The quote and its online signature

The quote is fully managed in Lumos: generation, send, approval, signature, archiving. Like the agreement, it is signed online in the client portal. This page describes its cycle and what your client sees.

What the quote is

The quote is the estimate:

A table of items with quantity, unit price, and line total.
A subtotal, taxes (GST 5% + QST 9.975% in Quebec), and the TOTAL.
Your business identity (logo, contact details, GST, QST, NEQ numbers).
Internal references (quote number, contract number, date).
A signature area where the client applies their signature.
An acceptance date.

Lumos generates this document dynamically from project data and your profile, as a PDF.

Generating and sending the quote

In the Document Center, ① Generate → Quote and/or agreement creates the quote as a draft (items, prices, taxes). While it is a draft, Edit (pencil) reopens the editing window and View shows its PDF. Under ② Send and signatures, tick it and click Send for signature: you review the email (your quote template, editable text) and one email goes out, with no attachment, with the Open my client portal button.

How the client signs the quote

The client clicks the button in the email. They land in their client portal, To do section, and click Sign on the quote, presented clearly. To sign:

They tick that they have read the quote and consent to signing it electronically.
They retype their email address (the one the quote was sent to).
They draw their signature with mouse or finger, or pick Type my name if drawing is awkward on their device.
They validate. The quote moves to Signed, the signature date is recorded, and they can immediately download their signed copy. That copy stays downloadable from their portal.

It is fast and lightweight — no account to create, no third-party tool. Signing links sent before the portal keep working: they open the same page in the portal.

What Lumos records for the legal value of the signature (Quebec’s LCCJTI): the quote content frozen at first opening, the retyped address, the IP address and browser, the time, the signature image, and a SHA-256 fingerprint of it all, printed on a certificate page appended to the sealed PDF.

On the Lumos side during waiting

Until the client signs, the Quote pill of the inspection card reads sent and, in the Center, the ② line says sent on …. It can no longer be ticked: the journey’s next step becomes Remind — a generic reminder (“one or more documents are awaiting your signature”) with the portal button, at most once every 24 h. See Reminding a client. View opens the quote PDF as sent.

What happens at signature

When the client signs:

The quote moves to Signed on DD/MM/YYYY status.
A sealed PDF is produced: the quote as frozen, the signature, the acceptance date and the certificate page (signer, IP, browser, times, fingerprint).
The PDF stays archived in the project, accessible at any time from the Document Center; the client keeps theirs in the portal.

You receive a Lumos email with the signed copy attached, and so does the client. The project’s activity feed records the opening for signature and the signature (actor “client”).

The quote PDF

The generated PDF carries several useful pieces of information:

Branding — your logo, your colors, your contact details in the header.
Legal information — GST / QST / NEQ numbers in the footer.
Items — each line with description, quantity, unit price, and line total.
Tax calculation — GST 5% + QST 9.975%, automatic calculation on the subtotal.
Signature — drawn by the client on screen, embedded in the PDF.
Acceptance date — timestamped at signature.

It is a document the client can keep for their archives, and that you can print or archive for your accounting files.

Link with the final invoice

Once the quote is signed, the journey’s ③ Invoice step offers Create. The invoice picks up the items from the signed quote, applies your taxes and default notes, and becomes the official tax document; it is never signed, it is made available in the portal.

The detail of the billing flow is covered in Chapter 11 — Invoicing.

Modifying the quote after signature

Once the quote is signed, it is frozen and can no longer be removed. If you need to change the price (the scope changes, an option was forgotten), remove the agreement if it is not signed, then generate a new quote and a new agreement on a new inspection, or adjust the amount directly on the final invoice, which stays editable until it is paid.

See 10.6 Managing an attached agreement.