Share Tips & Best Practices
Find and share Karbon tips and tricks, and get inspired by others
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It’s that time again: we’re ramping up to the end of another year. So far, we’ve released 59 individual improvements to Karbon in 2022, which is a lot to get across. So, to recap on the biggest and most powerful releases, we’re hosting a webinar in early-December. Our Chief Product Officer, Sara Goepel, and her team of Product Managers will take you through the key improvements and showcase some powerful new Karbon additions. You can register here (even if you can’t attend live, register anyway to receive the recording). Hope you’ll join us!
If you prefer to see the items assigned to you in a particular order, one option would be to move around your items by using the Drag & Drop option within your Sorting Slider. You can then hold on to those items and drag and drop them into the order you prefer, keep in mind that it might be also helpful to further filter your view so that you’re looking at just the items that need to be taken care of. Has anyone else found their favorite way prioritizing their To-do view? If so, what do you do?
Skip Ahead:Introduction Examples Add a template-based work item to a list of clients Basic tools for running API requests (Python) IntroductionPlay along at GitHub: https://github.com/dchrm/human-accounting-mastermindThere are certain things in Karbon that I cannot automate the way I want, so I found that the API has worked in many cases. I’m curious how you are using the API. What problems are you solving? I’ll be sharing my implementations here and I welcome anyone to join and share theirs as well. I’ll edit this post with your examples so that we can start to build a repository of real-world DIY API implementations.ExamplesAdd a template-based work item to a list of clientsOur firm is focused on continuous improvement, so we quickly learned that annual recurring work items carry forward with them the poor layout of the year before. We are continually updating our templates with new learning, but our recurring work was missing out on the new way we were approaching work. We d
PurposeWe want to reduce the stress our staff and clients experience. Specifically, we want to make onboarding new clients easy for the staff to be perfect and a smooth process for the new client.ProblemOur firm uses GoProposal, and I know other firms use Practice Ignition to automate the proposal and engagement letter process. These two companies have integrations with carbon that add the work to Karbon. We like that nothing gets missed, but the work comes over to Karbon with several issues:incorrect start dates no due dates work on the wrong sub-entities no fee informationAfter a proposal is signed, we spend between 30 minutes and two hours, cleaning up the work. - Max Here is our struggle and my wish list! ... [Client] Requires: 1 Group creation 6 organizations need to be created 2 people contacts need to be created 1 onboarding work item to the group 10 annual work items for the tax returns to the organizations and they need to be set to recurring annually 1 bookkeeping wor
ProblemOur work types are tied to our service codes in QuickBooks Online (QBO). When one of our staff members add a work item with default work type, it doesn't map to any of our services in QBO. I manually searched for work set to default work type and added notes for people to pick the appropriate work type.Current countermeasureI put together a function that acts like a bot. I called it Gehn, and it checks work items to see if they have an appropriate work type. For any work set to default, Gehn creates a note on the work item timeline, assigns it to the work assignee, and asks them to pick the appropriate work type. The note includes a direct link to the work item’s details page, which makes changing the work type simple.Here’s what it looks like this in triage: Here’s a list of other things I would love to see automated:For all company phone calls, search Karbon for a business card with the corresponding phone number and add a note to the timeline asking staff to recap the call an
Best Practices Question: If you have to send a request/question to a client how do you track followup?
Good day, everyone!We previously used Hubspot for our sales CRM (proved to be un-useful for ongoign client operations). It had a cool feature that if you sent a client an email or placed a call, you could schedule a follow up task or reminder to circle back with the client/lead if they failed to respond by X days (it had default 1 and 3 days, but you could select a custom amount). This email would then end up on a that future day’s task list. Additionally if the client/lead replied before then, the email inbox window would show on the right this email conversation has a follow up task, which you could clear right there since you were getting the follow up desired in the reply.For example:Monday send email: Client ABC, it appears the below list of team members have outstanding expense reports due last week. Can you follow up with them and let us know those are complete so we can process month close? I’d then put a follow up reminder 3 days from now if the client hasn’t responded o
I believe the development focus for Karbon may be off track. Several “features” are rolled out in what seems to be a never ending beta. Examples below: We can’t see time trends by client without downloading XLS files and doing pivots. A simple time graph on the Organization page would be super helpful for those of us on fixed fee engagements. The inability to create bulk tasks in Karbon is problematic. TaxDome (a product with lower fundraising than Karbon has) rolled this out as well as other products on the market. I’m happy to go the API route, but not knowing if Karbon is going to focus on native feature improvements or open to other developers building on top of the Karbon API is a big Q. None of us want to go the API route only to find that you built it natively. The latest feature release is 100% focused on Practice Intelligence - which is an add on with a pricing model of work items. We all have 1,000’s of work items. This pricing model is not designed to create early adopters
Earlier, Ian, Logan and Saadat co-hosted a virtual roundtable, specifically for our customers, about Karbon Practice Intelligence (KPI)!We covered: An introduction to KPI The power of bringing together various datasets from your firm with KPI How KPI can help you make faster, more insightful and informed decisions, and improve productivity How to visualize your data without coding by using pre-built workbooks How to explore and action the data insights by going straight to the data source Best practice approaches to reusable and repeatable data visualization We would love to hear what you think about KPI, as well as any questions or feedback you have. You can add your thoughts right here in the comments below.
BackgroundI got a little side project up and running last night. It’s an iPhone shortcut that you can add to Siri or your phone’s home screen. It asks you to dictate a message then adds it to Karbon as a note. You have the option to set the author, assignee, and a few other parameters.Link: Add Karbon note from iPhone shortcut (tap from iPhone)Use caseAfter a client meeting while ideas are fresh, tap this button on the ride home and spill all the details for an assistant or admin to get started right away. Great for between multiple meetings on the same day. A fellow staff member walks by and tells you something important about a client… pull out phone and dictate yourself a note to hit your triage later for when you are back at your desk. Get a text message on your phone while golfing (I hate golf) and add a note to Karbon quickly instead of leaving the text unread/forgotten.Things you’ll needAn iPhone API Application Key and Bearer Token - register Patience 😉InstructionsGather your
Skip ahead:Introduction Template Files Instructions Troubleshooting Use-Cases and ExamplesIntroductionThe goal of this post is to help you connect the Karbon API to Excel.I will be updating this post with better code (more comments), and instructions on how to get this set up. I may do a series of posts loosely related to pulling in data from Karbon to model and use in Excel using Power Query and Power Pivot.If you use any of these functions or have better ways of executing this code, I would love to see your comments.Specific use cases should be addressed in new topics and then linked back to this topic. The most useful and interesting use cases posted in the comments will get added to this OP.Template FilesLink: Human Accounting Mastermind Document RepositoryIn the link above, you will find template files for Excel and Power BI (coming soon). These files have everything you need to get started, but there are some additional setup steps that I will cover below.InstructionsHow to add y
My company has been involved with the Beta testing of the Karbon - Slack integration and it has been awesome. I can’t wait for the official rollout of this integration so the rest of the community can try this new featureBasically this integration allows you to take a note made in Slack and tag it to a Karbon contact timeline or a Karbon Contact and Work timeline. It is really easy to set up and use. There is a very low learning curve involved.If you ever get the opportunity to beta-test something, I highly recommend jumping on it. The experience has been wonderful. They value your feedback and changes are made to improve any bugs or issues that arise during testing based on this feedback. I have enjoyed watching the product evolve and become better and easier to use.GREAT JOB KARBON TEAM! 😃
Goal:Make collecting information from clients as easy as possibleSteps:Create a questionnaire in Typeform Add hidden fields Publish (You’ll get a URL that looks like this but with your own typeform_key and form_key) https://typeform_key.typeform.com/to/form_key#preferred_name=xxxxx&client_name=xxxxx&work_item=xxxxx&contact_name=xxxxx Add a little HTML link to a Karbon client task. This page may help you understand what’s going on here: https://www.w3schools.com/html/html_links.asp Replace the placeholder “xxxxx” with your the dynamic tags in Karbon (update typeform_key and form_key to your unique values) Add dynamic text between the <a> tags <a href="https://typeform_key.typeform.com/to/form_key# preferred_name=<%preferred_name>& client_name=<%client_name>& work_item=<%work_name>& contact_name=<%contact_name>"> <%client_name>'s <%work_name> Questionnaire</a> Send and
I’m working at automating and standardizing our client on-boarding process.When we have a new client, we kick of a simple work item that sends the new client a Karbon client task with a Calendly link to schedule an on-boarding phone call.Once on the call, someone from our staff will go through a form that collects all the necessary information to set the client up in Karbon.Zapier takes the info from the form and creates the contacts in Karbon. For spouses, we have been creating contact groups, but that hasn’t been working too well because you cannot nest them, nor can you create a contact group via Zapier, so I’m thinking about making spouses an organization.Nancy & Frank Garfield - Organization - Client Type: Client - Tier 2Nancy Garfield - Person - Client Type: Client Contact - SignerFrank Garfield - Person - Client Type: Client Contact - SignerHas anyone else thought through this and can help me see if this is a good way to handle it or if there’s a different way to handle it?
You can do bulk actions such as Change the status of a work item, task, note or email Re-assign a work item, task, note or email Change the To-Do date of a work item, task, note or email Change the Due Date of a work item, task, note or email Just go into your To-Do list, filter by the type of items you’d like to change and set up your sorting options to view in the view you need and in the options menu on the right make those changes. For Example: Re-assigning my tasks to my colleague for a specific client Filtering by: Type: Tasks / Status: Planned, Ready to Start, In Progress and WaitingSorting by: Client
Earlier, I co-hosted an introductory webinar, specifically for our customers, about Karbon’s new document management release! We covered:How to connect your Document Management Systems to Karbon, using Dropbox as an example (OneDrive, SmartVault and other DMS integrations are coming soon) How Karbon can automate your file organization and backups| How to copy work data from Karbon, including emails, notes, and client tasks, to keep everything in sync with your DMSWe would love to hear what you think about document management in Karbon, as well as any questions or feedback you have. You can add your. thoughts right here in the comments below.
When sending out multiple emails at a time or sending out the same email to clients on a regular basis, I’ve found that having the ability to easily pull a templated email to send off quickly has been a time-saver. While Karbon doesn’t have email templates, here’s a suggestion I have for those that would like the ability to do this in Karbon. Create a work item called “Email templates” Give it a start date and a due date far in the future, so it doesn't pop into your work view or to-do list. Use the work type of Internal. Send emails to yourself using the subject line as the type of email and then add that email from Triage to the work item "Email templates". This way, you can easily copy from these emails and paste into a new email to the client.
Leann and I recently held an introductory webinar for Karbon’s new Client Portal, demonstrating:An overview of the Client Portal Best practices for leveraging the Client Portal for effective client collaboration How you can empower your clients to self-serve within the Client Portalhttps://karbonhq.wistia.com/medias/ulc04vr2ce?embedType=iframe&videoFoam=true&videoWidth=640I welcome you to add your questions, comments or feedback below.
We are exploring signing up for Karbon Intelligence to gain visibility in to all of the aspects of how our team works together and supports clients. We use the insights at a high level, but we are looking to go deeper regarding the length work sits at various stages, time to complete specific work items and more. Has anyone rolled out Intelligence yet and do you have any tips or learnings from your experience yet if so?
This week, Prasad, Amelia and I hosted a webinar all about Karbon’s Client Portal.We covered:An overview of the Client Portal How to increase efficiency when working with your clients using the Client Portal Some Client Portal best practices, including how to empower your clients to self-servehttps://karbonhq.wistia.com/medias/nvbwcz39yz?embedType=async&seo=false&videoFoam=true&videoWidth=640If you have any questions or feedback about the Client Portal, please add your thoughts below.
A big thank you to everyone who joined us for our introductory webinar about Karbon’s Client Portal.Lexie, Evan, and I demonstrated:An overview of the Karbon Client Portal How you can collaborate more effectively with your clients using the Client Portal Best practices that help your clients self-serve and ask questions within the Client Portal If you have any client portal questions, comments or feedback, please let me know in the comments below.
Earlier this week, I was joined by Anika and we demonstrated the new My Week and calendar integration in Karbon.During the session, we covered:How to connect your calendar in Karbon The ins and outs of how the calendar integration works Some best practices for managing and prioritising your time using the calendar in My WeekYou can watch the recording here. If you have any questions, comments or feedback, please let me know in the comments below.
I recently hosted a webinar about Karbon’s powerful new My Week and calendar integration.We demonstrated:How to connect your calendar to My Week in Karbon How the calendar integrates works within Karbon Best practices for managing and prioritising your time using the calendar integrationhttps://karbonhq.wistia.com/medias/477muiur8gIf you have any questions or feedback about the calendar integration, please feel free to add your thoughts below.
Thank you to all those who joined me, and Lexie for our webinar covering all things My Week and calendar integration in Karbon. As a recap, in the session we coveredHow to connect your calendar in Karbon How the calendar integration works Best practice steps for managing and prioritizing your calendar in My Week If you have any questions, comments or feedback, please let me know in the comments below.
Human Accounting Mastermind - Collaborate to solve complex business problems through human-centric continuous improvement.
The NewsMastermind DatesLink: Subscribe to Calendar (Tap the dates below to add individual dates to your calendar)July 7, 2022 August 4, 2022 September 1, 2022 October 6, 2022 November 3, 2022 December 1, 2022We are experimenting with holding the meetings at 3:00 PM - 5:00 PM ET. That may change upon receiving more feedback (drop a comment! 😀)The HypothesisTaken together, the companies in this community have solved most of the problems accounting firms face. The more we share, the more we can collectively learn to be better, more human-centric companies.The ExperimentWe will be experimenting with hosting a monthly video call where the people who join will work through the steps to define and improve complex business problems. We will run it like a virtual round table discussion.Next StepIf a group like this sounds interesting, complete the form below, and I’ll send you some more information and invite you to the first video call once we schedule it.
Lachlan and I recently hosted a webinar about Karbon’s new document management integration with Microsoft OneDrive.We demonstrated:How to connect OneDrive and Karbon How Karbon can automate your file organisation and backups How to copy work data from Karbon, including email, notes, and client tasks, to keep everything in sync with your DMS Recording hereI would like to know any questions or feedback you have about this integration and/ or document management in Karbon in general. Feel free to can add your thoughts in the comments below.
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