Quote tracking

Once the documents are sent for signature, Lumos gives you direct visibility on progress: on the inspection card and in the Document Center. This page explains what you see and what you can do at each step.

On the client’s side

Your client receives one email, with no attachment: the text of your quote email template (variables filled in: company, address, date and time, amount, report delay…), the list of documents concerned and the Open my client portal button.

In their portal, To do section, they sign online the quote, the service agreement and, for AIBQ and APCHQ, the prerequisites — in any order. Each signature immediately gives them a sealed copy, which you also receive by email. See The client portal.

On the Lumos side

On the inspection card

Under the card’s header, one pill per mandate document: Quote · sent, Agreement · signed, Prerequisites · draft, Invoice · to create. Dashed grey = to create, amber = draft, blue = sent, green = signed or paid; a red dot flags a bounced email. Clicking a pill opens the Document Center on that inspection.

In the Document Center

The By inspection view shows the journey: ① Generate with each document’s state, ② Send and signatures with, for every sent document, sent on … then signed on …, and the computed next step. The activity feed records the send, the opening for signature (actor “client”) and the signature.

Statuses of a signable document: draft → sent (viewed once opened in the portal) → signed on ….

When everything is signed

The sealed copies are archived in the Center (View opens the signed copy); the client keeps theirs in their portal. The journey’s next step becomes Create the invoice.

If the client does not respond

A sent document is never re-sent: the journey’s next step becomes Remind. The client receives a generic reminder (“one or more documents are awaiting your signature”) with their portal button, at most once every 24 h. See Reminding a client. You can also contact them directly.

And the final invoice

Once the quote is signed, step ③ Invoice offers Create: the invoice picks up the quote’s items and applies your default taxes and notes. It is never signed; you make it available in the portal. Details are covered in Chapter 11 — Invoicing.