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Connect with other Karbon users and industry professionals to get help crafting the perfect workflow.

1209 Discussions

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JessicaGBeginner

asked in Ask a Peer

Client Assignments

Hi Karbon Krew!Curious if there is a way for me to see the list of clients for which I have been assigned as part of the Client Team in Karbon? TIA

3 years ago

TracyMcBeginner

asked in Share Tips & Best Practices

Outlook & Karbon

I get that the best practice here was passed up a long time ago but I’m asking anyway!I have not gotten the hang of using Karbon with Outlook. It’s getting easier with all the improvements Karbon has been making but I still use both for different reasons. Needless to say I have too many emails hanging around in Triage. I’d love to go back and Clear a whole month’s worth of stuff at a time, but…Do they disappear in Outlook, too?What happens to emails and notes attached to Works?What happens to emails I have Pinned & Flagged in Outlook? Thanks everyone!

3 years ago

FiSchneiderBeginner

posted in Share Tips & Best Practices

Archiving old clients

No one likes losing a client; however it does happen over time for one reason or another.Karbon (at present) does not have the ability to delete a client fully and totally; and this probably a good idea as there are tasks/work schedules/documents attached to all client work that would need to be kept for compliance reasons.A work-around that we found was to simply put the client as inactive and add “ZZZ” to the front of their name. They then no longer show up in our current client list prominently and/or appear in work tasks.Hope this solution is helpful; please let me know if anyone has a better work-around!

3 years ago

CoralSuperstar

asked in Ask a Peer

Time and Budgets

How do others use time and budgets? I’ve been using the timesheet function since April and staff love the timer feature - but I’m not sure on how to do the budgets and would like to understand it better. At the moment, all of our jobs are showing as being over budget.

3 years ago

maxSr. Karbon Community Guide

asked in Ask a Peer

Is anyone using QBO for Invoicing?

We are using the Karbon <> TSheets <> QBO sync to get our time from Karbon to QBO. Our goal is to book time against individual work items, but they come across as sub-clients in QBO, and when we go to generate an invoice, each sub-client (work item) comes through on the invoice with its own heading and subtotal and there is no way that I have found to shut it off.I’m wondering how others get time and materials invoicing done through QBO. We love the payments feature in QBO and have seen our AR go way down, but the invoices are so ugly that we have decided to just book time against clients instead of work items, which comes with it’s own set of issues (it’s much harder to track budgets etc.)Looking for any non-flat-rate billers out there who have come up with a simple way to get this done.

3 years ago

FiSchneiderBeginner

asked in Ask a Peer

How do you engage new employees/team with Karbon?

We have recently put on 2 new staff members and are finding some resistance from one to engage with Karbon processes. What are best practices you have found to get a team fully engaged and past the unknown (or fear of change) management?-- Fiona

3 years ago

DianeKSr. Community Champion

asked in Ask a Peer

Best Settings within Karbon

What are best practices for the Settings within Karbon? If a setting needs to be changed, How would I do that?

3 years ago

Krista OwrenBeginner

asked in Ask a Peer

How long does Karbon save documents/work items?

Does anyone know how long Karbon saves work items and documents after completion?

3 years ago

MiyaRising Star

asked in Share Tips & Best Practices

What are best practices for managing taxes and extensions?

What are best practices for managing taxes and extensions especially when they are constantly changing in the US?

3 years ago

MariaVRising Star

asked in Ask a Peer

What is the most effective reconciliation process?

What is the most effective reconciliation process weekly or monthly basis and why? Is it easier in Karbon to track weekly or monthly?

3 years ago

Erin JamisonKarbon Team

posted in Share Tips & Best Practices

Best Practice: Remind yourself to remind your clients of outstanding client tasks

A good way to prevent you and your team from needing to chase clients up for information is by using Client Tasks with auto-reminders. One small caveat, however, is that there is a limit to the number of reminders that will auto-send for a single Client Task. After the fifth reminder to your client, they will stop (this is to avoid your emails to clients being flagged by SPAM filters). An easy way to identify when this happens, so you can re-send them if necessary. Step 1. Create a custom workflow status called, Re-send Client Tasks. We recommend that this sits under the In Progress primary status. Step 2. Apply the Global Automator that will update the status of Work when 5 Client Tasks are sent and they are still incomplete. For the status, select your newly created: Re-send Client Tasks. Step 3. Create and save a customized dashboard in your work view that sorts all work items by status (you can apply additional filters if it makes sense). You will quickly see any work items with th

3 years ago

fll20201Beginner

asked in Share Tips & Best Practices

Seasonal Budgets

Are there any best practices you can recommend in regards to the budgets section of Karbon, and dealing with the seasonality of businesses?For example, I have business that in the summer their work volume goes down 75%, and I would like Karbon to reflect that.The only thing I can think of to do is create the tasks and budgets 6 months in advance, and edit the budgets that way.looking forward to your thoughts!

3 years ago

BrooksWSuperstar

asked in Ask a Peer

How do I find specifics around what Karbon can/can't do?

How do I find specifics around what Karbon can/can’t do?

3 years ago

Lisa SilverBeginner

asked in Share Tips & Best Practices

What are best practices for onboarding new clients?

We are always looking to improve our new client onboarding process, what are best practices for onboarding new clients? For example how are you getting initial contact information? Are you driving people to your firm website to fill in a form, calling to obtain, client tasks, or using another method?

3 years ago

DianeKSr. Community Champion

asked in Share Tips & Best Practices

What is best practice for working with my current billing solution outside of Karbon

What is best practice for working with my current billing solution outside of Karbon?

3 years ago

DianeKSr. Community Champion

asked in Ask a Peer

What are the most effective Dashboards-Saved Views?

What do you recommend as the Best Dashboard Views to have saved in Karbon?

3 years ago

Victoria PetersSr. Community Champion

asked in Ask a Peer

Insights - There is a lot of information there

How do you use Insights? Does it help with decision making? How often do you review the numbers and why?

3 years ago

DianeKSr. Community Champion

asked in Ask a Peer

Client Task - Bulk Document Download

Is there a way within the client task for them to download all the documents attached without individually clicking on each document and then downloading?

3 years ago

jensSuperstar

asked in Share Tips & Best Practices

What are the best practices for using client tasks? How can I help my clients understand and gain comfort with that form of engagement?

3 years ago

Victoria PetersSr. Community Champion

asked in Share Tips & Best Practices

Most effective templates for client tasks?

The most common roadblocks we seem to face is the non responsive client. How do I know which templates are the most effective for the use of Client Tasks?

3 years ago

maxSr. Karbon Community Guide

posted in Share Tips & Best Practices

Best Practice for Karbon to QBT to QBO time and billing

We are currently working to fully implement Karbon at our firm which means we are switching to QuickBooks Time for our time and billing. We ran into a situation early where many of our contacts were syncing across to QBO even though there was no reason to have them there, so we created four contact categories:Client (syncs with QBO) Client Contact (related to client but does not sync to QBO) Firm Vendor (does not sync to QBO Client Vendor (does not sync to QBO)For joint returns, we create a client group with the name of the couple (John & Jane Smith) and assign the contact type “Client.” We then add two person contacts as contact type “Client Contact” for each person in the couple and add them to the client group. This stops John Smith and Jane Smith from syncing to QBO but pushes the contact group “John & Jane Smith” to QBO for time and billing purposes.We do the same thing with organizations but use the “Add Organization” instead of “Add Contact Group” as contact type “Client

3 years ago

Karen AndrewsRising Star

asked in Share Tips & Best Practices

Out of Scope work

How does everyone manage their out of scope work? We are trying to decide if we should add a repeating work item each month for out of scope work for each client but not sure if that will create a lot more work for everyone having to close this each month? Any suggestions?

3 years ago

Melissa_StoutBeginner

posted in Ask a Peer

New employee Karbon training

We are bringing on multiple employees over the next month or so and I am wondering how others train new employees on Karbon. I know that there is a training work item that will teach the functionality of Karbon, but how do you teach how your firm uses it? For example, time tracking rules, work item naming convention, review of work status and how/where to communicate internally. I have used multiple methods but think we can improve .

3 years ago

mikedoanRising Star

asked in Ask a Peer

Time & Billing and Fixed Fee

Does anyone use Time and Billing in Karbon and have mostly a fixed fee pricing structure? If you do, how to determine job profitability in Karbon, or do you?Our business is about 95% fixed fee. For us, having a billing rate in Karbon for each role is not useful in determining job profitability. Ideally, I would need to load into Karbon the loaded hourly rate for each employee (not just role). Currently we track our time and billing in Xero’s PracticeManagement and we can get job profitability out of that system. We would rather use Karbon for Time and Billing since the it would reducing switching cost between the two app during the day. I know that I could export the time data and dump it into a data analysis tool to determine job costing, but that requires a manual process and additional work that I don’t really want to do. Also, I would like to keep everything in Karbon if possible.

3 years ago

Hannah - Efficient TradieBeginner

asked in Ask a Peer

How to Export Total Time per Client

Hi Peeps,Is there a way to export time that shows the total time tracked for each client in one report? I want to see how much time was spent on every client in a month. Thanks in advance,Hannah

3 years ago

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