Client management

Every client lives in your dashboard with a clear status, a capture link, and an email ingest address.

Adding a client

From your dashboard, click Add client. Enter the client's business name. luca generates:

• A 6-character capture code (used in the photo capture link)
• A unique URL for the client's photo capture page
• A unique email ingest address

You can edit the client's short name to make their email address more memorable.

Capture codes and links

Each client has a unique 6-character code (e.g. K7M2QN) and a unique URL. The link works on any device with a modern browser. Share it with your client however suits them — text, email, WhatsApp, QR code printed on a sticker for the till.

Short names

The client short name is part of their email ingest address: shortname.firmname@luca.mobi. Defaults are auto-generated from the client's business name. Edit them on the client page if you want something more recognisable.

Status dashboard

The dashboard shows every client with a traffic-light status:

• Green — up to date, no flagged issues
• Amber — has receipts pending review or minor flags
• Red — has missing supplier VAT numbers or significant issues

You can sort and filter the dashboard by status, last activity, or receipt count.

Per-client settings

Each client can have its own:

• Default currency
• VAT scheme (standard, cash, flat rate)
• Export format override
• Tax jurisdiction (UK, Ireland)

Archiving a client

When a client leaves your firm, archive them. Their data is preserved for 30 days then deleted in line with the privacy policy. You can restore an archived client within the 30-day window. After that, deletion is permanent.