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Use the Sales & Quotes page to set how many days a quote stays valid before it expires. Come here when your standard quote window changes, and before your sales team sends live quotes.
Sales and Quotes settings affect customer-facing quote timing. Review quote terms, quote expiration, templates, and public quote approval before sales teams send live quotes.

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Before You Start

  • You need the settings.view permission to open the page.
  • You need settings.edit to save a change. The page lets anyone who can open it edit the field, but without settings.edit the save is refused with “Permission denied: settings.edit”.

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Open Sales And Quotes Settings

  1. In the deck, open Settings.
  2. Under Documents & Email, choose Sales & Quotes.
The breadcrumb reads Settings > Documents & Email > Sales & Quotes. You can also search for Sales & Quotes in the command palette.

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Quote Expiration Days

The page opens with the line “Controls the quote lifecycle.” The Quote Expiration card has one field, Quotes expire after, a whole number of days from 1 to 365, labeled “days (1 to 365)”. The default is 30 days. A value outside that range is held to it when a quote is stamped, so a stored 400 behaves as 365. The box under it reads back the value, for example “Current setting: Quotes expire 30 day(s) after sending.”
  1. Enter the number of days.
  2. Click Save changes. The button is enabled only when the value changed, and it reads Saving, one moment while it saves.
You see “Sales and Quotes settings saved”. How the value is used:
  • New quotes: when a quote is created, Arcus stamps its expiration date as the creation date plus this many days, unless the person creating the quote chooses a different validity for that quote. Changing the setting does not move the date on quotes that already exist.
  • Older quotes without their own date: these expire this many days after they were sent.
  • Expiry: once a day, Arcus moves every draft or open quote whose date has passed to Expired and emails the customer that the quote expired.
  • Quote documents and emails: the quote PDF and the Quote Sent email state how long the quote is valid.
Recommended approach:
  1. Choose the standard quote window your sales team uses.
  2. Keep the value consistent with quote terms and customer-facing copy.
  3. Test a quote after changing the setting.
  4. Confirm sales users understand when a quote should be revised instead of extended.

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Quote Terms

Quote terms live on Settings > Documents & Email > Documents. They appear on quote PDFs and should match the expiration policy.
Document settings page with quote terms, order confirmation terms, invoice terms, and packing slip footer fields

Quote terms are maintained with document settings and should be reviewed with quote expiration before sending customer-facing quotes.

Good quote terms clarify:
  • How long pricing is valid.
  • Whether freight or tax is estimated.
  • Whether stock availability can change before acceptance.
  • Whether special-order, kit, or freight items have extra rules.
  • Who to contact with questions.
Avoid putting long legal copy into the quote footer unless you have tested how it renders on multi-page quote PDFs.

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Public Quote Approval

Customers can approve eligible quotes from the customer portal or a public quote link. Public approval can move the quote into the next sales workflow your team uses.
Public quote approval page with quote details, line items, totals, terms, accept action, and customer-facing approval controls

Public quote approval lets customers review line items, totals, terms, and acceptance actions outside the staff app.

Before using public approval:
  1. Confirm quote expiration days.
  2. Confirm quote terms.
  3. Confirm email templates for quote sending.
  4. Confirm customer portal or public link settings.
  5. Send a safe test quote and approve it as a customer.
  6. Review whether the result becomes a sales order, invoice, or internal review item.

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Quote To Sales Order Or Invoice

Quote conversion depends on the sales path your team follows. A quote may become a sales order for normal fulfillment, or it may move directly toward invoice handling when the workflow allows it. Before conversion, review:
  • Customer account.
  • Billing and shipping address.
  • Line items, kits, freight items, and serial requirements.
  • Discounts and price levels.
  • Tax and freight estimates.
  • Payment terms.
  • Approval or hold banners.
If conversion is blocked, open the quote or resulting sales order and resolve the visible issue before sending it to the customer again.

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What To Test After Changes

  • Send a test quote email.
  • Open the quote PDF and confirm terms.
  • Open the public quote link and confirm expiration wording.
  • Approve the quote as a customer and confirm the resulting staff workflow.
  • Review the Email Log for sent or skipped quote messages.

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Messages You May See

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What Changes Elsewhere

  • Quotes: new quotes get an expiration date from this setting, and the daily expiry moves lapsed quotes to Expired.
  • Customer email: the customer is emailed when a quote expires, and the Quote Sent email and quote PDF state the validity.
  • Audit trail: each save is recorded in the Audit Log with the old and new value.
  • Other open sessions: when another administrator saves a change here, your page refreshes to show it.

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Common Blocks

  • Expiration value will not save: use a whole number from 1 to 365, and confirm you have settings.edit.
  • An existing quote still shows the old expiration date: the setting applies to quotes created after the change. Existing quotes keep the date they were given.
  • Quote terms do not match the expiration window: update Documents settings.
  • Customer cannot approve a quote: confirm the quote is sent, not expired, and eligible for public approval.
  • Quote email did not send: check Email Configuration, Email Templates, customer email address, and Email Log.
  • Converted order is blocked: resolve holds, approval requirements, missing addresses, stock issues, or payment terms before proceeding.

Documents and Email Settings

Review quote terms, order confirmation terms, invoice terms, numbering, email configuration, templates, and quote behavior.

Email Templates

Preview, edit, test, reset, enable, and disable quote and customer-facing templates.

Creating Orders

Create sales orders and quotes, add customers, set addresses, and add products.

Portal Quotes and Approval

Help customers review, approve, or respond to quotes from the portal.