Quote tracking

Once the quote is sent to your client, Lumos gives you direct visibility into the progress of approval and on the documents attached to the inspection. This page explains what you see and what you can do at each step.

On the client’s side

Your client receives an email that contains:

The accompanying text from your quote email template, with variables auto-filled (your business name, property address, inspection date and time, total amount, report delay, etc.).
The quote (PDF) with items and total, for approval.
The service agreement from your association as an attachment, to review and sign outside Lumos.

The client approves and signs the quote online from the email. For the agreement, they sign it on their side with Acrobat or by printing, then return it by email or in person.

On the Lumos side

On the project record, the inspection associated with the quote shows:

Its inspection number derived from the project number.
Its status In progress.
The service agreement attached, with its send date.
The quote, with its own status.

Agreement status

The agreement appears with the label Attached on DD/MM/YYYY (for example “Attached on 2026-05-04”). Lumos does not track the agreement’s signature, since signing happens outside Lumos. You update your internal file when you receive the signed agreement back from the client.

Quote status

The quote, however, follows a cycle in Lumos:

Pending signature — at initial send.
Signed — as soon as the client has approved and signed it online. The signature date is shown (for example “Signed on 2026-05-04”).

The total quote amount is also displayed (for example “$1,379.70”).

When the quote is signed

The signed quote is automatically archived in the project. You can view it at any time from the inspection page.

At this stage, your contractual relationship on the quote side is set, and you can focus on preparing and performing the inspection. For the service agreement, see Chapter 10 — Contracts and agreements.

If the client does not respond

Lumos does not automatically send reminders. If your client takes time to approve the quote or to return the signed agreement, two options:

Resend the email from the inspection page (send icon to the right of the agreement).
Contact them directly by phone or another channel.

And the final invoice

Once the inspection is complete, the Create the final invoice button appears on the inspection page. The invoice picks up the items from the quote and automatically applies your taxes and default notes.

Billing details are covered in Chapter 11 — Invoicing.