Validity, versions and revising a quote

Two things about quotes surprise people: what "expired" actually means, and what happens to version 1 when you send a version 2.

Expiry is a date, not a state

A quote has a valid until date. When it passes, nothing is switched off and nothing changes in the background. The quote is simply past its date, and Riffit works that out every time it shows you the quote.

That is why extending one is not a repair. Extend validity moves the date and the quote carries on. There is no expired status to climb back out of.

You get the option in two places, and both are the banner rather than the header: once the quote is about to lapse, and again after it has. A quote with three weeks left does not need extending, so the button is not there yet. Picking an option shows you the new date before you commit.

Revising makes a version 2

Editing a quote that has already gone out does not edit it. It creates the next version.

Tap Revise & resend. Riffit builds a fresh draft, you change what needs changing, and you send it. At that point:

• The new version becomes the live one.
• The old one is marked superseded, and stays. It is still there to look at.
• Your client's link does not change. The link you sent them resolves to whichever version is current, so they open the same URL and see version 2.

That last point is the one worth remembering. You never have to send a second link or explain which one to look at.

Versions also share the quote's number. QUO26-009 v1 and QUO26-009 v2 are the same quote, so your records do not sprout a new reference every time a client asks for a change.

Accepting is not the end

An accepted quote can still be revised. Doing that supersedes it exactly as above, and the acceptance stays on the record of the version that was accepted.

So a client who accepted, then asked for one more change, does not erase the fact that they had said yes to the earlier one.

Where the buttons live, and why

Revise sits in the overflow menu while a quote is live, and moves to the main action once the client has asked for changes.

That is deliberate. Your client is reading version 1 right now, and sending a version 2 replaces it under them. Making that a one-tap primary action on a quote nobody has objected to invites an accident. Once they have asked, it is the obvious next move and it moves to the front.

One limitation, stated plainly

Turning a quote into an invoice needs the client to have accepted it on the page.

A client who says yes over WhatsApp and never clicks the button leaves you without that path. Riffit will not mark a quote accepted on your say-so, because acceptance is your client's to give and a dashboard that could fake it is worth less than one that cannot.

The way round it is to send them the link again and ask for the tap.