Link up systems for an accounting firm
Budget: £1,500 – £3,000 GBP
We own a professional accountants practice in the uk and need help link up various systems to make more efficiencies in particular in respect of billing.
Below is a comprehensive project specification that you can provide to prospective freelancers or consulting firms. It outlines the objectives, current environment, desired solution, required deliverables, and the skill sets you are seeking. Use this as an RFP (Request for Proposal) document to solicit proposals and quotes.
Project Title
Integration and Workflow Optimization: Karbon (CRM + Time Tracking) → QBO → GoCardless
Project Overview
We are an accountancy firm currently using QuickBooks Online (QBO) for invoicing and GoCardless for direct debit (DD) payment collections. We also use Karbon as our main CRM and workflow tool. We want to:
Centralize our time tracking and billing process in Karbon.
Use Karbon to generate invoices that will sync seamlessly to QBO.
Continue collecting payments primarily through GoCardless, integrated with QBO.
Automate annual fee increases, margin adjustments, and handle variable pricing scenarios.
Improve reporting and profitability analysis using Karbon’s timesheets and client data.
We need an outsourced resource to implement the technical integrations, configure our systems, and provide training and documentation.
Current Environment and Pain Points
QBO + GoCardless: Currently managing invoices directly in QBO. GoCardless is set up to handle recurring DD payments.
Karbon (CRM): Used as our central client database and workflow management tool, but not currently utilized for invoicing or time-based billing.
Time Tracking: Staff time is recorded in various ways (not fully standardized in Karbon), limiting our ability to do easy profitability reviews.
Pricing Complexity:
Varying fees for the same products/services depending on the client.
Annual fee increases (often 5%) for a subset of clients.
Some clients pay in arrears or from tax rebates; most (about 80%) pay via recurring DD.
Software costs recharged at different margin percentages per client.
Reporting Challenges: Year-end profitability checks are manual and time-consuming due to non-integrated data sources.
Project Objectives
Consolidate Billing in Karbon:
Implement a standardized workflow where invoices are created in Karbon.
Leverage Karbon’s timesheet functionality to determine billing amounts and profitability.
Apply annual increases, margin adjustments, and special pricing rules within Karbon before invoice creation.
Streamline Data Flow to QBO & GoCardless:
Ensure all finalized invoices in Karbon automatically sync to QBO without manual re-entry.
Maintain existing GoCardless integration with QBO so that recurring and ad hoc invoices trigger correct DD collections.
Confirm that payment status flows back into Karbon or is easily accessible for client account reviews.
Profitability Analysis & Annual Review Process:
Ensure that time data in Karbon (linked to staff cost rates) can be exported or reported on to determine client profitability.
Integrate profitability insights into annual fee-setting: e.g., bulk updating client fee structures in Karbon’s client records.
Create reporting mechanisms or dashboards for at-a-glance profitability and pricing adjustments.
Training & Documentation:
Provide staff training materials and SOPs on how to manage billing, time tracking, and adjustments in Karbon.
Document the integration workflows and any custom configurations.
Scope of Work
Phase 1: Discovery & Planning
Review current Karbon configuration, QBO setup, and GoCardless integration.
Identify any data cleanup or preparatory tasks needed.
Map out a final workflow: from timesheet entry in Karbon → invoice creation in Karbon → automatic sync to QBO → DD collection via GoCardless → payment info back to Karbon/QBO.
Deliverables for Phase 1:
Finalized workflow diagram with roles and responsibilities.
Detailed implementation plan and timeline.
List of any required plugins, middleware, or third-party integration tools.
Phase 2: Configuration & Integration
Configure Karbon’s timesheet feature:
Set up standard service categories, cost rates (if possible), and ensure each client engagement is trackable.
Train staff on inputting time consistently (or provide instructions to project leaders for internal training).
Set up Karbon’s invoicing functionality:
Create recurring and ad hoc invoice templates in Karbon.
Implement logic for annual price increases, margin variations, and special billing scenarios.
Integrate Karbon with QBO:
Ensure invoices finalized in Karbon automatically push to QBO with correct client details, service items, and amounts.
Confirm client and product/service synchronization between Karbon and QBO to maintain consistency (client list, item list).
Confirm GoCardless Integration:
Test that once invoices hit QBO, GoCardless triggers as normal.
If needed, adjust QBO settings to match the new invoice workflows.
Deliverables for Phase 2:
Functional integration between Karbon and QBO.
A set of sample invoices tested across different billing scenarios.
Documented process for adding new clients, updating margins, and implementing annual increases in Karbon.
Phase 3: Reporting & Profitability Analysis
Set up reports/dashboards (in Karbon, QBO, or an agreed BI tool) to show:
Hours logged per client over a period.
Invoiced vs. cost rates for profitability assessments.
Provide instructions or set up automated exports for year-end fee reviews.
If required, assist with a simple Power BI or Excel-based dashboard that consolidates Karbon time data and QBO financial data for visual profitability analysis.
Deliverables for Phase 3:
Custom profitability reporting configurations.
Example reports/templates ready for year-end analysis.
Documentation on how to run and interpret these reports.
Phase 4: Training & Handover
Conduct training sessions (remote, recorded) for key staff members, demonstrating the new workflow end-to-end.
Provide written SOPs covering:
How to record time in Karbon.
How to set up and maintain recurring invoice templates in Karbon.
How to apply annual fee increases and margin adjustments.
How to interpret profitability reports and adjust pricing accordingly.
Deliver a final integration and training guide.
Deliverables for Phase 4:
Video training sessions (recorded) or live webinar sessions.
Comprehensive SOPs and user guides.
A final handover meeting/walkthrough.
Technical Requirements
Experience integrating Karbon with QBO is strongly preferred.
Familiarity with Karbon’s API, QBO API, and possibly middleware tools (e.g., Zapier, Make, or a direct Karbon-QBO connector).
Knowledge of GoCardless integration setup with QBO.
Ability to set up and customize reports/dashboards for profitability analysis.
Strong documentation skills.
Clear communication and a proven track record in similar accounting firm workflow projects.
Proposal Requirements
Please include in your proposal:
Company/Individual Background: Relevant experience with Karbon, QBO, and accounting firms.
Approach & Methodology: Your plan for tackling the project phases and ensuring seamless integration.
Proposed Timeline: Estimates for each phase, with a proposed go-live date.
Itemized Pricing: Cost for each phase, plus any ongoing support/maintenance fees.
References or Case Studies: Examples of similar work completed and client testimonials if available.
Evaluation Criteria
Demonstrated understanding of Karbon and QBO integrations.
Experience with accounting workflows, billing best practices, and time-based profitability analysis.
Clarity and detail in the proposed approach.
Reasonable and transparent pricing.
Solid references or track record.
The project needs to be completed within 3 months. Regular weekly email updates will be expected with progress reports. Set up Power BI for profitability reporting and data insights. Provide a basic overview training for staff on how to navigate and use the integrated systems. The integration will require high customization to meet our specific billing, reporting, and workflow needs. The project will include basic support for addressing minor issues post-implementation. High customization is required to meet our specific billing, reporting, and workflow needs. The project will include basic support for addressing minor issues post-implementation. The project will include basic support for addressing minor issues post-implementation. The deliverables for phase 3 will include a Power BI dashboard for profitability reporting.
Below is a comprehensive project specification that you can provide to prospective freelancers or consulting firms. It outlines the objectives, current environment, desired solution, required deliverables, and the skill sets you are seeking. Use this as an RFP (Request for Proposal) document to solicit proposals and quotes.
Project Title
Integration and Workflow Optimization: Karbon (CRM + Time Tracking) → QBO → GoCardless
Project Overview
We are an accountancy firm currently using QuickBooks Online (QBO) for invoicing and GoCardless for direct debit (DD) payment collections. We also use Karbon as our main CRM and workflow tool. We want to:
Centralize our time tracking and billing process in Karbon.
Use Karbon to generate invoices that will sync seamlessly to QBO.
Continue collecting payments primarily through GoCardless, integrated with QBO.
Automate annual fee increases, margin adjustments, and handle variable pricing scenarios.
Improve reporting and profitability analysis using Karbon’s timesheets and client data.
We need an outsourced resource to implement the technical integrations, configure our systems, and provide training and documentation.
Current Environment and Pain Points
QBO + GoCardless: Currently managing invoices directly in QBO. GoCardless is set up to handle recurring DD payments.
Karbon (CRM): Used as our central client database and workflow management tool, but not currently utilized for invoicing or time-based billing.
Time Tracking: Staff time is recorded in various ways (not fully standardized in Karbon), limiting our ability to do easy profitability reviews.
Pricing Complexity:
Varying fees for the same products/services depending on the client.
Annual fee increases (often 5%) for a subset of clients.
Some clients pay in arrears or from tax rebates; most (about 80%) pay via recurring DD.
Software costs recharged at different margin percentages per client.
Reporting Challenges: Year-end profitability checks are manual and time-consuming due to non-integrated data sources.
Project Objectives
Consolidate Billing in Karbon:
Implement a standardized workflow where invoices are created in Karbon.
Leverage Karbon’s timesheet functionality to determine billing amounts and profitability.
Apply annual increases, margin adjustments, and special pricing rules within Karbon before invoice creation.
Streamline Data Flow to QBO & GoCardless:
Ensure all finalized invoices in Karbon automatically sync to QBO without manual re-entry.
Maintain existing GoCardless integration with QBO so that recurring and ad hoc invoices trigger correct DD collections.
Confirm that payment status flows back into Karbon or is easily accessible for client account reviews.
Profitability Analysis & Annual Review Process:
Ensure that time data in Karbon (linked to staff cost rates) can be exported or reported on to determine client profitability.
Integrate profitability insights into annual fee-setting: e.g., bulk updating client fee structures in Karbon’s client records.
Create reporting mechanisms or dashboards for at-a-glance profitability and pricing adjustments.
Training & Documentation:
Provide staff training materials and SOPs on how to manage billing, time tracking, and adjustments in Karbon.
Document the integration workflows and any custom configurations.
Scope of Work
Phase 1: Discovery & Planning
Review current Karbon configuration, QBO setup, and GoCardless integration.
Identify any data cleanup or preparatory tasks needed.
Map out a final workflow: from timesheet entry in Karbon → invoice creation in Karbon → automatic sync to QBO → DD collection via GoCardless → payment info back to Karbon/QBO.
Deliverables for Phase 1:
Finalized workflow diagram with roles and responsibilities.
Detailed implementation plan and timeline.
List of any required plugins, middleware, or third-party integration tools.
Phase 2: Configuration & Integration
Configure Karbon’s timesheet feature:
Set up standard service categories, cost rates (if possible), and ensure each client engagement is trackable.
Train staff on inputting time consistently (or provide instructions to project leaders for internal training).
Set up Karbon’s invoicing functionality:
Create recurring and ad hoc invoice templates in Karbon.
Implement logic for annual price increases, margin variations, and special billing scenarios.
Integrate Karbon with QBO:
Ensure invoices finalized in Karbon automatically push to QBO with correct client details, service items, and amounts.
Confirm client and product/service synchronization between Karbon and QBO to maintain consistency (client list, item list).
Confirm GoCardless Integration:
Test that once invoices hit QBO, GoCardless triggers as normal.
If needed, adjust QBO settings to match the new invoice workflows.
Deliverables for Phase 2:
Functional integration between Karbon and QBO.
A set of sample invoices tested across different billing scenarios.
Documented process for adding new clients, updating margins, and implementing annual increases in Karbon.
Phase 3: Reporting & Profitability Analysis
Set up reports/dashboards (in Karbon, QBO, or an agreed BI tool) to show:
Hours logged per client over a period.
Invoiced vs. cost rates for profitability assessments.
Provide instructions or set up automated exports for year-end fee reviews.
If required, assist with a simple Power BI or Excel-based dashboard that consolidates Karbon time data and QBO financial data for visual profitability analysis.
Deliverables for Phase 3:
Custom profitability reporting configurations.
Example reports/templates ready for year-end analysis.
Documentation on how to run and interpret these reports.
Phase 4: Training & Handover
Conduct training sessions (remote, recorded) for key staff members, demonstrating the new workflow end-to-end.
Provide written SOPs covering:
How to record time in Karbon.
How to set up and maintain recurring invoice templates in Karbon.
How to apply annual fee increases and margin adjustments.
How to interpret profitability reports and adjust pricing accordingly.
Deliver a final integration and training guide.
Deliverables for Phase 4:
Video training sessions (recorded) or live webinar sessions.
Comprehensive SOPs and user guides.
A final handover meeting/walkthrough.
Technical Requirements
Experience integrating Karbon with QBO is strongly preferred.
Familiarity with Karbon’s API, QBO API, and possibly middleware tools (e.g., Zapier, Make, or a direct Karbon-QBO connector).
Knowledge of GoCardless integration setup with QBO.
Ability to set up and customize reports/dashboards for profitability analysis.
Strong documentation skills.
Clear communication and a proven track record in similar accounting firm workflow projects.
Proposal Requirements
Please include in your proposal:
Company/Individual Background: Relevant experience with Karbon, QBO, and accounting firms.
Approach & Methodology: Your plan for tackling the project phases and ensuring seamless integration.
Proposed Timeline: Estimates for each phase, with a proposed go-live date.
Itemized Pricing: Cost for each phase, plus any ongoing support/maintenance fees.
References or Case Studies: Examples of similar work completed and client testimonials if available.
Evaluation Criteria
Demonstrated understanding of Karbon and QBO integrations.
Experience with accounting workflows, billing best practices, and time-based profitability analysis.
Clarity and detail in the proposed approach.
Reasonable and transparent pricing.
Solid references or track record.
The project needs to be completed within 3 months. Regular weekly email updates will be expected with progress reports. Set up Power BI for profitability reporting and data insights. Provide a basic overview training for staff on how to navigate and use the integrated systems. The integration will require high customization to meet our specific billing, reporting, and workflow needs. The project will include basic support for addressing minor issues post-implementation. High customization is required to meet our specific billing, reporting, and workflow needs. The project will include basic support for addressing minor issues post-implementation. The project will include basic support for addressing minor issues post-implementation. The deliverables for phase 3 will include a Power BI dashboard for profitability reporting.