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 14, 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, an email message, 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. The builder works this out for you: one Save button, which becomes Save & Rebuild Roster only when a rebuild is needed, and says which fields caused it.

Open the campaign for editing

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

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 five steps that open are the same ones you built the campaign on, pre-filled with everything you chose, and every step is reachable. The purpose cards on What & When are disabled — the purpose is fixed once a campaign exists — but the pricing and audience it set can still be changed on their own steps.

Save Changes: the roster stays exactly as it is

These are read fresh at the moment the batch runs, so saving them never touches the roster:

Campaign Name
When Should The Quotes Go Out? on Review & Build
Send Emails To — Primary Email or All Emails On File
The email Subject and Message on Quote & Message
Customer Notes, Accept Quote By, and, on pond work types, Pond Billing
Invoice Options — see Set Invoice Options on a Quote Campaign
Internal Notes on each quote and on the campaign

When only these changed, the panel on the right reads No pricing or audience changes. Saving keeps the roster exactly as it is, and the button on Review & Build reads Save Changes. Any line prices you corrected and anyone you excluded on the roster survive 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 choose As Soon As I Approve the roster.

Save & Rebuild Roster: the prices are recalculated

These 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 and guardrails	A different set of customers has to be priced
Work type or Season	Different services, different rates, different eligibility
Quote template	The template supplies the lines and the contract terms
Price each quote from	The whole point of the roster is the prices it produced
Renewal Increase, Round Each Price, the no-prior-contract fallback, the partial-season adjustment	Each one moves the carried figure

As soon as one of them differs from the campaign you loaded, the panel on the right turns amber and names the field — Needs a rebuild: renewal increase — and the button on Review & Build reads Save & Rebuild Roster. Click it and confirm. Your send settings are saved first, so a note you edited in the same visit is not lost; the campaign then returns to building and lands back in review.

A rebuild discards your roster edits

Every line price you corrected and every recipient you excluded on the roster 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.

Verify it worked

Open the campaign page after saving. The four cards read back what you set — Audience, Pricing (source, increase, rounding, fallback), Email & quote, and Schedule — and the timeline shows whether the roster was rebuilt.

Then open the roster. After a Save Changes, the row count and the totals are identical to before. After a rebuild, they reflect the new settings, and Last Term → This Batch shows the new increase.

If something looks wrong

What you see	What it means	What to do
No Edit 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 send on approval
Prices unchanged after switching pricing source	The button read Save Changes because nothing rebuild-affecting differed — check the field actually changed	Re-open the Pricing step and confirm the new value, then save
Roster edits gone	Expected after a rebuild	Redo the corrections, then leave the roster alone
A customer you expected is missing	Set the roster's Status 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
Some quotes show Failed after the send	The email could not be delivered for those rows	On the campaign page, Retry N Failed re-sends only those rows

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. If some quotes failed to send, the campaign page offers Retry N Failed instead.

How do I know whether my change needs a rebuild?

The panel on the right and the Review & Build step both list the fields you changed that decide the staged prices, and the Save button reads Save & Rebuild Roster only when one of them changed. Otherwise it reads Save Changes and the roster is untouched.

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.