Quote Validity Tracking
Quote Validity Tracking is an ERP feature that monitors the active lifespan of submitted quotations, including expiry dates, terms, and customer-specific conditions. It ensures that sales teams operate within defined time windows for pricing commitments, reducing the risk of outdated rates being used in job bookings. This function also helps logistics providers maintain service accuracy and commercial discipline when dealing with rate-sensitive or volatile markets.
How Quote Validity Tracking Works in Logistics?
When a sales team generates a quote in the ERP system, it includes a validity period, often measured in days or linked to a calendar expiry. The ERP assigns this period to the quote document and tracks it in real time. Notifications are sent to sales staff as quotes near expiry, prompting follow-ups or renegotiations. If a user attempts to convert an expired quote into a booking, the ERP either blocks the action or flags it for approval. All activity is logged, ensuring clarity and traceability in rate commitments.
Quick Response Logistics Through ERP
Instant Quote Generation
The system enforces entry of validity periods when creating quotes, ensuring that time-limited offers are automatically tracked from day one.
Real-Time Approval Tracking
Expired or exception-handled quotes route through an approval workflow, allowing commercial heads to extend or renegotiate terms based on customer value.
Dynamic Pricing Updates
ERP tools ensure that expired rates are not reused, and any change in surcharge or base rates is reflected in newly issued quotes.
Integrated Communication Logs
Customer conversations, approval remarks, and expiry extensions are logged within the quote, offering full visibility into commercial interactions.
Fast Conversion to Jobs
Valid quotes can be directly converted into jobs without additional review, accelerating booking speed while ensuring compliance with agreed pricing.
Conclusion
Quote Validity Tracking in ERP systems provides a structured and accountable way to manage the lifecycle of logistics quotations. By tracking expiry and linking it to booking workflows, it reduces revenue leakage, maintains pricing integrity, and supports fast, confident decision-making.