Default Expiration Dates on Estimates
Default expiration date settings ensure that your estimates have an expiration date applied and communicated to your customers.
When you set the default expiration date for your estimates, it'll be automatically applied to all the future estimates you create in the system. However, if you have an estimate that is an exception to the default rules, you can always change or remove the expiration date for individual estimates as needed. This allows you to adjust the expiration date for a particular customer or situation.
Set a Default Expiration Date (HCP Web Browser)
To set a default expiration date for estimates:
Navigate to your Account Settings by clicking the gear icon in the top right corner of your HCP account.
Select 'Estimates' > 'Estimate defaults' from the menu on the left.
By default, the expiration date settings are turned off.
To enable the Default Expiration Date, click the pencil icon on the right.
Select the checkbox next to "Default expiration date" in the window that appears.
Use the "Expire after" field and drop-down menu to enter the number of days, weeks, or months until the estimate expires.
You can provide any number greater than 0.
Click 'Save' and the default expiration date will apply to all future estimates automatically.
How to Add, Update, or Remove an Expiration Date (HCP Web Portal)
Add an Expiration Date to an Estimate (HCP Web Portal)
To add an expiration date to an estimate on the HCP web portal:
Open an estimate to view the Estimate Details page.
Under the estimate number at the top of the page, click '+ ADD EXPIRATION DATE' and the "Add expiration date" window will appear.
Type a date into the field, or click the calendar icon to use the date picker tool.
Click 'Save' to confirm your choice, and the expiration date will be applied to the estimate.
If you set up the default expiration period in your default settings, the expiration date field will be pre-populated when you create your estimate.
Update the Expiration Date of an Estimate (HCP Web Portal)
To update the expiration date of an estimate in the HCP web portal:
Open an estimate to view the Estimate Details page.
Click the expiration date at the top of the page, under the estimate number, and the "Edit expiration date" window will appear.
Type a date into the field, or click the calendar icon to use the date picker tool.
You can select any date you'd like and update the expiration date at any time.
🛠️ Pro Tip: You can update the expiration date of an estimate that has already expired, which will change the status from "Expired" back to its previous status.
Remove an Expiration Date from an Estimate (HCP Web Portal)
To remove an expiration date from an estimate in the HCP web portal:
Open the estimate to view the Estimate Details page.
Click the 'X' icon under the estimate number at the top of the page, to the right of the expiration date.
Add, Update, or Remove an Expiration Date (HCP Mobile App)
On the HCP mobile app, you can add, update, and remove the expiration date in a similar way to how you do it on the web portal.
The expiration date component is located on the Estimate Details view and will be pre-populated if you have default expiration date settings set on your account.
To add an expiration date to an estimate in the HCP mobile app:
Open an estimate and tap the 'Expiration date' field. This will open a date picker.
Use the date picker to select the expiration date.
Tap 'Save' in the top right corner of your screen, and you're all set!
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To update the expiration date of an estimate on the HCP mobile app:
Open the estimate and tap the expiration date or the pencil icon to the right.
Then, select a new date and tap 'Save' in the top right corner of your screen.
To remove the expiration date from the estimate:
Tap the 'Remove expiration date' button and confirm your choice.
How is the expiration date communicated to my customers?
The expiration date will appear on the PDF preview of the estimate:
And on the web-based customer’s preview:
How is the expiration date calculated?
The expiration date is calculated based on the following formula:
Estimate creation date + default expiration period = expiration date.
For example, if you create your estimate on March 1st, and your default expiration date period is set to "2 weeks ", your estimate will expire on March 15th.
Can I change or turn off the default expiration date settings?
You can change the default operation date by simply changing the value provided in the Expire after input.
You can turn off the default settings if you no longer want the expiration date automatically applied to your estimates. In that case, you can turn the default settings off entirely by unchecking the Default expiration date checkbox and clicking save.
When exactly will the estimate expire, and what will happen to it?
The estimate changes its status to “expired“ after the day that is indicated as the expiration date has passed.
If the estimate's expiration date passes before the estimate is accepted or declined, that estimate will be marked as "Expired" instead of approved/declined.
For example, if the expiration date on your estimate is set to March 15th, it will expire the moment March 15th ends (after midnight).
Your customers cannot approve an expired estimate. Once the expiration date passes, they can no longer click the Approve button.
Instead, they will be encouraged to contact you if they wish to accept the estimate.
What if Pipeline declines the estimate before the expiration date?
If the 'Mark Estimates as Declined' Pipeline automation is triggered before the estimate’s expiration date, the automation will take precedence, causing the estimate to be declined rather than marked as expired.
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