The Karbon-QuickBooks Online Accountants integration determines whether a contact should be created or matched as an Organization or Person based on specific data validation rules in QuickBooks Online Accountants. These rules ensure accurate synchronization and prevent errors in contact mapping.
Organization: Create or Match
A contact is identified as an Organization if the Company Name field in QuickBooks Online Accountants exactly matches the Display Name field.
Key Validation Rule:
Company Name = Display Name → Contact is created/matched as an Organization.
Example:
Company Name (QBOA) | Display Name (QBOA) | First Name (QBOA) | Last Name (QBOA) | Karbon Contact Type |
ABC Corp | ABC Corp |
|
| Organization |
XYZ LLC | XYZ LLC |
|
| Organization |
Person: Create or Match
If the Company Name and Display Name fields do not match, the integration checks for values in the First Name and Last Name fields. If these fields contain data, the contact is identified as a Person.
Key Validation Rule:
Company Name ≠ Display Name, but First Name and Last Name are populated → Contact is created/matched as a Person.
Example:
Company Name (QBOA) | Display Name (QBOA) | First Name (QBOA) | Last Name (QBOA) | Karbon Contact Type |
John Smith | J. Smith | John | Smith | Person |
Jane Doe LLC | Jane Doe | Jane | Doe | Person |
Syncing Process: Match or Create New Contacts
During the sync process, Karbon will follow these steps based on the data:
Exact Match on Name and Email
If the full name and email in Karbon exactly match the data in QuickBooks Online Accountants, contacts are automatically connected.
Partial Match
If only one field (either name or email) matches, you'll be given the option to manually match the contact or create a new contact.
No Match
If there’s no match on either the name or email, a new contact will be automatically created in Karbon.
Best Practices:
Match Display Name and Company Name
Ensure the Display Name in QuickBooks Online Accountants matches the Company Name (for organizations) or the Full Name (for individuals). Any inconsistencies between these fields can prevent the contact from syncing to Karbon.
Email Addresses
Ensure each contact has a valid and unique email address. The integration relies heavily on email matching to connect contacts in Karbon.
Field Completeness
Double-check that all required fields (Name, Email, Address, Phone, etc.) are populated in QuickBooks Online Accountants. Missing or incomplete data can cause syncing issues.