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Replies posted by LD7E

92 Replies

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Kari HannumRising Star

asked in Ask a Peer

Searching for External Comments

Adding on to what @max and @Kim Clemmer indicated…Client Comments within tasks that are deemed material to the work being prepared are Windows Snipped and added to the work PDF or to the Work Note (Pinned at the top of the Work Timeline). Individual responsible for the tasks will then add an Internal Comment within the task indicating Snipped / Downloaded / Completed /etc. This acts as a visual to anyone else accessing the work. If they do not see our Blue Comment as the last activity of the task, then they are responsible for reviewing the task and taking the appropriate action. This catches additional items the client Comments or sends in to us after we have closed the task. Final step in any work item is a review of the Tasks to make sure there is nothing left we missed. The Comment we place in the tasks has helped us tremendously to minimize missing anything. Very quick visual for anyone in the work.

Heather LancasterRising Star

asked in Ask a Peer

Clients need historical documents and to upload things unplanned

We have a Karbon Template called Document Request. If a client needs to send us something we can have the request out the door in a couple minutes. If it is an ongoing project (late documents) we just re-open the client request and throw a comment in the task so they get emailed and can then upload the document.We let clients know that our security software does not allow any attachments or embedded images to reach us, for our security and for theirs. I’ve been a hard a$$ about it this year and made no exceptions. Everyone complies in the end. For us it just came down to teaching them the appropriate procedures.

Jennifer ThompsonNewcomer

asked in Ask a Peer

Bookkeeping - monthly Bank, Credit Cards with different statement dates

HI @Jennifer Thompson, so many possibilities in Karbon. After years of trial, error, and more trial, I have our monthly bookkeeping setup as one work item which repeats each month starting on the 1st of the month and ending on the 10th of the following month. So yes, there will be two months open at all times.The work is broken out into what we do each week for the client. So it is basically the same each week until we get to month end where there are two (2) separate sections; 1 for month-end close (reconciling, allocations, AJE’s, etc) and another section for month-end review (financial comparisons, trailing 12-month review, etc). Just found this to work best. Previously we’ve tried everything with multiple work items handling specific parts of the process and it was just too cumbersome. Now it is tidy. Will there be a stray account ending date that means there are un-reconciled items in that month? Of course. Not a big deal as it all gets worked out in the end. Only time the procedu

Lauren LewisBeginner

asked in Ask a Peer

Client ID Numbers

Hi @Lauren Lewis . This would be for your internal use. Some firms use client numbers and I am sure some do not. For us, we use them as we have to have a client ID within our tax software. We just carry this ID out to Karbon. Helps keep staff straight when they are looking at documentation as all documents will start with the client ID and then the remainder of the naming convention in use.Not determinantal within Karbon if you choose it is not necessary.

Nicole GordonBeginner

asked in Ask a Peer

Sage Back up files

Hi @Nicole Gordon Karbon does block some files with certain extensions and due to size. I do not see this file type as one that is on the no no list, however maybe this article is not a complete listing: Files and AttachmentsMaybe another user has a definitive answer or you could reach out via chat if you have not done that already.

Scott WadmanBeginner

asked in Share Tips & Best Practices

Form to gather new client information

@Scott Wadman We use Adobe Cloud Services along with Adobe Acrobat DC on the Desktops.Forms that do not require signature are first created in Word or Excel and saved as Fillable PDF’s. These can then be sent to clients to complete. For example I have a form for clients who have rentals. They can complete the PDF and the upload back into Karbon.Forms where a signature is required (e.g. Client Questionnaire) Are created initially the same way. Then I upload into my Adobe Cloud Account to create a Web Form template from the file. Once I create this I have a link to it that is provided to clients. They click the link and Adobe walks them through the form online, obtaining the appropriate signatures.Probably many ways to do this. This is just one that works for us.

Nikki YoungBeginner

asked in Ask a Peer

Do Karbon work pieces emails expire?

@Nikki Young Yes they do. “For security reasons, the Client Request will expire 30 days from when the initial email is sent. If reminder emails are sent, it's extended for 60 days from when the reminder email is sent. Manually resending a Client Request will update the link's expiration date.https://help.karbonhq.com/en/articles/1524439-overview-of-client-requests

Scott WadmanBeginner

asked in Share Tips & Best Practices

Form to gather new client information

@Scott Wadman Greetings. We do use Karbon to collect this information. Generally it is part of our onboarding process which has varying steps depending on the type of work being engaged.We have customized workflows with Client Tasks to complete items such as collecting certain official documents as well as a new client information questionnaire which they complete via Adobe. The Adobe documents are Web Forms we created and send through Adobe which allows us to collect signatures and IP information from the computer used.If you look through the Karbon templates you may find a few that you can work with.

Aaron Sendrovits

asked in Ask a Peer

Email Templates

@Aaron Sendrovits Please make sure to check out @max great post here: Send Beautiful Client Task EmailsI believe @SamG is correct in that this can still only be done within Client Tasks.

Danielle ClarkRising Star

asked in Ask a Peer

OneDrive Connection

@Danielle Clark I believe that is correct (you cannot click the Left facing carrot). When you setup DMS in Karbon you choose the root OneDrive Folder you want to use, not sure if you masked the name there or not, however it looks like there are no folders available (you should see your folders right under OneDrive. If not, check your Karbon connection to OneDrive and see which directory it is pointing to. If everything looks like it should then a chat with support is probably necessary.When I go to connect a folder it shows me my Directory, which I can then drill down by folder. Just cannot click the carrot which I believe is accurate.

Lauren LewisBeginner

asked in Ask a Peer

Template Building

@Ken Rogers When we do the Loom recordings, we also start Scribe. Benefit is having Scribe do the transcript with images in a step-by-step format. My two go to apps for process documentation. Some team members hate videos and prefer the Scribe.

Nadine BoboBeginner

asked in Share Tips & Best Practices

physically mail client information

@Nadine Bobo For the handful of our legacy clients left who prefer paper, we have a separate document we send them. The Karbon checklist for us is better served for those using it rather than for paper delivery. Maybe just a Word document could be sent to them.This is our final year for paper delivery of anything. Slows our process down so much, even for the small number of clients left using this method.

Lauren LewisBeginner

asked in Ask a Peer

Template Building

@Lauren Lewis We do the following:Create template with our current procedures, Obtain feedback from users regarding how the process/template works, Document process improvements within a Karbon work item task.Once we have a starting template we are always looking for increased efficiency. I have a recurring work item setup for our practice where team members can add in feedback for our templates as they come across them. During our less busy times we review and determine what should be revised within a template.There is no perfect, just progress. I start with where I am and go with that, revising as the need arises.

Angela MilesBeginner

asked in Ask a Peer

How can we add to multiple Timelines while DRAFTING an email

There is a work around. Would be preferable to have the ability to do it directly when creating an email, however until that feature is determined to be significant enough to implement you can do the following:Create the email and add it to the first timeline, Schedule the email for a future date/time (Must be scheduled and not a draft), Go into the Scheduled email and select the email, You can now add it to as many timelines as you want, You must leave it as a Scheduled email to retain the multiple timelines. If you were to cancel the send after adding it to the timelines so you could send it right away, Karbon removes it from the timelines you added.

Bill MetzBeginner

asked in Ask a Peer

Time zones

@Amelia Freeman Issue happens with all my entries as well when I create them from within Karbon. I have to turn the Time Zones function off in Outlook and then move the time of the meeting back to EST.

CateRising Star

asked in Ask a Peer

Is it possible to have the "All Work" for clients keep my choice as a default view?

FischbooksRising Star

asked in Ask a Peer

Rethinking Recurring Bookkeeping Work

@Fischbooks Adding on to what @SamG provided:If you have Karbon recurring work setup for the monthly bookkeeping and have your document management system linked, then you could automatically have all files copied to a main root folder of your choice, copied as the client uploaded. This way, no matter what work in the series they uploaded a document to, you would find the document in that main folder and it also would show up on the Documents tab of each work item.We do not keep work items open at the end of a month. If a client has not provided a document we do not have access to, then we make note of it on the next recurring work item and move on, closing out the current work.

Ken RogersRising Star

asked in Ask a Peer

My Week sorted by Status

@Ken Rogers According to what Karbon informed me, this is due to the Work Type of each item. Look at the top f the My Week screen and identify each of the Work Types (There will be a maximum of 5 with the last one being Other). Then look at your work items in each of the duplicated MFO Admin Status’.The 5 items in the first Status should all be the same Work Type and the 1 item in the final MFO Admin Status should be a different Work Type.Not very intuitive this way, however this is how Karbon My Week is supposed to work. All of the above said, I am not sure it is 100% correct as my testing of it has identified work with the same work type (repeating work) where instances of the same work are being identified in two (2) different Planned status’. Seems like they should be in the same one as they are the same work type. Unfortunately I have other Gremlins going on with My Week which Karbon is trying to resolve which may be causing some issues.

Ken RogersRising Star

asked in Ask a Peer

My Week sorted by Status

@Ken Rogers Here is how it has been explained to me as this is how the functionality is supposed to work.Underneath the Main header (This Week, Next Week, etc) there is the slider which contains Status, Due Date, Start Date, and Work Type. The Work Type will identify the four (4) work types with the most work and then there will be the Other Work Type which houses all other work.Karbon will Show each status below with the work allocated this way, grouping work types together. For example, in my image below, if all five (5) of the identified work types have associated work for this instance of My Week (Later) with a current Status of Ready to Start, then Karbon will show five (5) instances of Ready to Start with each instance containing only the work type identified in that ribbon.

maxSr. Karbon Community Guide

posted in Ask a Peer

Exploring the Integration of AI in Accounting: Let's Discuss! 🤖📊

@max Please include me. I feel if I do not learn more I will be left way too far behind.

Ken RogersRising Star

asked in Ask a Peer

My Week sorted by Status

@Ken Rogers Were you able to resolve this? I have the same issue going on and cannot figure out why. Before reaching out to support I wanted to determine if you were provided a resolution that is customer implemented.

BhaktiBeginner

asked in Ask a Peer

Change Automators In Repeating Work

@Bhakti In addition to what @Rebecca Williams provided, if you have a few repeating work items which have already created the tasks with the Automator's you want to change/update, after performing this in the earliest instance of the work, I found I just had to go to each of the following instances (in order) and Rest the work to the last work item. This way it would then pull the changes in.

Chad EvansBeginner

asked in Ask a Peer

How To Better Understand Employee Work Assignments

There is the ability to perform a more long-range plan using an Excel file provided by Karbon. Ian mentions how to obtain within the Capacity Planning Video here: Capacity Planning (Scroll down on the page to the video)I have not asked my rep for a copy as it does seem like a lot of work and my firm is small enough where I would not need this.

LD7ESuperstar

asked in Ask a Peer

Time & Budget at Client Group Level

Thanks @SamG for letting me know. Here is the text of the post:“We use client groups to setup our client relationships. For example, John and Jane Doe is the root level relationship, setup as client group. We then add members to the group for all of John and Jane's business entities (setup as organizations). For example, maybe they have an operating entity, a real estate holding entity, and then a family trust entity. All of these are setup as organizations and nested as members under the group.It would be nice if you could aggregate time budget data to the client group level. This would allow for better capacity planning of time commitments our firm has committed to 1 relationship.”

Rebecca WilliamsSr. Karbon Community Guide

posted in Ask a Peer

Tools for streamlining client onboarding!

@Rebecca Williams We do not use any of the native QBO functions for the review. Our procedures are fairly specific as to what needs to be reviewed within QBO to determine the scope of clean up. While not all is in Karbon, at least 80% is which gets me where I need to be. The stuff not there is more the what-ifs which take forever to document and apply to a few here and there.

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