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TroubleshootingReviewed 2026-09-29

Estimate expired or its validity date has passed: the unit hold was released

An estimate holds its unit only until its Valid until date. A draft whose date has already passed cannot be sent or finalized, a new validity date cannot be in the past, and once the date has passed the hourly job marks the estimate Expired, releases the unit and parking slots and tells the team; an expired estimate cannot be revived, so a new one is priced.

Messages this explains

  • “The estimate's validity date <date> has passed; set a later date before sending it”
  • “The new validity date is in the past”
  • “Released when the estimate expired”
  • “Estimate v<n> expired on <date>”
  • “Estimate expired: Unit <unit> released”
  • “Unit <unit> released: estimate expired”
  • “Unit <unit> hold ends on <date>”

Estimate expired or its validity date has passed: the unit hold was released

The estimate cannot be sent because its Valid until date is already behind you, a new validity date is refused, or the estimate has turned Expired and the unit it held has gone back to stock.

What you see

On the estimate page:

  • Mark sent or Finalize pricing is refused with "The estimate's validity date <date> has passed; set a later date before sending it", for example "The estimate's validity date 2026-09-20 has passed; set a later date before sending it".
  • Extend validity is refused with "The new validity date is in the past".
  • After expiry the status badge reads Expired and the Unit hold line reads "Released when the estimate expired". Extend validity, Cancel estimate and New version are no longer offered on it.

On the opportunity's Activities tab, locked system entries: "Estimate v<n> expired on <date>" and "Unit <unit> released: estimate expired". The opportunity's stage drops back to Estimate (or Lead when no live estimate is left), and its stage history notes "estimate expired".

In Notifications, the estimate's creator and the Sales Managers receive "Estimate expired: Unit <unit> released", and the creator gets a task "Re-quote or close: <buyer>, Unit <unit>". At 9:00 in the morning two days before a Sent estimate's Valid until date, its creator is warned with "Unit <unit> hold ends on <date>" and a task "Close or extend estimate for Unit <unit>".

On the project's Structure tab the unit shows as Available again.

Why it happens

A sent estimate holds its unit and picked parking slots for the buyer (Reserved For Buyer), so nobody else can be quoted them. That hold cannot last for ever, so every estimate carries a Valid until date:

  • The date defaults to today plus the project's Estimate validity days, or, when the project has none, the organization's Default validity (7 days unless changed). The form fills it in on the day the draft is created, so a draft left unsent for a week can already be out of date when you press Mark sent. Sending or finalizing on a date that has passed would start a hold that is already over, so it is refused.
  • Every hour the app expires each Sent, Finalized, Pending Approval, Approved or Rejected estimate whose validity date is before today (by the Indian calendar date). An estimate valid until 5 October therefore expires on the first run of 6 October. An estimate that has been booked never expires.
  • On expiry the unit and parking slots go back to Available, the opportunity steps back a stage and the seeded rule "Estimate expired: re-quote or close (system)" notifies the team. Expired is a final status: the estimate stays on record but cannot be extended, sent, approved or booked.

The two-day warning covers Sent estimates only; Finalized, Pending Approval, Approved and Rejected estimates expire the same way without a warning.

How to fix it

  1. A draft with a past date. Open the draft with Edit (the Edit permission on Estimates), set Valid until to today or later, save, then Mark sent or finalize. Today itself is accepted.
  2. A live estimate about to lapse. On the estimate page click Extend validity, enter a New validity date of today or later and a Reason (for example "Loan sanction awaited"), then Save new date (the Edit permission on Estimates). The unit stays on hold to the new date and the reason goes on the opportunity's timeline. Between midnight and 5:30 in the morning the date picker may still offer yesterday; pick today.
  3. An estimate that has already expired. Price a new one: on the opportunity click New estimate (the Create permission on Estimates), pick the unit again (it may have been taken meanwhile), then send it and take it through finalizing and approval again. See Price a unit.
  4. If the buyer has gone, use Mark lost on the opportunity instead, as the follow-up task suggests.
  5. To change how long estimates stay valid, an administrator sets Default validity under Settings > Organization, on the Projects card under Estimate validity and unit hold (the Edit permission on Organization Settings), or a project sets its own Estimate validity on its Settings tab (the Edit permission on Projects), from 1 to 365 days.

Related

  • EstimateScreen

    One estimate version: its charges by group, payment plan, approvals, unit and parking hold and validity, with the lifecycle actions to send, finalize, request approval, approve or reject, extend, cancel, version and book.

  • Edit estimate (estimate wizard)Screen

    Continue an estimate in three steps: edit the draft pricing, draft or re-version the payment plan (lumpsum, installments, custom dates or construction-linked), then review and finalize, which locks price and plan and requests approval.

  • ActivitiesScreen

    The opportunity's timeline: calls, site visits and meetings logged by the team, alongside the locked entries the system writes for stage changes, estimates and bookings.

  • Opportunity (Overview tab)Screen

    One buyer's enquiry on one project: who they are, what they want, the current estimate, the latest activity, documents and tasks, with the pipeline actions (estimate, assign, book, mark lost, reopen) in the header.

  • NotificationsScreen

    Your in-app inbox: every message the workflow rules sent you, newest first, with links to the records they are about and a way to mark them read.

  • StructureScreen

    Build and maintain a project's towers (wings), floors and units, generate them in bulk, and see every unit's status and designation at a glance.

  • OrganizationScreen

    Your organization's profile and policies: name and invitation expiry, the two-factor requirement, the AI connectors switch, the help-assistant recording switch, the project defaults every project inherits (RERA gate, estimate validity, the two chargeable areas, carpet area offered, revenue method and trigger) and the effective-dated rules: the RERA escrow share that splits every sweep of a project's collection account, TDS on sales and booking cancellation.

  • Estimate validity and the unit holdConcept

    A sent estimate holds its unit (and the parking slots it picked) for that buyer until its Valid until date; the hold starts on sending, can be extended with a reason, and an hourly job expires the estimate and frees the unit the day after the date passes.

  • Send an estimate and hold the unitHow-to

    Mark a draft estimate as sent so the unit and its parking slots are held for the buyer until the validity date, print or email the cost sheet from a published template, and extend the validity when the buyer needs more time.

  • Price a unit for a buyerHow-to

    Create the first estimate on an opportunity: pick the unit on the availability grid, any parking slots, a unit pricing plan or hand-added charges with overrides and GST, set the validity and save it as a draft.

  • Unit or parking slot is not free: held for another buyer, not for sale, or taken before bookingTroubleshooting

    An estimate can be priced, sent or booked only on a Saleable unit that is Available or already held for this buyer, with parking slots that are free or held for this buyer; a unit or parking slot held by another buyer's sent estimate, allotted, booked, blocked, or of PAP or Common designation is refused, including when someone else takes it between the estimate and the booking.

  • Estimate action refused: not the current version, or the wrong statusTroubleshooting

    Estimate actions apply only to the current (highest live) version and only in certain statuses: a Draft is edited, a Draft or Sent version is finalized, a Pending Approval one is approved, the current Approved one is booked; anything else is refused and usually means the page is stale or an older version is open.