> ## Documentation Index
> Fetch the complete documentation index at: https://docs.qwoty.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage expired and lost quotes

> Mark quotes as Expired or Lost to keep your pipeline clean and track deals that didn't close

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.

## Access the quote

<Steps>
  <Step title="Navigate to Quotes">
    In the left side menu, click **Project** > **Quote**.
  </Step>

  <Step title="Open the quote">
    Click the quote you want to mark as expired or lost.
  </Step>
</Steps>

## Mark a quote as Expired

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

<Steps>
  <Step title="Open the actions menu">
    In the top right of the quote, click the **⋮** (three-dot) menu.
  </Step>

  <Step title="Set status to expired">
    Click **Set status to expired** from the list.
  </Step>

  <Step title="Confirm">
    Confirm the action if prompted.
  </Step>
</Steps>

The quote is now marked as **Expired** and removed from your active pipeline.

<Note>
  If you set a validity period in the quote template, Qwoty automatically moves quotes to **Expired** status after the deadline passes.
</Note>

## Mark a quote as Lost

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

<Steps>
  <Step title="Open the actions menu">
    In the top right of the quote, click the **⋮** (three-dot) menu.
  </Step>

  <Step title="Select Set status to lost">
    Click **Set status to lost**.
  </Step>

  <Step title="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`).
  </Step>

  <Step title="Confirm">
    Confirm the action if prompted.
  </Step>
</Steps>

The quote is now marked as **Lost** and removed from your active pipeline.

<Tip>
  Tracking lost reasons helps you identify patterns and improve your sales process. Review lost deals regularly with your team.
</Tip>

## 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

## Reopen an expired or lost quote

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

<Steps>
  <Step title="Open the quote">
    Navigate to the expired or lost quote.
  </Step>

  <Step title="Change the status">
    Click the **⋮** (three-dot) menu and select the appropriate status to restart the quote. {/* TODO: verify available options from Expired/Lost state — Recall option may be available */}
  </Step>

  <Step title="Update the quote">
    If needed, update the pricing, products, or validity period before republishing.
  </Step>
</Steps>

<Warning>
  If you reopen an expired quote, make sure to update the validity period and verify that pricing is still accurate.
</Warning>

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can't change the status to Expired or Lost">
    Check your user role. Only **Sales Reps**, **Managers**, and **Admins** can change quote statuses. **Viewers** have read-only access.
  </Accordion>

  <Accordion title="The quote expired automatically but shouldn't have">
    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.
  </Accordion>

  <Accordion title="Lost reasons aren't showing in reports">
    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.
  </Accordion>
</AccordionGroup>

## Related resources

<CardGroup cols={2}>
  <Card title="Manage quote statuses" icon="traffic-light" href="/user-guide/quotes/reference/quote-anatomy">
    Learn about all quote statuses and transitions
  </Card>

  <Card title="Create quote templates" icon="file-lines" href="/user-guide/templates/how-tos/create-quote-template">
    Set default validity periods and expiration rules
  </Card>

  <Card title="View quote reports" icon="chart-line" href="/user-guide/dashboards-kpis/how-tos/track-pipeline">
    Analyze expired and lost quotes to improve conversion
  </Card>

  <Card title="Reopen a quote" icon="rotate-left" href="/user-guide/quotes/reference/quote-anatomy">
    Restart a closed deal with a returning customer
  </Card>
</CardGroup>