Edit a Quote Campaign Before It Sends

Change a campaign you have already built — what you can fix without touching the staged prices, and what forces a rebuild.

Updated September 12, 2026

A quote campaign stages everything before it sends: the recipients, the prices, and the terms each quote will carry. That gap is on purpose, and it is also your chance to fix a mistake. This article covers how to change a campaign you have already built.

The important idea is that some changes are safe and some are not. A note or a send time is read fresh when the batch goes out, so changing it costs nothing. A different pricing source or a different audience decided the prices already sitting on the roster, so those cannot be changed without redoing that work.

Open the campaign for editing

Go to Sales and BillingCampaigns and open the campaign.
Click Edit Campaign.

The button appears only while the campaign is in review or scheduled. A campaign still building is mid-way through pricing — wait for it to reach review. A campaign that has already sent cannot be edited at all; use Copy To New instead.

The form that opens is the same one you built the campaign on, pre-filled with everything you chose. In edit mode it is headed Edit Quote Campaign.

Save Changes: the roster stays exactly as it is

Save Changes covers everything the send reads fresh at the moment it runs:

Campaign name
Schedule — when the batch goes out
Send Emails To — Primary Email or All Emails On File
Accept Quote by (optional) — the expiry stamped on each quote
Internal notes on each quote (optional) and Internal notes on the campaign (optional)
The customer-facing note on the quote
Pond billing (for portal approval), on pond work types
Invoice Options — see Set Invoice Options on a Quote Campaign

None of these touch the staged roster. Any line prices you corrected and anyone you excluded on Review Quotes survive the save untouched.

Changing the send time on a scheduled campaign

Saving a new time cancels the previously booked send, so the batch goes out once, at the new time. A time in the past is rejected — pick a future time, or cancel the campaign outright.

Save & Rebuild Roster: the prices are recalculated

These five decide what every price on the roster is, so changing any of them requires a rebuild:

What you changed	Why it needs a rebuild
Audience filters	A different set of customers has to be priced
Work type	Different services, different rates
Quote template	The template supplies the lines and the contract terms
Season	Prices and eligibility are both scoped to the season
Pricing source	The whole point of the roster is the prices it produced

Click Save & Rebuild Roster and confirm. The campaign returns to building while it re-prices, then lands back in review for you to check.

A rebuild discards your roster edits

Every line price you corrected and every recipient you excluded on Review Quotes is thrown away and recalculated from scratch. Quotes that have already sent are the exception — those rows and their quotes are kept, and nobody is emailed a second time. Make your price corrections after your last rebuild.

Your send-settings changes are saved first, so one click does both. A note you edited in the same visit is not lost.

Skip customers who already signed

New in the Audience section: Skip Customers Already Under Contract For This Season, off by default. It drops recipients who already hold a contract for the campaign's work type and the season the campaign is quoting.

The season scope is the whole point. A customer whose contract ends this month is exactly who a renewal batch is for, so their current coverage does not block next season's quote. Only a contract for the season you are quoting counts, and cancelled or archived contracts never do.

Those customers are still priced and still appear on Review Quotes, marked Already under contract for this season. If you want to quote one anyway — an upgrade, a second site — use Include Anyway on their row.

Verify it worked

Open the campaign detail page after saving. It now reads back the things that used to be invisible:

Priced from — which pricing source the roster used
Accept quote by — the expiry, when you set one
Already under contract — whether the skip is on
Scheduled — the send time, which should be the new one

Then open Review Quotes. After a Save Changes, the row count and the totals are identical to before. After a rebuild, they reflect the new settings — and the summary card's Invoices On Approval line resolves against the new template if you changed it.

If something looks wrong

What you see	What it means	What to do
No Edit Campaign button	The campaign is building, or it has already finished sending	Wait for review, or use Copy To New
"Pick a future send time" on save	The campaign is scheduled and the time you entered has passed	Choose a future time, or cancel the campaign
Prices unchanged after switching pricing source	You used Save Changes, which never re-prices	Use Save & Rebuild Roster
Roster edits gone	Expected after a rebuild	Redo the corrections, then leave the roster alone
A customer you expected is missing	Set the roster filter to All recipients and read their skip reason	Already under contract for this season and Already quoted for this season can both be overridden with Include Anyway
Campaign quotes have no terms	No terms document is set as the default for that work type	Set one under SettingsQuote Templates on the Terms & Conditions tab, using Attach by default to

Campaign quotes now carry your terms

Quotes sent by a campaign attach the work type's default terms & conditions, the same way a quote you build by hand does. You cannot choose a different document per campaign. Quotes that went out before this existed are unchanged.

Frequently asked questions

I changed the send time on a scheduled campaign. Will it send twice?

No. Saving a new send time cancels the old one. If you set a time that has already passed, OpsVara refuses the save rather than firing immediately — pick a future time, or cancel the campaign.

Why can't I edit a campaign that says Building?

It is still pricing the roster. Wait for the status to reach Review, which usually takes under a minute, then Edit Campaign appears.

I rebuilt the roster and lost the prices I had corrected. Can I get them back?

No. A rebuild re-prices everyone from scratch, which is the only honest way to reflect a new pricing source or audience. Make your price corrections after the last rebuild, not before.

Some quotes already went out and I rebuilt anyway. Did those customers get a second quote?

No. Rows that already sent are left alone with their quote attached, and the rebuild skips them so nobody is emailed twice.

Can I edit a campaign that has finished sending?

No. Use Copy To New to start a fresh campaign with the same settings.

Does Skip Customers Already Under Contract For This Season block my renewal quotes?

No, and that is the point. It looks at the season the campaign is quoting, not at today, so a customer whose contract ends this month still receives next season's quote.