Workflow Optimization (Karbon, Quicbooks and GoCardless)

Description

Project TitleIntegration & Workflow Optimization: Karbon → QBO → GoCardless
Project OverviewWe are an accountancy firm that:
Uses QuickBooks Online (QBO) for invoicing.Collects payments via GoCardless (direct debit).Manages clients and workflow in Karbon (currently not used for invoicing or time-based billing).Key Goals
Centralize Time Tracking & Billing in KarbonStandardize workflow so invoices generate in Karbon (leveraging timesheets for profitability).Handle annual fee increases, margin adjustments, and variable pricing in Karbon.Sync to QBO & GoCardlessKarbon invoices automatically sync to QBO.GoCardless integration in QBO continues for DD collection.Payment status is visible in QBO and/or Karbon.Improve Profitability AnalysisUse Karbon’s time data to review client profitability.Integrate into an annual fee-setting process (bulk updates to client fees).Training & DocumentationProvide training for staff on new billing and reporting processes.Document integrations and custom configurations.Current Environment & Pain Points
QBO + GoCardless: Invoices managed directly in QBO; GoCardless handles recurring DD.Karbon (CRM): Central client/workflow platform, not used for billing or standardized time tracking.Pricing Complexity: Varying fees, annual increases, different payment methods, and recharged software costs with different margins.Reporting Challenges: Profitability reviews are manual and time-consuming.Project Objectives
Consolidate Billing in KarbonCreate invoices in Karbon using timesheets to determine billing amounts.Automate fee increases and margin adjustments.Streamline Data Flow (Karbon → QBO → GoCardless)Finalized Karbon invoices sync to QBO seamlessly.Keep GoCardless recurring DD triggered via QBO.Ensure payment status flows back for easy reconciliation.Profitability Analysis & Annual ReviewExport or report on Karbon time data (staff cost rates) for profitability.Support bulk fee updates in Karbon.Create dashboards or reports to guide pricing adjustments.Training & DocumentationTrain staff on billing, time tracking, and fee updates in Karbon.Provide SOPs on the new workflows.Scope of Work
Phase 1: Discovery & Planning
Review Karbon, QBO, and GoCardless setups.Map out final workflow: timesheet entry → invoice creation in Karbon → sync to QBO → DD collection → reconciliation.Deliverables:Workflow diagram, implementation plan, timeline.List of required plugins/tools.Phase 2: Configuration & Integration
Karbon Timesheet Setup: Establish service categories, cost rates, and client engagement tracking.Karbon Invoicing: Configure recurring and ad hoc invoice templates, including logic for annual and margin-based increases.Karbon–QBO Integration: Sync finalized invoices and confirm accurate client/product mapping.QBO–GoCardless: Ensure existing DD processes trigger from newly synced invoices.Deliverables:Fully functional Karbon–QBO integration.Tested sample invoices covering multiple billing scenarios.Documentation on creating/updating clients, margins, and annual fee increases.Phase 3: Reporting & Profitability Analysis
Set up or configure reporting in Karbon, QBO, or a BI tool (e.g., Power BI).Generate reports on hours logged vs. invoiced costs.Provide data exports or dashboards for year-end fee reviews.Deliverables:Custom reports/dashboards for profitability.Documentation on running/interpreting reports.Phase 4: Training & Handover
Conduct training (remote/recorded) for staff.Provide SOPs covering the entire billing process, annual fee increases, and margin updates.Handover meeting to finalize knowledge transfer.Deliverables:Training sessions (recorded or live).Written SOPs and user guides.Technical Requirements
Strong familiarity with Karbon, QBO, and GoCardless integrations.Ability to configure Karbon timesheets, invoicing, and QBO syncing (API work, middleware like Zapier/Make).Experience with accounting workflows and fee structures.Skilled in documentation and staff training.Proposal Requirements
Background & Experience: Emphasize previous Karbon/QBO projects.Approach & Methodology: Outline strategy for each project phase.Proposed Timeline: Phase-wise estimates and go-live target.Itemized Pricing: Cost per phase + any support fees.References/Case Studies: Examples of similar work.Evaluation Criteria
Understanding of Karbon–QBO integration and accounting firm needs.Proven track record in billing and profitability workflows.Clear, comprehensive project approach.Transparent pricing.Relevant references/testimonials.