A project’s Document Center

The Document Center is the project tab where every document that moves between you and your client lives:

• the mandate documents Lumos generates for an inspection: quote, service agreement, BNQ prerequisites (AIBQ), annexes, standard of practice, invoice;
• the inspection report, shared from the Inspections tab (it is not generated here, but its state shows here);
• the documents provided by the client (seller’s declaration, location certificate, tax bills…);
• the files you upload yourself.

Every document has a status and a timestamped history. Nothing goes out as an attachment: the client reads, signs and uploads everything in their client portal.

Where to find it

Open a project, then the Document Center tab next to Inspections. A yellow badge on the tab counts the documents waiting on you. The Document Center shortcut in Quick Actions does the same.

On an inspection card (Inspections tab), the mandate documents appear as pills — Quote · signed, Agreement · sent, Invoice · to create… The card no longer creates, sends or removes anything: clicking a pill opens the Center on that inspection.

The action bar

The four counters under the bar summarize the file: On my side, Waiting for the client, Completed, Declined. They only count documents that exist (generated, received or uploaded); documents still to create are not counted.

The “By inspection” view (default)

One card per inspection, with its three-step journey and, for each step, an intro line saying what to do. The next step is computed and its button sits on the step concerned.

① Generate

One button, Quote and/or agreement, opens the Generate documents window: tick what you want to create for this mandate.

• Quote — line items, services and prices; taxes computed automatically.
• Service agreement — your association’s agreement (APCHQ or AIBQ, in both editions) with its options: divided co-ownership (Annex B), business (Annex E), attestation of completion, thermographic annex.
• BNQ prerequisites (AIBQ) — the pre-inspection prerequisites form, which the client will also sign.
• Standard of practice — the professional standard’s PDF, made available to the client.

Generate N documents creates everything as drafts. Nothing is sent: the next step decides what goes out. The inspection date and time are set in the same window.

Each generated document shows as a chip under the step with its state (Draft, Sent, Signed). Click a chip to open its sheet.

② Send and signatures

The mandate’s documents, as a checklist. Signable documents (quote, agreement, prerequisites) read to sign; the other files (standard, annexes, attestation) available in the portal. Drafts are ticked in advance.

Send for signature (N) — or Send (N) when nothing needs signing — opens the Send the documents window: the email built from your quote email template (Settings → Billing), with To, Subject and the text editable before sending, and the list of documents concerned. One email goes out, with no attachment; the client opens their portal and signs what needs signing, in any order.

Once sent, a document can no longer be ticked: it reads sent on … and, until it is signed, the next step becomes Remind (see Remind a client). Signed, it turns grey with its date.

③ Invoice

• Create opens the final invoice, prefilled from the signed quote; it is saved as a draft with its PDF.
• Make available sends the client the “Your invoice is available” email built on your invoice email template; they read it in their portal. The invoice is never signed.
• Mark as paid once the payment is in: the mandate is complete.

Under ③, an aubergine block tracks the report as soon as it has gone out. It gathers:

• the send date and the recipient’s email address;
• the open state — opened on … or not opened yet;
• who received a send confirmation: you, and the account owner if they turned the option on.

The report itself is shared from the inspection, not from here. Confirmations only appear for sends made since this feature shipped. See Open tracking and post-delivery follow-up.

View all unfolds the inspection’s full document list, with its actions.

Under the cards, the Project file groups what belongs to no inspection: documents requested from the client and uploaded files.

The other views

• By status — four blocks in the counters’ order; the working view when several inspections move in parallel. Documents still to create show there with a Create button.
• Activity feed — the timeline of everything that happened on the project. See The activity feed.

Actions on a document

On a row or in its sheet (click the name):

• View opens the document: the agreement in its page, a quote or invoice in its PDF (sealed once signed), a file in a new tab, the interactive report.
• Send for signature / Send the PDF / Edit / Make available depending on the document and its state — the same windows as in the journey.
• Remind (bell) on any document waiting for the client.
• Accept a document the client uploaded; Download a file.
• Remove: a file leaves the Center (it stays in storage, the history is kept); an agreement is archived, a quote or invoice cancelled — possible as long as the agreement is not signed, the quote neither signed nor invoiced, and the invoice not paid.

The sheet also shows a preview when a file exists, the metadata (type, origin, inspection, language, dates, email status), the Client’s secure link section and the document’s history.

See also

• A project’s client portal
• The activity feed
• Managing an attached agreement
• Managing an issued invoice