Proposal expiry and reminders

A proposal can expire after a set number of days, and Tidyflow can email your client reminders until they respond. Expiry is set on each proposal. The reminder schedule is set once for your workspace.

How proposal expiry works

New proposals expire 14 days after sending by default. The deadline starts when you send the proposal or activate a shared link, and it runs through the end of that date in your workspace timezone. Proposals created before expiry was available keep their original behavior until you set an expiry on them.

Change the expiry for one proposal

1. Open the proposal in the editor
2. In the sidebar, click Expiry
3. Turn Automatic expiry on or off
4. If it is on, enter the Days after sending, from 1 to 91
5. Click Save changes

Turn reminders on or off for one proposal

1. Open the proposal in the editor
2. In the sidebar, click Reminders
3. Turn Automatic reminders on or off
4. Click Save changes

On a sent proposal, use Pause reminders or Resume reminders in the sidebar. Pausing reminders does not change the proposal’s deadline.

Set the workspace reminder schedule

1. Go to Settings and open Billing
2. In the Proposal reminders section, click Edit
3. Set Days between reminders, from 1 to 30
4. Set the Reminder limit, from 1 to 3
5. Click Save changes

The default is a reminder every three days, up to three reminders. Turning Automatic reminders off here stops reminders across the workspace. Each proposal keeps its own on or off setting for when workspace reminders are turned back on.

Schedule changes apply to upcoming reminders on live proposals. Past dates are skipped, and reminders already sent are not repeated.

When proposal reminders are sent

Proposal reminders start only after the initial proposal email is sent successfully. They go out between 09:00 and 17:00 in your workspace timezone, including weekends. Reminders stop when the proposal is accepted, declined, withdrawn, deleted, or expires. Proposals without an expiry can still receive reminders. Click Change in the send dialog to preview the reminder dates.

A link you share yourself with Share link sends no automatic client emails. Resending a proposal restarts the reminder sequence on the same client link.

Find expiring and expired proposals

On the Proposals list, use the Expires column and the Expired status to find proposals that need attention.

What clients see after a proposal expires

Once a proposal expires, your client sees your firm’s contact details and can no longer sign, add payment details, or decline. Accepted proposals, and older signed proposals still awaiting payment, keep their payment access.

Reopen an expired proposal

Open the expired proposal and click Resend Proposal. This reopens it on the same client link with a fresh deadline, and you can click Change in the resend dialog to choose a different expiry period. The proposal’s timeline keeps its expiry and resend history.

To record an acceptance made outside Tidyflow on an expired proposal, resend it first, then use Mark accepted. You can also duplicate, download the PDF of, or delete an expired proposal.

Who is notified when a proposal expires

The team member who last sent the proposal gets an in-app notification, and an email if their notification settings allow it. If that person is no longer available, the workspace owner is notified instead.