If you’re sending Dubsado proposals without an expiration date, this one’s for you. It might feel like a minor detail, but skipping this step can lead to major issues: not just in your client experience, but in your availability, boundaries, and backend systems. Your Dubsado Proposals need expiration dates.

Let’s break down why that is important.

Why your Dubsado Proposals need Expiration Dates

When you add an expiration date to a proposal in Dubsado, here’s what happens:

• Your client sees a clear notice letting them know the proposal is only valid until a specific date.
• If they don’t complete it in time, the link becomes inactive and they are unable to submit the proposal.
• You maintain control over when the contract and invoice are generated.
• You are able to edit and remove it if the client needs more time.

This feature is especially important if your proposals are linked to automations or if your availability changes frequently.

What Happens If You Don’t Set a Dubsado Proposal Expiration

If you send a proposal and don’t hear back, your Dubsado proposal link is still available to clients. Weeks later – maybe even months – the client clicks that same link, signs the contract, and pays the invoice.

Except you’re no longer available. Now you’re in a tough spot: refunding a client and managing expectations you never agreed to. All because the proposal never expired.

I never like to send proposals without explanations to guarantee you are available and clients know what to expect.

Sending a proposal also generates a blank invoice. We don’t want to have loads of invoices in your Dubsado account that aren’t being used. You should always archive any inactive projects.

Setting expiration dates gives you back control and lets clients know that your time is valuable and limited.

How Long Should Your Proposal Be Active?

There’s no one-size-fits-all answer here, but here are some helpful guidelines:

• 3–5 days → If your services are in high demand or you’re holding a popular date (like photographers during engagement season or a bridal seamstress taking a booking deposit)
• 7–10 days → For higher-ticket offers or services that require a little more decision time
• Custom timelines → When you’re holding specific availability or building custom proposals

The key: give clients a fair decision window, but don’t leave your calendar wide open forever.

How to Add a Dubsado Proposals Need Expiration Dates

It only takes a second:

1. When you’re sending a proposal for a client’s project, toggle on the expiration date setting.
2. Choose your date.
3. Done.

You can also do this in a proposal template, so you don’t need to set it every single time. PRO TIP: This expiration date will start as soon as it is “applied to the project,” not when it is sent to the client, so keep this in mind! Your workflows should be broken down into phases so the proposal expiration date starts at the right time.

Here is an example below:

Dubsado will automatically disable the proposal link after that date and let your client know it’s no longer valid. No awkward follow-ups or confusion necessary.

Dubsado Proposals to Match Your Brand

Your proposal isn’t a pretty link; it’s the first real experience your client has with your systems behind the scenes.

Adding an expiration date helps you:

• Create urgency without being pushy
• Set boundaries around your time and availability
• Avoid surprise bookings you didn’t agree to
• Look and feel more professional from the very first step

And if you’re thinking, “Honestly, I don’t even know where to start with proposals or automations…” that’s exactly what I’m here for.

I build custom Dubsado setups that reflect your brand, streamline your systems, and elevate your entire client experience, so you can focus on what you do best.

New to Dubsado? Use my code kellymccrackenva for 30% off your first month or year.

Reach out here to learn more or apply for a done-for-you Dubsado setup.