How to Handle Expired Proposals

Summary

OpenSolar’s Expire Proposal functionality gives your organization precise control over how long a proposal remains valid. Once a proposal expires, the customer will no longer be able to accept it via the online checkout button, ensuring outdated or invalid proposals are not unintentionally approved. You can configure this setting globally and tailor messages for expired proposals, enhancing professionalism and compliance.

What Is the Expire Proposal Feature?

This feature helps ensure customers can only accept proposals that are still valid, avoiding scenarios where outdated pricing, terms, or system designs are accepted.

When enabled, OpenSolar will automatically hide the “Accept Proposal” button on the online proposal once the validity date has passed.

How to Enable and Configure the Expired Proposal Feature

To manage proposal expiration settings:

1. Go to:
   Control > Purchase Experience > Proposal Template > Advanced Settings > Proposal Checkout Settings

2. Under Proposal Checkout Settings, choose one of the following options:

Available Settings:

• Disabled when proposal validity has expired (Default):
  Hides the “Accept Proposal” button only after the proposal has expired.

• Disabled:
  Always hides the “Accept Proposal” button, regardless of validity.

• Enabled:
  Always shows the “Accept Proposal” button, even if the proposal has expired.

When the button is hidden, you can also display a custom message on both the online and PDF proposals, explaining that the proposal is no longer valid.

How to Update the Proposal Expiry Date

If you need to extend or change a proposal’s validity period:

1. Navigate to the Online Proposal section of the project.

2. Click “Customise Proposal”

3. Update the “Valid Until” field with your desired expiration date.

This controls how long the proposal will remain actionable for the customer.

Customer Viewing Notifications

When a customer views an expired online proposal:

• OpenSolar will notify the assigned team member with the message:
  “Customer viewed expired online proposal”

This differs from the standard “Customer viewed online proposal” notification, helping your team prioritize follow-up actions.