Configure your email templates and invoice defaults

All defaults used by Lumos when creating an invoice (email template, PDF footer notes, payment instructions) are centralized in Business Configuration > Quote & Invoice. This page describes each section and best practices to configure it once for all.

Access the settings

Business Configuration > Quote & Invoice page with tabs and configuration sections

In the sidebar, open Settings > Business Configuration, then click the Quote & Invoice tab.

An info banner reminds: “Define default texts for notes and payment instructions. These values will be pre-filled when creating new invoices, but can be modified for each invoice.”

French / English tabs

At the top of the page, two tabs let you configure templates independently in each language. If you work with a bilingual client base, take the time to configure both versions — Lumos will automatically select the right language based on the project’s language.

Section 1 — Quote email template

Rich editor for the email template with toolbar and variables shown as chips

This template is used for the email that goes with a quote sent for signature (chapter 5). It is edited in a rich editor that supports:

Formatting (bold, italic, lists, heading levels).
Variables between {{ }} that are auto-replaced at send (see 11.4 Available variables).
Clickable links.

The default Lumos template covers:

A greeting.
Inspection details (address, date and time, taxes-included price).
The applicable standard and a link to the BNQ standard.
A request for prior documents (seller’s declaration, GCR warranty, prior reports).
Access to plan (attic, plumbing, electrical panel, roof).
A commitment on report delivery time.
A recommendation that the client be present.

A Reset to default text button is available if you want to return to the initial Lumos template.

Section 2 — Invoice email template

This template is used for the “Your invoice is available” email, when you make a final invoice available in the client portal (chapter 11). Same editor, same variables. The default template is shorter:

Greeting.
Reference to the inspection performed (address + date).
Total amount and payment terms.
Invitation to contact for any questions.
Signature with your name and your business.

As with the quote, you can freely modify the content and use {{ }} to insert dynamic values.

Section 3 — Invoice information (PDF)

Two simple text fields feed the invoice PDF footer (not the email), followed by a third field that controls the automatic invoice copy:

Default notes

Free text placed at the bottom of the invoice, below the total. Typical use:

Thank you message (“Thank you for your trust”).
Warranty or modification policy.
Payment terms (deadlines, late penalties).
Specific legal mentions.

Default payment instructions

Text specific to payment terms, separated from the notes for clarity. Typical use:

Beneficiary and address for cheques.
Interac e-Transfer email.
Bank details for transfers.
Cash acceptance or refusal.

Example: “Please send payments to SupaDupa Inspection Inc. or via Interac to payment@supadupa.com”

Automatic invoice copy

Below the payment instructions, the Automatic invoice copy field lets you enter an email address — typically your accountant’s — that receives a copy of every invoice you make available to a client.

How the copy works:

It is a separate email from the client’s: the subject starts with [Copy] and the message, titled “Copy for your records”, states who the invoice was made available to, and for which address.
The invoice PDF is attached to the copy. Your accountant doesn’t need portal access: they never receive your client’s portal link.
The client does not see this copy.
The copy goes out every time a final invoice is made available in the portal (step ③ of the Document Center), not for quotes.
If the entered address looks invalid, a warning appears under the field and Lumos ignores it: the invoice is still made available to the client.
Leave the field empty to disable the copy.

Note for teams: the address configured by the account owner applies to the whole team’s invoices.

Section 4 — Tips

At the bottom of the page, Lumos reminds three good practices:

Include your preferred payment methods and their details in the instructions.
Set distinct values for French and English.
Customize case by case if needed — defaults can always be modified before sending a specific invoice.

Saving

Lumos automatically saves your changes. A Saved at HH:MM indicator appears at the top right when changes are recorded.

Configuration best practices

Test your templates by sending an invoice to your own email before using them with a real client.
Avoid variables that may not resolve in some cases (for example {{ Inspection Time }} if the time is not entered).
Keep it concise — long emails are read less.
Update the signature if your business name or phone number changes.