Billing & Payments Implementation Statement of Work
Summary
Scope & Deliverables
Definitions
Karbon Billing Champion
Additional Services for Purchase (Outside of Scope)
Summary
The Billing & Payments Implementation is a collaborative, guided onboarding service designed to be completed within 5-6 weeks for firms that are prepared and engaged. 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, & Timesheets
- Billing & Payments
- QBOA & Xero Integrations enablement (optional enablement)
- Engagements (Open Early Access, optional enablement)
Items marked optional are included only when confirmed in scope at or before Kick-Off.
Important — Payment Token Migration (if applicable): If your firm is currently collecting ACH or bank payments through another processor that requires migration to Karbon, this migration must be initiated at or immediately after Kick-Off. See Definitions below for more detail.
Scope & Deliverables
| Phase | Estimated Timeframe | Deliverables | Activities |
|---|---|---|---|
| Kick-Off & Planning | Week 1 | One (1) 45-minute Kick-Off & Planning session 2-4 hours: Configuration & curated Academy learning | Kick-Off/Planning session, validate requirements and timelines, initial setup (for new Karbon accounts, begins after Guided Implementation Kick-Off) |
| Setup & Configuration | Week 2 | One (1) 1-hour Guided Billing Setup call with your Karbon Implementation Specialist One (1) 1-hour Configuration Deep Dive call with your Karbon Implementation Specialist | Guided setup and end-to-end review of billing workflow, system configuration, data readiness review |
| Testing & Sign-Off | Week 3 | 2 hours: Revisions and testing of configuration One (1) 45-minute Billing Readiness / Workflow Sign-Off session with your Karbon Implementation Specialist | Configuration testing, written or verbal workflow sign-off with Implementation Specialist, integration enablement, and training planning |
| Data Import Services | Week 4 | One (1) successful WIP data import (see definitions) One (1) successful Open AR data import (see definitions) 1-3 hours: AR & WIP Data Import Prep with support from Data Team | Preparation of AR & WIP data with provided templates for import into Karbon Account |
| Team Training | Week 4 | One (1) 1-hour Billing Team Training session with your Karbon Implementation Specialist 2-4 hours: Final system prep & invite staff to team trainings | Billing team completes the Academy course prior to training. Training sessions are most effective when Academy pre-work is completed in advance. Sessions may be rescheduled if pre-work is materially incomplete. Live Billing Team Training (1 hr) delivered by your Implementation Specialist |
| Month End Close & Wrap Up | Week 4-5 | One (1) 1-hour Month End Close (Billing Period Close) working session with your Karbon Implementation Specialist Project wrap-up, confirm AR/WIP Import status and next steps | Milestones completed; working session to prepare and send first invoices in Karbon, confirm AR/WIP import status and next steps, and complete Implementation Wrap-Up |
A Note on Timelines: Timeline ranges are typical; actual duration depends on customer availability, data readiness, and whether optional services (Integration Enablement, Engagements enablement) are in scope. Karbon is not responsible for timeline extensions resulting from customer delays, incomplete data, or late decisions.
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 Specialist for best practice for Go Live. Karbon is not responsible for errors in imported data resulting from inaccurate or incomplete source files provided by the firm.
- 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. Imported AR is intended for opening balances only and does not behave like a native Karbon invoice. Karbon is not responsible for errors in imported data resulting from inaccurate or incomplete source files provided by the firm.
- QBOA: Karbon’s QuickBooks integration is compatible with QuickBooks Online Accountant (QBOA) only. Compatibility with other QuickBooks versions is outside scope.
- Engagements: A Karbon product capability (currently in Open Early Access) that connects proposals, work management, billing, and payments in a single end-to-end workflow. Engagements is built on top of Billing & Payments; an active Karbon Payments account and a complete billing configuration are required before Engagements can be used. Enablement in this package is optional and requires access to be requested at or before Kick-Off. Engagements is currently in Open Early Access. Feature availability, behavior, and configuration options are subject to change. Karbon makes no guarantee of feature completeness or stability during this period.
- Billing Period Close (Month End Close): A guided working session at the end of your implementation, used to prepare and send your first invoices from your firm’s billing cycle in Karbon, and to build your first Engagement to Draft status.
- Payment Token Migration: The process of migrating saved payment tokens (ACH or bank payment methods on file with a prior processor such as Stripe, GoCardless, or CPACharge) to Karbon Payments. This process typically takes 6–8 weeks and must be initiated at or immediately after Kick-Off.
- Karbon Academy: Karbon’s self-paced online learning platform. Curated courses are assigned to your team throughout implementation to accelerate learning and ensure readiness for live sessions.
- Firm-Specific Training Slide: A single slide in the Billing Team Training deck that the Karbon Billing Champion uses to communicate firm-specific expectations directly to their team (e.g., WIP review approach, invoice approvals, who sends invoices). The slide is populated by the Implementation Specialist and presented by the Champion during Team Training.
- Karbon Implementation Specialist: 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 Billing Champion
The Karbon Billing Champion is typically 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 CFOs, Billing/AR Manager, or tech-savvy accountant. We strongly recommend designating a single Champion as the primary point of contact. If multiple stakeholders must be involved, one person must be designated as the decision-making lead. Implementation is a two-way engagement. The sessions and timelines are designed for firms that come prepared. Your Champion’s active participation is the single biggest driver of a smooth launch.
| Karbon Commitments | Billing Champion Commitments |
|---|---|
| Provide expert guidance and project management throughout the implementation. Available on schedule, on calls, and via email to support the Billing Champion. | Have the authority to lead the transition and manage change during implementation. Be available for a minimum of 2-4 hours per week to complete implementation tasks and attend sessions. |
| Share expertise, best practices, and configuration recommendations based on the firm’s operations. Provide relevant resources and support materials. | Have a strong understanding of the firm’s operations, workflows, and billing processes. Previous experience with software implementations or project management is an asset. |
| Define project timeline with Karbon Billing Champion. Provide clear action items and assign pre-work in-between meetings. | Define project timeline with Karbon Implementation Specialist. Complete pre-work and action items as assigned in-between meetings to ensure milestones are met. |
| Committed to responding to outstanding questions and action items within 1 business day. | To keep the project on track, commit to actioning assigned tasks within the mutually agreed upon timeline, and responding to emails within a 48 hour window. |
| Outside of unforeseeable emergency circumstances, for any meetings that need to be rescheduled, give at least 48 hours of notice and reschedule within a 5-day timeframe. | Outside of unforeseeable emergency circumstances, for any meetings that need to be rescheduled, give at least 48 hours of notice and reschedule within a 5-day timeframe. |
| Serve as the primary Karbon point of contact and coordinate all required Karbon resources per deliverables. | Operate as the one point of contact (and decision maker) with the Karbon Implementation Specialist on behalf of the firm. |
| Develop the Firm-Specific Training Slide with the Billing Champion. | Deliver the Firm-Specific Training Slide during the Billing Team Training. |
| Provide guidance on Engagements enablement and deployment based on the firm’s plan. | Confirm the firm’s deployment plan for Engagements (when, how many). |
If key milestones are not met due to Champion unavailability or incomplete pre-work, Karbon reserves the right to adjust the project timeline and Go Live date accordingly. Extensions beyond the 8 week implementation window may require a Change Order.
Best Practices for the Karbon Billing Champion:
- 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
Implementation support is available for up to 8 weeks from Kick-Off, provided the project remains active. A project is considered inactive if the Billing Champion has not responded to outstanding action items or scheduling requests within 10 business days. In the event of inactivity, Karbon will issue a written notice. If no response is received within 5 business days of that notice, the implementation will be administratively closed. Resuming an administratively closed implementation may require a new Statement of Work.
Additional Services for Purchase (Outside of Scope)
Any work outside the scope defined herein requires a written Change Order and may be subject to additional fees. Additional services available may include the following:
- 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
- Engagements Implementation configuration beyond foundational setup and one (1) Engagement built to Draft status
