Manage an issued invoice

The final invoice is managed from the project’s Document Center, step ③ Invoice of the inspection’s journey. This page describes each action, the possible statuses, and how to edit or remove an invoice.

Where to find the invoice

On the inspection card (Inspections tab), the Invoice pill shows the state — to create, draft, in the portal, paid — and a click opens the Center on that inspection. In the journey, step ③ Invoice shows its state and buttons; View all unfolds the full row with its icons, and clicking the name opens its sheet.

The actions

View

Opens the invoice PDF in a new tab, as the client reads it in their portal. Read-only. Useful to check what was transmitted or to download the invoice for your records.

Edit

The pencil reopens the editing window: add, remove or change items, recompute taxes and total, adjust notes or payment instructions. The PDF is regenerated on every save. Possible until the invoice is marked as paid.

Make available in the portal

The invoice is created as a draft; nothing is sent until you click Make available. The button opens the “Your invoice is available” email, built on your invoice email template (Settings → Billing), with the recipient, subject and text editable. One email goes out, with no attachment: the client opens the invoice in their portal and finds it again under Your documents. The invoice is never signed.

After an edit, click Make available again if you want to notify the client: the portal always shows the latest version, but Lumos sends no email on its own.

Mark as paid

Once the invoice is in the portal, the Mark as paid button appears on step ③. It is a manual gesture: Lumos does not track payments, you confirm when the money is in. A small dialog asks for confirmation; the invoice turns Paid and the mandate is complete.

Remove

Remove (trash), on the row or in the sheet, cancels the invoice: it leaves the journey, the Center and the client’s portal; the history is kept. Possible as long as it is not paid.

Use it for an error an edit cannot fix (wrong client), or for a cancelled mandate with nothing owed.

Invoice statuses

• Draft — created, PDF generated, nothing sent. Editable.
• In the portal — made available; the client received the email and sees it in their portal (viewed once opened, visible in the activity feed).
• Paid — you marked it as paid. Manual and final status.

Lumos has no “Overdue” status: tracking payment terms stays your responsibility, with the payment instructions you communicate.

Payment happens outside Lumos

Lumos does not process payments. The client pays through the channel in your default payment instructions — cash on inspection day, Interac transfer, bank transfer, cheque. When you see the payment, you mark the invoice as paid.

See also

• 11.0 Overview
• 11.1 Create the final invoice
• 11.6 What the client sees
• 11.7 Archive and historical access
• The Document Center