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Replies posted by Ashley Rhoden

31 Replies

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maxSr. Karbon Community Guide

posted in Ask a Peer

Scorecards and KPIs - Anyone love what they track?

We are starting to track these types of metrics as well. We recently signed up for KPI and I have added our COG’s/employee and the data from Ignition with our annual fees (we bill a monthly fixed fee to our clients). With this information I am looking at our YTD actuals vs the Annual Fee, I am also looking at our Budget to Actuals with COG’s to show our gross profit. We would like to start tracking our sales conversions as well as client satisfaction/net promoter scores to measure client satisfaction.

1 year ago

AntoniyaB.Superstar

asked in Ask a Peer

Billable and non-billable work

We have several different task types, we add the task type that we would like them to use to the budget in the work. When they clock-in and out of the work item they know to look at the task type in the budget to ensure that their time entry correlates to the task type for the work item. By creating the task type in the budget this will show up in your repeating work items. You can also setup the budget on the work template. When approving time I then match the task type they selected to the work item title i.e. weekly bookkeeping work item should have weekly bookkeeping task type.

1 year ago

AntoniyaB.Superstar

asked in Ask a Peer

Billable and non-billable work

That is not possible, but it would be a great feature request to ask for the task type and role to auto-populate based on the budget in the work item when selecting a work item from the clock!The way I was discussing would require them to open the work item and enter their time from the budgets tab of the work item. To clarify - the task types don’t show in the “repeat settings” they show up in the repeating work’s budget. Another idea would be for you to add the task type to the work item name, this would ensure that they select the correct task type if they aren’t entering their time from the budgets tab in the work.

1 year ago

AntoniyaB.Superstar

asked in Ask a Peer

Billable and non-billable work

I make a big deal about the task types being correct. We celebrate 🚫 errors when I am approving time! They also see what they’ve done wrong, because I decline their time and make the change which shows up in their triage. Keep pushing for excellence with your team, since we started tracking time in Karbon in January we’ve had about 2-3 weeks of no errors. The first couple weeks were tough but they do a really good job with it now!

1 year ago

CBC-OfficeRising Star

asked in Ask a Peer

Move colleagues planned week from personal My Week?

I recommend adding this as a feature request! I’m certain there are other firms that would benefit from this capability within MyWeek.

1 year ago

Ian DurrellBeginner

asked in Ask a Peer

Remove colleague from an email

Karbon offers the option to unsend an email, but it must be completed within 5 seconds of sending the email. Being that you asked this question yesterday, this will not be an option for you.

10 months ago

FischbooksRising Star

asked in Ask a Peer

Copying and Pasting into emails

If it’s text that you are copy/paste into Karbon you can highlight the text and click the down arrow in the formatting bar of the email it will take you to “more options” for formatting. Select “remove formatting” and the text size and font will return to the “normal” email font in Karbon.

1 year ago

Deidre Magee-ReyesBeginner

asked in Ask a Peer

Modifying an existing automated email in Client Task

Are you scheduling this email to “auto-send”? If so, did you select “this and all instances” when you made the change?Did you check the work template and make the change on the work template? Make sure you publish the changes!

1 year ago

Deidre Magee-ReyesBeginner

asked in Ask a Peer

Modifying an existing automated email in Client Task

@Deidre Magee-Reyes that sounds like the email template is setup in your “work templates”.Click work from the menu and then select templates. Find the template for the work and make the change to the email from the template as if you were changing it to send to the client.

1 year ago

Deidre Magee-ReyesBeginner

asked in Ask a Peer

Modifying an existing automated email in Client Task

Don’t forget to hit publish once you make the change to the work template. Also, if the work is already setup you are going to have to reset the existing work to the work template for those changes to appear.

1 year ago

Lee TurnerBeginner

asked in Ask a Peer

Archive a Task Type?

There is not currently a way to archive a task type, if you don’t want it there you have to delete it. During the process of deleting the task type you will be prompted to select which task type should be used in your work items in place of the one you are deleting.

1 year ago

David SadowskyRising Star

asked in Ask a Peer

Bank Routing and Account numbers

We use Practice Protect for our password storage. You can write notes in the apps that you create with detailed information such as banking information. I personally haven’t used 1password or LastPass to tell you the difference. But Practice Protect is great!

1 year ago

Rebecca WilliamsSr. Karbon Community Guide

asked in Ask a Peer

Ignition + Karbon integration questions

We currently have the integration between Karbon and Ignition. We utilize the connection to setup our work when we are engaging with a client. We have all of our services aligned with our work templates, each service item has a work template that is synced in Ignition. When a client accepts the proposal we use Zapier to look in Karbon to know whether it is an existing client or a new client. If it is an existing client the work is then created under that client. If it is a new client, the company and client information is added into Karbon. We have a “dummy” user in Karbon called “Work Assignee for Ignition” that all new work gets assigned to. We bill a fixed monthly fee to our clients. Our clients are auto-billed on the 1st of the month. We then have our budgets/actuals that we measure inside Karbon, these are setup on the work items and our team is clocking time in Karbon against the work items throughout the month. I review these using KPI weekly and monthly to ensure we are working

14 days ago

StuartKKarbon Team

posted in Ask a Peer

How do you use e-signing/e-signatures?

Our team uses Ignition for all client engagements and Docu-sign for e-signatures.

7 months ago

Amelia FreemanKarbon Team

External name on work items and work templateBlog

I <3 THIS new edition to the client tasks! Way to go Karbon. I can’t wait to see how this change can be implemented into the repeating work settings.

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1 year ago

StuartKKarbon Team

posted in Ask a Peer

How do you use e-signing/e-signatures?

@Kyle Beltle Yes, you can paste a link to the engagement letter in a client task. We currently manage our engagements outside of Karbon. We send the EL directly from Ignition. We have Karbon and PI connected. We use Zapier to search Karbon for the client once the EL is executed, if it is a new client then Zapier creates the new client in Karbon. Our services are a 1-1 with our templates, and they are synced in Ignition. When a client signs the EL that integration between PI and Karbon creates the work items in Karbon based on the services that the client engaged for. We have a user setup in Karbon (work assignee for ignition) for the assignment of all work from PI that we never activated via the email link, so we aren’t paying for this user. But it helps us to separate what work is new from the existing work. The work is created based on the start and end date of the EL. I’m happy to answer any other questions you have about the Karbon/PI integration :)

7 months ago

StuartKKarbon Team

posted in Ask a Peer

How do you use e-signing/e-signatures?

@lbernstein This is the Zap we have “Create Karbon organization contacts for new accepted proposals in Ignition”. We turned this Zap on in early 2022 and since then I believe that the Integration between PI and Karbon has been updated. The zap essentially searches Karbon to see if it is an existing client, and it will update the contact, or add a new contact. I didn’t explain that well above, because you are right. Karbon and PI do sync together. We too found that we have to be very careful in the naming convention in both software's or you will get duplicates.The other Zap I have is connecting our calendly to PI. “Create client in Ignition when invitee created in Calendly”. When a client schedules a discovery call the Zap creates the client in Ignition. If the client doesn’t move forward it is part of our process to remove them from Ignition, but this helps in reducing errors in naming clients.

7 months ago

Amelia FreemanKarbon Team

asked in Ask a Peer

Sending Client Requests - How many people do you need to send one request to?

Most of the time it is two people, very rarely there are three people involved.

1 year ago

Marshall MartinBeginner

asked in Ask a Peer

GoProposal vs Practice Ignition and why?

We use Ignition...The one downside for us is that you have to engage every time you want to charge more. For example, if we do an ad-hoc service we can’t just auto bill the client, we have to create an engagement letter that they have to execute. We found a work around, if there are ad-hoc services that are highly likely the client will need we add them as “as-needed” services and select to bill manually. That way the client already accepted them and when we do the work, we can go into Ignition and bill the time without having to create a new EL. We have our work templates integrated with Ignition on a 1:1 relationship to the services. The work is then assigned to a “ghost” user in Karbon so we can determine what work is new vs old. I like this type of relationship because we never have to wonder if the work was setup correctly, if the client engaged then we have it in Karbon. We have the same problem as Max in that the work’s start date and end date correlate to the start & end da

1 year ago

LD7ESuperstar

asked in Ask a Peer

Best Practice for Seasonal Employees

You can have a “temporary” user long term. We do this for our work assignments that come over from Ignition. As long as you don’t confirm the user from the email you will not be charged for the placeholder user. However, I can see how you might run out of emails after doing this for an extended period of time as every year you have to inactivate the temporary user to get the work reassigned automatically to the user.Do you subscribe to the support plan for Karbon? If so, you wouldn’t need to deactivate the temporary user, you can ask them to bulk edit the work that is assigned to the temporary user and change the assignee to the seasonal user.

1 year ago

Anonymous

posted in Karbon AI

Welcome to Karbon's AI Beta

Hallelujah!! Thank you @Logan Baillie I’m so excited to use this feature 😍

1 year ago

Anonymous

Updates to KPI Budget workbook refines budget tracking and enhances data accuracyBlog

Looking forward to the updates, @Logan Baillie! Will you be emailing us the new updated workbook?

4717

1 year ago

Anonymous

Updates to KPI Budget workbook refines budget tracking and enhances data accuracyBlog

@SamG Good to know, it’s still not in my inbox but I’m hopeful it will be soon 😎

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1 year ago

Lauren ScottBeginner

asked in Ask a Peer

No Office 365 signature found to import.

We use WiseStamp for our email signatures. I then give Karbon the HTML code and they input our signatures for us. If you are looking for a nice signature I would check WiseStamp out.. I love that it signs our names, it’s the little things for me 😆

1 year ago

joshstandleyRising Star

asked in Share Tips & Best Practices

Request/Question Documentation

I do not have a template that I can share but I am thinking that you need a flowchart for each request that shares what your team needs and who is responsible for providing that. This flowchart could then be inserted into a work template so when you receive a request to your support email the work template for “X request” gets created and it has a flowchart showing the “standard” items you need and they would also be listed as a client task. The flowchart is more of an “overview” for your staff and client so they can understand the process. I imagine the template would be something like this with automators:Flowchart for process Edit the client task to add/remove any items you have/need Client Task - with requests for items needed and a copy of the flowchart so they understand the process of the request Steps to complete the client request once the client task has been completedBy having this type of workflow you will be able to track the requests to ensure nothing is falling through

1 year ago

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