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Replies posted by max

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maxSr. Karbon Community Guide

asked in Ask a Peer

Trouble with support

Thank you Erin, and there is no reason to apologize. I’m a huge proponent of continuous improvement, so as long as we are moving in the right direction, I’m happy. I appreciate the reply. As of now I have been contacted about the problem and there’s a new engineer working on the ticket who seems to understand the problem. I will update with progress here if anyone is interested.In general, I love Karbon and the support you all provide. It’s why I am continuing our firm’s journey over to Karbon from another platform.

ollieBeginner

asked in Ask a Peer

Searching by client references and UTR numbers

We do not rely on client numbers or other reference information for tracking clients. We only use the client name. I wish I could help.

Melissa_StoutBeginner

posted in Ask a Peer

New employee Karbon training

I am just getting started on setting up Karbon to handle our employee coaching. I am currently taking a two step approach:Meta work item with high level training goals and orders I have these divided into sections like ‘General Training’ and ‘Intermediate Training’ and so on. I also include sections specific to the person’s role at the firm. I then have specific work item templates for certain trainings. I have everyone go through standard Karbon training (automatically assigned when adding staff), Karbon certification (Google it to get the link to apply), and Avrio Karbon Way training (how we apply what Karbon can do to our firm) We also have everyone go through a tutorial class for Microsoft 365 and our tax prep software Each staff member has a coach and works through their training list with their coach. The meta work item stays open for the entire career of the staff member and is constantly adjusted, though we start with a basic framework. It takes about a year or more to get t

Reino BarkemaRising Star

posted in Ask a Peer

Feature Request - Recurring Work at a Template Level

Yes, this would be nice.

Roberta PaganiBeginner

asked in Ask a Peer

Clear all Works

I have not come across a way to do this, but I have had great success when contacting support and having them do batch operations from their end for me. Just hit up the chat support and they will get you to the right person pretty quickly.

Hannah - Efficient TradieBeginner

asked in Ask a Peer

How to Export Total Time per Client

Are you tracking time only in Karbon or using the Karbon <> QBT sync? In karbon, the best way that I can find to do this is to export Colleague Utilization, filtered by the month you are looking at. Here are the steps:Follow these steps:Open Colleague Utilization Filter by the dates you are looking atExport your reportOpen the spreadsheet and choose “Colleague Time Breakdown”

Karen AndrewsBeginner

asked in Share Tips & Best Practices

Out of Scope work

Are you asking about how to track time with QBT or just how other firms are managing out of scope work?For both situations, we have a special project work item that we assign when someone has out of scope work. This helps when billing flat rate clients who have out of scope work. Flat rate stays where it is, and out of scope work gets a special project work item that is billed hourly.We are in the habit of opening a note as soon as we get on the phone with a client. If the call (or email) results in out-of-scope work, then we hit “Add to work” and create a special project, name it, and start booking time to it.Does that help?

BrooksWSuperstar

asked in Ask a Peer

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

Hi Brooks! Can you give me a little more detail?Are you looking for technical specifications or use cases, or something else?

DianeKSr. Community Champion

posted in Share Tips & Best Practices

Using Time and Budgets to track Team Members time-off

This is an interesting work-around. Are any of you piping the time and billing from Karbon into a general ledger or invoicing software?We are using QuickBooks Time and the integration needs quite a bit of work before it’s usable for us. We are making it work for us, but I was wondering how people are handling the next step.This might be a whole new topic, I’m not sure.

A

Anonymous

Template Library

I love this! I would love taking this idea to work dashboards, and the ability to publish dashboard configurations to the organization.

A

Anonymous

Schedule an email, and more!

This is great! We were using client tasks to remind clients to make their estimated tax payments on time, but now we have a better option. I would love to see this functionality built into templates, where templates come with the ability to build a scheduled email reminder based on variables within the work item and it’s context.

A

Anonymous

Internal comments on Client Tasks, and more!

I don’t know if anyone else is using this, but this has been HUGE!! Thanks.What I would LOVE even more would be to be able to assign client tasks to an internal staff member. I use a pretty robust follow-up system of assigning emails and tasks to myself, adjusting the due date, and then leaving notes for every interaction.As good as Karbon is at chasing clients for documents, we still like to make phone calls to request documents if we don’t get them right away. The blue comments in client tasks make it so that this would be possible with the specific client task… if I could assign it to myself.

kylenecarseCommunity Champion

asked in Ask a Peer

FIFO/LIFO

Hi Kylene!This is a great question. I am a huge fan of first in, first out (FIFO). I worked with support for a while to figure out how to manage it in kanban view, but it’s not built to handle it.The kanban is sorted by due date, and if you have several work items with the same due date (like individual income tax returns) then the list is sorted alphabetically. If there’s a tie there, it’s sorted by the key (a number no one sees that Karbon uses to keep track of each work item).I entered a suggestion to add more granular control over the sorting of the kanban boards to accommodate FIFO. The more people put in suggestions, the more likely it’ll get on the roadmap.What I would like to do is have a field called “Date Received” and then also have a field that displays “Time in Status”. Between these two items, I could make sure that no work item gets left behind.What do you think? Is that what you are thinking? Maybe you had something else in mind.

Bovard CPABeginner

asked in Ask a Peer

What is best practice for Invoicing in Karbon workflow?

Our firm has been working on this and we don’t have a great answer.We are part of the Intuit beta program for QuickBooks time two-way sync, so our syncing works like this:Karbon <> QBT <> QBOKarbon writes time and contacts to QBT. QBT writes contacts and time to QBO. QBO writes contacts to QBT, and QBT writes time to Karbon.We have found that we REALLY like seeing who’s clocked into what, so we keep time in QBT and the time syncs back to Karbon and out to QBO.Our managing partner takes the billable time that was synced to QBO and invoices it.There are many nuances that I can cover further, but this is our basic setup. Was that helpful?

maxSr. Karbon Community Guide

asked in Ask a Peer

Is anyone using QBO for Invoicing?

What you finally landed is what we are likely going to try next. We’ll bill by work item, so it will be a step in the work item that gets done before the work is closed.You can add a delayed charge in QBO that gets added to invoices later (similar to time entries), and that’s probably what we will to do to have an idea of where we are with WIP and also not run into a mess trying to figure out what’s been billed and what hasn’t.Thanks for the suggestion!

Ruby EleanorBeginner

asked in Ask a Peer

Client tasks going to junk folder

Someone from Karbon may be able to answer the technical side of things, but I think the emails are coming from your email account and Karbon is just the program that helps organize and send your emails. My understanding is that the emails are not being sent on your behalf from Karbon.If I’m right, that means that something in the way that you are formatting your emails may be triggering the spam filters. I have read in other places that having too many links in your email body can trigger spam filters. The checklist will already be one link, and if you have several links in your email signature, it might be too many and tripping spam filters.Another thing I’ve read is that having unique information in the subject line can help. Karbon helps with this by letting you add the contacts name, name of the work item, and client name via tags.The article linked below is geared towards email marketers, but has some good suggestions that may apply to your emails as well.Link: https://webengage.c

Matteo MuiaBeginner

asked in Ask a Peer

HR Management

Hello Matteo!In our firm, we have decided not to use Karbon as a repository for important documents. We use it as the handler of important documents and tasks, but move those documents off into a file system for safe keeping.As far as handling staff training, discipline, development, ect., we have created contacts that are hidden and only visible to the manager and whomever else should have access. We then have a set of internal work items that we use to keep track of HR functions, staff engagement, staff training and development, etc.This contact is not visible to the staff member is is used only by the manager to keep track of the staff member’s development, notes, and other important things related to handling situations with the staff member.Does any of that help?

Ian VacinKarbon Team

asked in Ask a Peer

Question for everyone: Interested in billing rates and/or fixed fees per service by geography?

Yes indeed, and I’m happy to provide our rates and billing methodologies as part of the survey Hi Ian! I think this might be the answer for which you were hoping. :) If it is, can you mark it as the answer to your question?

Erin JamisonKarbon Team

posted in Share Tips & Best Practices

How have you managed the emails and items that come into your Triage?

These are great tips!I spend the first part of my day clearing my triage. Anything that needs more than a few minutes of attention gets added as a task to my to-do list and cleared from Triage.Once my Triage is complete, I jump right into my to-do list and organize and prioritize my day based on the items there.One thing that would be really helpful for me is to have the ability to add an email as a task in a work item with the option to include it in the recurrence or not.I know your post is from 9 months ago and isn’t really a question that needs an answer, so would you mark it as answered now so that it doesn’t show up in the unanswered community questions?

yanqiBeginner

asked in Ask a Peer

Can not log in karbon account

Hi Yaniqi! If Erin answered your question, can you mark her response as the correct answer?

AHJohnBeginner

asked in Ask a Peer

Karbon API Update

Hi John and Max, Yes, we’ve released out first version of the Karbon APIs at the end of 2020. This was essentially a soft launch as we knew going in there would be some clean up work to do. I’ve set up a number of developer accounts and happy to get you both set up as well. But the real exciting news is that we have recently hired an very experienced API engineer (James) to take over the program and he is quickly getting up to speed. Both James and I will be working closely together on better organizing our external communications with our customers and partners who join the program and making sure everyone has what they need to be successful. All that said, I encourage you both to go to our developers site at https://developers.karbonhq.com/ and register. Once your information comes through I will look to get you both set up quickly. FYI, James will also be relooking at our existing Zapier integration as well. Exciting improvements coming to Karbon in 2021! Please let me know if ther

Marie CelentanoBeginner

asked in Ask a Peer

Repeating work

I think Marie is asking to setup recurring work that repeats each MWF.Setting up the work item to recur daily every two days only works for half the weeks and creates work items on the weekends that are unnecessary.Two ways to handle:Three works items each recurring weekly. One for Monday, one for Wednesday, and one for Friday (not what I would recommend, but might accomplish what you need) Disadvantages - Any changes to one work item would have to be manually replicated on the other work items. If you make a change to the Monday work item, the change will automatically propagate forward on only the Monday work item. Advantages - It’s clear whether each day’s work is complete on time. One work item recurring weekly starting on Monday and ending on Friday with task sections for each of the day’s work laid out. I would recommend using the Kanban board and setting statuses that correspond to each day so that you can easily see any work that is falling behind. Disadvantages - There’s a l

JoyceBeginner

asked in Ask a Peer

Alerts! I am getting alerts that emails are not being sent - do you know why

Hi Joyce! The Karbon support team is really great at solving issues like this right away. Have you tried chatting with them?You can find the chat support by clicking on help on the left sidebar and then by clicking here (screenshot below):

Erin JamisonKarbon Team

asked in Ask a Peer

Question for everyone: How do you prepare for an upcoming tax season?

We have a few things planned for tax season this year:Review all of our recurring work to make sure that it’s accurate Update client task emails (how cool would it be to be able to do this in batch?!) Schedule fee reviews and tax planning meetings with our top tier clients for Sept. and Oct. Research ways to quickly update client tasks with organizer information from UltraTax Hiring a bookkeeper manager.:)

cathy.imesBeginner

asked in Ask a Peer

Is this report out there?

Are you looking for a report that looks like this? If so, this is part of the email insights package from Karbon. You can access it here: Fair warning, it’s an additional cost for email insights, but you may find it worth the information.

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