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New Tax Season Best Practice
We started using Karbon (actually IPM powered by Karbon) in June for our clients on extension and our ongoing accounting clients. For the tax work - we used the Proconnect templates and imported the tax returns from ITO. We are in the process of updating all the tax templates now that we had the ability to work with the system. And that leads to my questions about best practices.Some of the template details will change for us year to year as we plan to have clients click off client request tasks regarding that year’s due dates and pricing. As such we don’t plan on setting up repeating work for annual tax returns. I am curious if setting up work for each year’s tax return is a better idea than having to update the repeating client work each year. It seems about the same level of effort to me, but I just wanted to see if I may be missing a bigger picture on this. A similar but slightly different take on opening tax season - do you create the returns in ITO and then import each year
How do I get a copy of this video to my clients?
There is a video I would like to send to a client about the new portal access. It says you can send a copy, but how do you get a link to send it? Is it just the help article link? Can they access it without being a community member?https://help.karbonhq.com/en/articles/6403578-client-portal-how-to-guide
Workflow template - when there are multiple linear processes (two or more outcomes)
How would you handle a template that offers more than one possible outcome? For example, if we have a 1099 work item and in the early stages we either determine no 1099s are required or the client tells us there are none required, how do we define the tasks? In such a case, we want the conclusions and workpapers of the staff member to be reviewed before the project is completed. In this case I would not want the next section, “Prepare 1099s,” to be triggered. But I do want the work item to be documented in karbon. We also prepare 1040s for a client that sends us their clients’ returns, several of whom do not have to file, but we make that determination as a part of our service to them. This would be a similar case. I’m new to Karbon and this is challenging!In summary, the early steps of the work item follow one path, but then depending on whether or not the returns are required to be filed it can go one of two ways.Thanks to anyone who can help!
Emails copied or shared with colleagues automatically
We are considering a team member change for a client that we do extensive bookkeeping work for. We often assign some facets of the work to interns or junior staff and rotate that work so that they get new client experiences. That said we don’t particularly want our client to be aware that another junior staff or intern is doing their work! The client emails the currently assigned junior staff with task information, etc. How do we best use client teams or any other karbon features that would automatically assign emails from this client so that the new intern assigned as well as other team members working with this client will get information needed to do the bookkeeping work? Does the team member that is the email recipient get the email in his triage and then tags it to the work and that is how the other team members get notification of the email? Or is there a setting that would put all emails from that client in the triage of all team members?I am new to karbon and still learni
Reassigning Work throughout the work cycle
Hi everyoneI wanted to ask how others handle re-assigning Works please.We are changing our workflow so that the Work reassigns using automators once someone completes their section.(based on valued advice from the Community :-)However, if the last person the work is assigned to is say me and it stays that way once the work is complete, then will the next repeat also be assigned to me, rather than to the first person in the cycle?Do we need to put in an automator at the beginning of the Work to ensure it is assigned to the right person? Or to do that at the end of the previous Work so that the repeat picks up the right person to start the Work?Would appreciate your thoughts.Thanks!Rob
Best practice for work items
Best practice for work items: I would like to understand the best way practises setup tasks for clients to manage clients and internal staff. i.e. Bookkeeping (do you create the tasks split or in one job) i.e. Bank reconciliation, DEXT, VAT, CIS etc or run these as all separate jobs which will clog the jobs board up very quickly however dates won’t get missed. How is the task tracked again time and budget if these are separate jobs but one costing to do the worki.e. Payroll (collate and run payroll and then file EPS) but with different deadline dates to process payroll and the file EPS. I would welcome and thoughts and support. Many thanks, Jeremy
Is anyone using Zapier?
I’m curious how y’all are using Zapier?We are currently using it to in conjunction with TypeForm to collect and add client data to Karbon and QBO and create a client file in our file system.We’ve run into some issues, so I’m curious who else is using it and how you’re dealing with some of the problems.
Task complete why do we have to move to done
Our accountant completed all of her tasks in our monthly accounting task, she clicked off on all of them then realized the still show as incomplete because she has to do the additional task of moving them to done. This doesn’t seem to make sense. Is there a setting where we can change it so when the task if checked off in our monthly accounting work that it is automatically moved to done?
Client Portal for clients with multiple entities
Hi everyone! Overall we are loving the Client Portal, however we are running into HUGE issues with clients that have multiple entities in their business.We don’t currently have the entity name in each work item. As a result, when they open up their portal, they have no way of distinguishing between entities.The only fix I’ve found at the moment is to add the entity name to each work item, but it will take me hours to do.
Timesheet periods in Karbon
Hi,I was wondering if there is a way of changing the timesheet periods in Karbon so they line up with our payroll periods? At present the system shows the current period Jan 10 - Jan16 2022 but I would rather have the period commence for the current period today 13 Jan to coincide with our payroll period.
Capacity Planning for Projects that Span Multiple Months/Weeks
Has anyone been able to figure out how to adequately do capacity planning when a work item starts in one week and isn’t completed until the following week? For example, if you set up ‘Month End Close’ in a given week but the work will actually span two weeks, it will allocate the entire budget to that week which overstates your workload.I believe this can be solved by pulling in the actual number of hours booked against a work item during a certain time period as a filter in the work screen but it doesn’t seem like that’s a possibility. Am I missing something or is there no way to filter on the time entry dates related to work items in the work screen?Edit: Another thing that would be helpful is to be able to see the budget allocated only to a particular person in the list view as well as the time booked against that budget by person. Is that possible anywhere?
Contact link in Practice Ignition and Karbon
With reference to this article: https://help.karbonhq.com/en/articles/2487653-how-are-contacts-linked-with-the-practice-ignition-integrationWe had a case that was not handled as per the logic in the above article.We added a client on PI with name Jane Doe for contact and client and email firstname.lastname@example.org (husband’s email). The hushband John Doe was already a client on Karbon. PI then added the work item to John Doe on Karbon instead of creating a contact Jane Doe and adding the work.According to flow diagram in article:Are client and contact name the same: YesIs there a person with same name (not email) in Karbon: NoThus a new person should have been created in Karbon.Please clarify? Is name in the article also referring to email? If so I think the article should mention that.
How to you encourage your team to keep on top of their Triage and To Do list?
Hi guys,It’d be great to hear your personal experiences. Especially when it comes to Monthly recurring work which includes a number of tasks to be completed, sometimes To Do lists can become quite chunky (although can be cleared very quickly and easily usually).
Managing/Tracking internal compliance of Karbon features
I’m looking for some suggestions about tracking internal Karbon usage. I am discussing with my Karbon CS rep too, but I thought I’d crowdsource some other ideas! ContextWe’ve spent a lot of time recently documenting how we use Karbon and our internal best practices/expectations, and this month everyone in the firm is completing our own Karbon training. As part of this, we want to be able to track and follow up with team members who are struggling to meet our targets.We don’t currently use Email Insights or Intelligence, so I’m hoping to also get some feedback from those who are using it that would help me build a business case if need be. KPIs I’m hoping to track!Triage (these are available in Insights I believe - what (if any) details can be exported? Is this available in the API to push into a spreadsheet?)Volume of email in Triage Ideally the amount at EOD for each user, and then a daily EOD average across the month Average days notifications are in Triage in a calend
Automators to assign work to a role
We set up our 1040 work template using roles for the different sections of our template. We added automators to re-assign the work when a section was completed to a “role”. Karbon allows that. We typically do not know which staff member to assign a section to ahead of time. It would normally be assigned in the order the return information is received from our clients. So using “roles” made sense. But when we added the template to a client and created work, there is an error message that work cannot be assigned to a role. So, our work has invalid automators and warnings.We have thought that we should consider leaving the invalid and warning automators as is. Since the brightly colored warnings bring the attention to whomever is picking up the work to also edit the automator to assign the work to themselves. We also have thought about a work around where we might add a karbon user that is not a real person, but a holding spot for unassigned work.How do other firms handle the work
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