Invoicing — overview

Once the quote is signed and the inspection is in progress or complete, Lumos lets you generate, in one flow, the final invoice to make available to the client in their client portal. This page situates the invoice in the inspection timeline and clarifies what Lumos handles — and what it doesn’t.

When to create the final invoice

In the project’s Document Center, step ③ Invoice of the inspection journey offers Create as soon as the quote is signed by the client (the Invoice · to create pill on the inspection card leads there too). You don’t have to wait for the inspection to be completed to create the invoice, but in practice most inspectors create it:

On inspection day when payment is expected on site (cash, transfer, immediate e-transfer).
When the report is delivered when payment is expected after report delivery.

The right timing depends on your payment policy, configured in your Default payment instructions (see 11.3 Configure your templates).

What the invoice carries over

The final invoice is not a copy of the quote — it is a new document, but fully pre-filled from the signed quote:

Items (description, quantity, unit price) are carried over identically. You can modify, add, or remove them before creating the invoice.
Taxes (GST, QST, or equivalents depending on your province) are calculated automatically from your business address in your profile.
Total is recalculated accordingly.
Default notes and payment instructions defined in Business Configuration > Quote & Invoice are inserted.
Your branding (logo, address, GST/QST/NEQ numbers) is applied.

One invoice per inspection

Lumos attaches only one invoice per inspection. You cannot create separate deposit and final invoices on the same inspection. If you need to bill in two parts, consider two options:

Create a single invoice that covers all services at the end of the mandate.
Create a separate project or inspection for the second service, with its own quote and invoice.

Numbering

The invoice uses the inspection number (for example INS-20260407-007-2). It does not have a separate counter. On the PDF:

Invoice # — inspection number
Contract # — project number (for example 20260407-007)
Date — invoice issue date

This continuity (invoice # = inspection #, contract # = project #) makes reconciliation between your documents and accounting easy.

An invoice, not a payment

Lumos stops at the invoice made available in the client portal. Payment itself happens outside Lumos:

Cash on inspection day.
E-transfer or bank transfer per your instructions.
Cheque if you accept it.

Lumos does not process payments and does not integrate a payment gateway. When you receive the payment, you manually mark the invoice as paid with Mark as paid in the Document Center (see 11.5 Manage an issued invoice).

What the client sees

When you click Make available in the portal, the client receives a “Your invoice is available” email branded to your image (logo, signature, contact details) that contains:

The email body from your invoice email template.
The Open my client portal button, where they view and download the invoice PDF (items, taxes, total).

No attachment: the invoice is in the portal, not in the email. It is not signed. There is no Lumos payment page for the client — the email simply invites them to pay according to your instructions. See 11.6 What the client sees.