How to track proposal validity and expiry
To track proposal validity, the expiry date has to trigger something rather than sit on a document. In Jestor, validity is a field on the deal, an automation alerts the rep before it lapses, and the dashboard shows what is approaching expiry across the pipeline.
Why proposals expire quietly
A proposal is sent with a validity period, usually because pricing depends on it. Then the deal goes quiet, the date passes, and nobody notices until the customer returns weeks later expecting the old price.
At that point there are only bad options: honour an expired price or start an awkward conversation.
What tracking prevents:
- Proposals expiring with no follow-up attempt
- Expired pricing honoured to avoid friction
- No visibility of how much value is about to lapse
- Reps unable to prioritize between open proposals
- A genuine deadline wasted as a follow-up reason
What to track per proposal
| Field | Why it matters |
|---|---|
| Sent date | Starts the validity clock |
| Validity period | Defines the expiry |
| Expiry date | Triggers alerts and follow-up |
| Value | Shows what is at risk of lapsing |
| Owner | Who follows up |
| Document | What was actually sent |
Step by step to structure it
- Add validity fields to the deal record, including sent date and expiry.
- Calculate expiry automatically from the sent date and the validity period.
- Attach the proposal document to the record, rendered inside the card.
- Alert the owner several days before expiry, not on the day.
- Add a dashboard indicator for value expiring in the next fortnight.
- Change status automatically when a proposal lapses.
- Review lapsed proposals monthly, since the pattern says something.
Why expiry is a follow-up asset
A real deadline is one of the few legitimate reasons to contact a prospect who has gone quiet. Tracking validity turns a piece of administrative detail into a scheduled, honest reason to make contact, which is worth more than a generic check in.
Why choose Jestor
In Jestor, expiry can be a formula from the sent date, alerts are automations, the proposal renders inside the card without downloading, and an indicator can show total value approaching expiry. Follow-up can be sent through native WhatsApp automations or email, with each attempt recorded on the deal.
Frequently Asked Questions
Can the expiry date be calculated automatically?
Yes, as a formula from the sent date and the validity period. See jestor.com.
When should the alert fire?
Several days before expiry, so there is time to act.
Can I see how much value is about to lapse?
Yes, through an indicator summing the value of proposals approaching expiry.
Video Tutorial: Step by Step
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