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Quotes that don’t move forward need proper closure to keep your pipeline accurate. You can manually mark a quote as Expired when its validity period has passed, or as Lost when the deal didn’t close. This helps your team track conversion rates and analyze why deals fail. Qwoty can also automatically expire quotes based on the validity period you define in the template.

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Access the quote

1

Navigate to Quotes

In the left side menu, click Project > Quote.
2

Open the quote

Click the quote you want to mark as expired or lost.

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Mark a quote as Expired

Use this status when the quote’s validity period has ended and the customer hasn’t signed.
1

Open the actions menu

In the top right of the quote, click the ⋮ (three-dot) menu.
2

Set status to expired

Click Set status to expired from the list.
3

Confirm

Confirm the action if prompted.
The quote is now marked as Expired and removed from your active pipeline.
If you set a validity period in the quote template, Qwoty automatically moves quotes to Expired status after the deadline passes.

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Mark a quote as Lost

Use this status when the customer decided not to proceed with the purchase.
1

Open the actions menu

In the top right of the quote, click the ⋮ (three-dot) menu.
2

Select Set status to lost

Click Set status to lost.
3

Add a reason (optional)

In the dialog box, select or enter the reason the deal was lost (e.g., Price too high, Competitor chosen, Budget cut).
4

Confirm

Confirm the action if prompted.
The quote is now marked as Lost and removed from your active pipeline.
Tracking lost reasons helps you identify patterns and improve your sales process. Review lost deals regularly with your team.

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What happens next

  • The quote is removed from your active pipeline but remains searchable in the Quotes list
  • The Dealroom (if published) displays the updated status to the customer
  • No further actions can be taken on the quote unless you reopen it
  • Reporting data is updated to reflect the closed status

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Reopen an expired or lost quote

If a customer returns after a quote is marked as Expired or Lost, you can reopen it.
1

Open the quote

Navigate to the expired or lost quote.
2

Change the status

Click the ⋮ (three-dot) menu and select the appropriate status to restart the quote.
3

Update the quote

If needed, update the pricing, products, or validity period before republishing.
If you reopen an expired quote, make sure to update the validity period and verify that pricing is still accurate.

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Troubleshooting

Check your user role. Only Sales Reps, Managers, and Admins can change quote statuses. Viewers have read-only access.
Check the validity period set in the quote. Navigate to the quote details and review the Valid until date. If the template has automatic expiration enabled, quotes will expire after this date.
Make sure you entered a lost reason when marking the quote as Lost. If you skipped this step, reopen the quote, mark it as Lost again, and add the reason.

Manage quote statuses

Learn about all quote statuses and transitions

Create quote templates

Set default validity periods and expiration rules

View quote reports

Analyze expired and lost quotes to improve conversion

Reopen a quote

Restart a closed deal with a returning customer