Billing & Payments Implementation Statement of Work

Summary
Scope
Project Approach & Deliverables
Definitions
Karbon Champion
Outside of Scope

Summary

The Billing & Payments implementation is a collaborative process spanning 3-4 weeks. In order to realize project success, it is critical that the Karbon Billing Champion (see below) works closely and in a timely manner with the Karbon implementation team to meet the project goals and objectives listed in this document.

The product features supported in this service include:

• Time & Budgets
• Billing
• Payments
• QBOA & Xero Integrations enablement, if applicable

Your appointed Karbon Champion can expect to work collaboratively with the Karbon implementation team to meet the project goals and objectives listed below.

Scope

• One (1) 45-minute Kick-Off and planning call with your Karbon Implementation Manager
• Curated learning paths with Karbon Academy
• One (1) 1-hour configuration deep dive call with your Karbon Implementation Manager, reviewing the following:
  • Review of configuration including work types, task types, statuses, contact data, work templates, billable rate standards, user permissions, and Billing/Payments settings
  • End to end walkthrough of billing workflow
  • Review of QBOA/Xero integration settings, if applicable
• One (1) 45-min configuration sign-off session with your Karbon Implementation Manager for Q&A and final review of billing workflow
• One (1) successful WIP data import (see definitions)
• One (1) successful Open AR data import (see definitions)
• One (1) 30-minute Time & Budgets training session with Karbon Implementation Manager to equip your firm on time, budgets, and time sheets
• One (1) 1-hour Billing Team training session with Karbon Implementation Manager on your firm’s end-to-end Billing & Payments workflow and key reports/dashboards
• Dedicated support from the Implementation team until all Implementation milestones are met, up to 6 weeks from Billing & Payments Implementation kick-off date
• Access to 24x5 Karbon support via phone, web and chat

Project Approach & Deliverables

Phase	Timeframe	Customer Participation	Activities
Kick-Off & Planning	Week 1	45 minutes: System Planning session; 2-4 hours: Configuration & curated learning modules	Kick-Off/System Planning session, validate requirements and timelines, initial setup (For New Karbon Accounts, begins after Guided Implementation Kick-Off)
Setup & Configuration	Week 2	1 hour: Configuration Deep Dive	End-to-end review of billing workflow, system configuration, data review
Testing & Sign-Off	Week 2	2 hours: Revisions and testing of configuration; 45 minutes: Configuration Sign-Off session	Configuration Testing, Sign-Off Call with Implementation Specialist, and integration enablement if applicable
Data Import	Week 3	1-3 hours: AR & WIP Data Import with support from Data Team	Import of AR & WIP data into Karbon Account if applicable
Go Live & Training	Week 3	2-4 hours: Final system prep & invite staff to team trainings (Time Training @ 30 min; Billing Team Training @ 1 hr)	User Time Training session (1 @ 30 min); Billing Team Training session @ 1 hr)
Wrap Up	Week 3-4	Project wrap-up, confirm AR/WIP Import status and next steps if applicable	Milestones completed, data import finalized, Implementation Wrap-Up

Definitions

• WIP Data Import: Using our import template, your firm can prepare Work In Progress for our Data Team to import directly into your Karbon account. Consult with your Implementation Leader for best practice for Go Live.
• Open AR Data Import: Using our import template, your firm can import open invoices and unused credit from your prior billing system into your Karbon account.
• QBOA: QuickBooks Online Accountant. Karbon’s integration is only compatible with this version of QuickBooks.
• Karbon Implementation Leader: A Karbon employee or consultant who supports your team by managing the project, sending next steps, and being available for questions via email and scheduled sessions.

Karbon Champion

The Karbon Champion is a single person in the firm who takes ownership of the Billing & Payments implementation, attends all meetings, and is responsible for completing tasks and required independent work throughout. Common designations are CFO, Billing/AR Manager, or tech-savvy accountant.

The appointed Karbon Champion(s) should:

• Be available to allocate 2-4 hours per week to implementation tasks and sessions
• Have the authority to lead the transition and manage change during implementation
• Have a strong understanding of the firms operations, workflows, and billing processes
• Previous experience with software implementations or project management is an asset

To meet project plan timelines, the Karbon Champion will:

• Define project timeline with Karbon Implementation Leader
• Complete pre-work and action items as assigned in-between meetings to ensure milestones are met
• Respond to all questions within 48 hours
• For any meetings that need to be rescheduled, give at least 48 hours of notice and reschedule within a 5-day timeframe (last-minute cancellations including no-shows may result in a $150 fee)
• Operate as the one point of contact (and decision maker) with the Karbon Implementation Leader

Best Practices:

• Create an account in Karbon’s Implementation Client Portal to monitor, collaborate, and complete assigned tasks
• Leverage Karbon’s library of support articles and Karbon Academy to enable all team members to expedite learning and self-service (https://help.karbonhq.com/)
• Utilize our 24x5 Karbon Support team for immediate assistance with questions

Additional Services for Purchase (Outside of Scope)

• Additional Consultation meetings and/or Training Sessions
• Integration Setup beyond QBOA or Xero
• Ancillary Feature Setup (e.g. Document Management System, Karbon Practice Intelligence, Insights, etc.)
• Anything outside of the Karbon Billing & Payments features included in this implementation package and Scope of Work document