices, labour availability, access or scope changes after the expiry date. |
| Current quote version | Make clear which version is active and which earlier versions have been replaced. |
| Deposit or payment trigger | Connect any deposit, staged payment or material-ordering step to the accepted quote version. |
| Invoice handoff | Carry the accepted scope, validity date, deposits and approved changes into the invoice record. |
When quote validity needs extra care
Materials-heavy jobs
Use a shorter review window and explain that supplier prices may need checking again before approval.
Repeat domestic work
A standard validity period can work if labour, materials and availability are stable.
Renovation or staged work
Tie validity to site-survey assumptions, selections, deposits, start dates and approved versions.
Call-out or diagnostic work
Separate attendance or diagnosis from any later repair quote that needs approval.
Safe quote expiry workflow
- Create the quote from checked scope: use customer details, site notes, line items, assumptions and exclusions before setting validity.
- Set the valid-until date: choose a review date that fits materials, labour availability, supplier terms and job risk.
- Send one approval link: make sure the customer can see the current scope, validity wording, deposit terms and approval step together.
- Review expired quotes before accepting: if the customer returns later, check prices and scope before confirming or revising the quote.
- Invoice from the accepted version: keep deposits, payment records and the final invoice tied to the version the customer accepted.
Practical caveat
This is a practical workflow checklist, not legal advice. Contract, consumer, licensing, tax and cooling-off rules vary by job type and location, so use local professional advice where required.