Summary #
Expiration dates create urgency and protect your availability and pricing. When you set an expiration date on a proposal, clients know they have a limited time to make a decision, and the proposal automatically becomes invalid after that date.
This guide explains why expiration dates matter, how to set them, what happens when proposals expire, and best practices for choosing expiration timelines.
Why Set Expiration Dates? #
1. Creates Urgency #
Psychology of deadlines:
- People procrastinate without deadlines
- Urgency motivates faster decisions
- “Limited time” increases perceived value
Results:
- Faster acceptance rates
- Less back-and-forth
- Clients prioritize your proposal
2. Protects Your Availability #
Without expiration:
- Client could accept weeks or months later
- You might already be booked for that date
- Awkward situation of having to decline
With expiration:
- Client knows the window
- You control your calendar
- Clear boundaries
3. Protects Your Pricing #
Pricing can change:
- Seasonal rate adjustments
- Increased demand
- Operating cost changes
- Musician availability shifts
Expiration prevents:
- Clients accepting old, outdated pricing
- Being locked into rates from months ago
- Underpricing due to market changes
4. Professional Boundaries #
Shows you’re in demand:
- Busy professionals set deadlines
- Demonstrates value
- Creates FOMO (Fear of Missing Out)
vs. Always available:
- Seems desperate
- No urgency
- Clients assume they can wait indefinitely
How to Set an Expiration Date #
When Creating a Proposal #
Steps:
1. Open Create Proposal Dialog
– From client’s profile page
– Click “Create Proposal”
2. Fill in Proposal Details
– Name
– Group
– Contract template
3. Set Expiration Date (Optional)
– Click the “Expiration Date” field
– Calendar picker opens
– Select a future date
– Time automatically set to end of day (11:59 PM)
4. Create Proposal
– Click “Add”
– Expiration is saved
What happens:
- Proposal created with expiration date
- Counts down until that date
- Auto-expires at 11:59 PM on the selected date
After Creating a Proposal #
You can add or change expiration dates anytime.
Steps:
1. Navigate to Proposal
– Go to the proposal page
2. Edit Proposal
– Click “Edit” or find expiration field
3. Set or Update Date
– Select new expiration date
– Or remove expiration by clearing the field
4. Save Changes
What happens:
- Expiration updates immediately
- Client sees new deadline
- Expired status clears if you extend
What Happens When a Proposal Expires #
Automatic Actions #
At 11:59 PM on expiration date:
1. Proposal Status Updates
– Marked as “Expired”
– Shows expired badge/status
2. Client View Changes
– Client sees “This proposal has expired” message
– “Accept Package” buttons are disabled
– They cannot accept any packages
3. Your View
– Proposal list shows “Expired” status
– You can see it passed the deadline
What Still Works #
Expired proposals:
- ✅ Remain viewable by you and client
- ✅ Keep all the package information
- ✅ Can be extended by changing the date
- ✅ Can be copied to create a new proposal
Does NOT:
- ❌ Send any automatic notifications
- ❌ Delete the proposal
- ❌ Remove client access
- ❌ Change pricing or packages
Choosing the Right Expiration Timeline #
Recommended Timeframes #
Weddings:
- 6+ months out: 30 days
- 3-6 months out: 14-21 days
- 1-3 months out: 7-14 days
- Less than 1 month: 3-7 days
Why: Weddings have longer decision cycles, multiple decision-makers
Corporate Events:
- Standard: 7-14 days
- Urgent/short notice: 3-5 days
Why: Corporate decisions often move faster, but require approvals
Private Parties:
- Standard: 14 days
- Last minute: 3-7 days
Why: Private party decisions are usually individual/quick
Off-Season Events:
- Flexible: 30-45 days
- Peak season: 14-21 days
Why: Less demand = more time; high demand = urgency
Factors to Consider #
1. Event Date
- Closer events = shorter expiration
- Far-out events = can be longer
2. Your Availability
- Very busy = shorter expiration
- Open calendar = can be generous
3. Competition
- High competition = create urgency
- Less competition = can give more time
4. Client Urgency
- Client says “urgent” = short window
- Browsing/exploring = moderate window
5. Event Type
- Complex (weddings) = more decision time
- Simple (cocktail music) = can be quicker
Best Practices #
1. Always Set Expiration Dates #
Exception: Only skip if:
- Long-term client you trust
- Event is 12+ months away
- Unusual circumstances
Default approach: Set reasonable expiration on every proposal
2. Communicate the Deadline #
In your email/message:
“I’ve sent over a proposal for your wedding. The pricing is valid through [Date], so please let me know if you have any questions before then!”
Why:
- Reinforces urgency
- Sets expectations
- Shows professionalism
3. Send Reminders #
Timeline:
- 2-3 days before expiration: “Heads up, proposal expires soon!”
- Day of expiration: “Last chance to accept today’s pricing”
Don’t be pushy:
- Be helpful and friendly
- Offer to answer questions
- Mention you’re happy to extend if needed
4. Be Willing to Extend #
If client asks for more time:
- Usually say yes
- Extend by 7-14 days
- Shows goodwill
When to say no:
- You’re actually booked for that date now
- Significant price increase needed
- Client has asked multiple times without decision
5. Don’t Make It Too Short #
Avoid:
- 1-2 day expirations (too aggressive)
- Unreasonable pressure
- Clients feeling rushed
Aim for:
- Enough time to review thoughtfully
- Creates urgency without panic
- Professional and reasonable
Extending Expired Proposals #
Option 1: Update the Same Proposal #
Best for: Client still interested, nothing changed
Steps:
1. Edit the proposal
2. Set new expiration date (future)
3. Save
4. Email client: “I’ve extended your proposal through [New Date]”
Pros:
- Quick and easy
- Keeps same proposal link
- Maintains tracking history
Cons:
- Old pricing locked in
- Can’t change packages easily
Option 2: Create a New Proposal #
Best for: Significant time passed, pricing needs updating
Steps:
1. Create brand new proposal
2. Update pricing if needed
3. Rebuild packages (or copy old ones)
4. Set new expiration
5. Send to client
Pros:
- Fresh start
- Update pricing
- New tracking metrics
- Can improve packages
Cons:
- More work
- Client gets new link
Automation and Reminders #
Automatic System Features #
BookLive includes automatic expiration handling:
1. Expiration Check
- System automatically checks daily
- Marks proposals as expired at midnight
- No manual work needed
2. Email Reminders (if enabled)
- `ProposalExpiringReminder` – Sent to clients before expiration
- `ProposalExpired` – Sent to clients when expired
- `ProposalExpiredToBandleader` – Sent to you when expired
Check with your admin: These automated emails may need to be enabled in your system settings.
Common Questions #
❓ What if a client accepts right at the deadline? #
Answer:
As long as they click “Accept Package” before 11:59 PM on the expiration date, it counts.
The system:
- Accepts packages up until midnight
- Only blocks after expiration passes
Edge case: If you’re worried, extend by one day to give buffer.
❓ Can I remove an expiration date after setting it? #
Answer:
Yes!
Steps:
1. Edit the proposal
2. Clear the expiration date field
3. Save
Result: Proposal no longer has an expiration, stays valid indefinitely.
❓ Does the client see a countdown on the proposal? #
Answer:
This depends on your proposal template design. Some systems show:
- “Valid until [Date]”
- Countdown timer
- Urgency messaging
Check your proposal page to see how it displays to clients.
❓ What if I need to change pricing after expiration? #
Answer:
Best approach:
1. Create new proposal with updated pricing
2. Send new proposal to client
3. Keep old one for records
Why not edit:
- Changing accepted proposals is confusing
- New proposal gives clear fresh start
- Better tracking
Tracking Expiration Performance #
Metrics to Watch #
1. Acceptance Before Expiration Rate
= (Accepted Before Expiration / Total Sent with Expiration) × 100 Goal: 70%+
Why it matters: Shows if urgency is working
2. Average Time to Acceptance
= Days from Sent to Accepted Track: With vs. without expiration dates
Compare: Do proposals with expiration get accepted faster?
3. Extension Requests
= How often clients ask for more time
If high: Maybe your windows are too short
A/B Testing #
Test different timelines:
- Group A: 7-day expiration
- Group B: 14-day expiration
- Group C: 21-day expiration
Track:
- Which gets highest acceptance rate
- Which gets fastest acceptance
- Which feels right for your business
Optimize: Use data to find your sweet spot
Related Articles #
Related Topics:
- 📦 How to Create and Send a Proposal to a Client
- 📊 Tracking Proposal Performance
- ✅ What Happens When a Client Accepts Your Proposal
- 💬 Following Up on Proposals Effectively
Need Help? #
If you have questions or run into issues:
- 📧 Email: support@booklive.com
- 📞 Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
- 💬 Live Chat: Click the chat icon in the bottom right of your dashboard
