When Prices Expire, So Should Quotes: ERP Rules for Quote Revalidation
In the world of building materials distribution, pricing is never static. From OSB to structural steel, insulation to rebar, market volatility is the normnot the exception. Distributors are issuing hundreds of quotes weekly, many tied to jobs that wont break ground for 60 to 90 days. The problem? Old quotes with expired pricing that slip through the cracks and get converted into orders at a loss.
ERP rules for quote revalidation put a stop to that. With pricing expiration logic built into your system, you can protect margins, enforce accountability, and improve how you handle long-cycle sales.
Why quote expiry matters more today than ever
When prices were stable, a 30-day quote window was generous. In todays environment, a quote can become obsolete in a matter of days. Consider the following:
Lumber prices spike 15% in two weeks.
Fuel surcharges change monthly.
Mill lead times create delays between quote and actual procurement.
Currency shifts affect imported goods like tile, siding, and fasteners.
If your ERP allows old quotes to convert without scrutiny, you’re hemorrhaging marginand probably not even noticing it.
How ERP systems enforce quote expiry and revalidation
ERP systems like Epicor, NetSuite, Infor, and Acumatica offer quote lifecycle management features that can:
Time-stamp quote creation and calculate expiry dates automatically.
Prevent order conversion on expired quotes without supervisor override.
Trigger revalidation workflows when expiry is reached.
Notify sales reps and pricing managers when revalidation is needed.
Apply updated pricing automatically from current price matrices or vendor cost sheets.
This means youre not relying on memory, manual spreadsheets, or goodwill to ensure pricing is current. Your system becomes your compliance layer.
Key ERP rules to set up for quote revalidation
Set default expiration periods by product category
Not all materials carry the same price risk. Configure different expiry windows:
OSB and lumber: 7 days
Engineered wood products: 14 days
Roofing and siding systems: 30 days
Custom fabrication: 5 days
These defaults trigger automatic expiry flags based on category.
Block order conversion for expired quotes
When a quote is past its expiry window, ERP should require review or manager override before converting to a sales order. This prevents accidental margin givebacks.
Reprice based on latest vendor costs
Set ERP rules to reprice expired quotes using current cost+markup logic or updated vendor pricing feeds. Repricing should be transparent and logged for auditing.
Track revalidated vs. expired quotes
ERP dashboards should show:
% of quotes revalidated vs. expired and lost
Average price delta upon revalidation
Margin improvement from revalidation enforcement
This visibility helps sales managers and finance teams prove the ROI of price discipline.
Auto-notify sales team before expiry
Configure ERP to send alerts 3 days before quote expiry. This prompts reps to follow up with the customer and either close or revalidate the quote.
Why this matters for project-based sales
In construction distribution, quoting isnt transactionalits strategic. A typical project sale may involve:
Quoting submittals months in advance
Multiple quote revisions as specs change
Staged deliveries across phases
Coordination with multiple trades
Without ERP rules, these quotes float in the system long past their viability. And when they finally convertoften through a rushed POno one notices that the pricing is two months old. You eat the cost, or worse, the entire job runs at a loss.
Real-world impact of enforcing quote revalidation
Lets say you quote a GC $140 per sheet for 3/4″ T&G OSB in April. They come back in July with a PO. By then, your cost is $145/sheet. If the ERP allows conversion without revalidation:
You lose $5/sheet * 2000 sheets = $10,000
Multiply that across dozens of such orders, and it’s six figures in lost margin annually
With revalidation rules:
The ERP blocks conversion, alerts the rep
New pricing is pulled into the quote
The customer is informed of the new rate
The margin is preserved or re-negotiated
Thats not just smartits essential.
Best practices for rolling out quote expiry rules
Align sales, finance, and pricing teams on policy
Set clear standards on quote lifespans, override authority, and revalidation protocols. Make this a company-wide pricing discipline.
Audit past quotes for missed revalidations
Use ERP reporting to backtest the last 90 days: How many quotes were converted after expiry? What was the margin impact?
Update quote templates to include expiry terms
Make quote expiration dates visible on all customer documents. This sets expectations and reduces friction when pricing updates are needed.
Use customer history to guide leniency
ERP logic can support differentiated rules: longstanding A-tier customers may get longer expiry windows or soft overrides, while new accounts follow strict rules.
Review revalidation performance quarterly
Make quote revalidation a KPI. Celebrate margin saved, not just revenue booked.
ERP integrations to enhance revalidation
Vendor cost feed integrations
Pull live or scheduled cost updates from suppliers into ERP to power accurate repricing.
CRM tie-ins
When quotes are created in a CRM like Salesforce or HubSpot, ensure expiry rules sync back to ERP for compliance.
Mobile alerts for outside sales reps
Let reps know via mobile when quotes near expiry, enabling proactive follow-up from the field.
You can’t control market pricing. But you can control whether your quotes reflect it. ERP rules for quote revalidation give you the structure to protect margins, enforce accountability, and elevate your pricing disciplineall while maintaining trust with customers through transparency and predictability.
In a world of price volatility and complex projects, quote expiry management isnt optionalits competitive armor.
