This guide provides comprehensive instructions on managing your Xero contacts within Karbon. You'll learn how to establish new links between Karbon and Xero contacts, unsync existing connections, and re-sync previously unlinked contacts. These processes ensure your contact data remains consistent and accurate across both platforms, giving you flexibility to manage your contacts as needed.
Index
Prerequisites
An active Karbon account.
An active Xero account.
Your Xero account must be connected to Karbon via Connected Apps in Karbon settings.
Manually Create a Xero Contact from Karbon
This process allows you to push an existing Karbon contact to Xero, creating a new linked contact in your Xero account.
Open the Karbon Contact: Navigate to your Karbon client list and open the specific contact that you want to create in Xero.
Scroll to the Xero Client Section: Within the Karbon contact's details, scroll down until you find the section labeled Xero Client.
Click Create Contact: In the Xero Client section, click the Create Contact button.
Verify Contact Creation: Karbon will send the contact's information to Xero. The Xero Client section in Karbon will update to display the link to the newly created contact in Xero. You can click on this link to open and view the contact directly in your Xero account.
Data Synced to Xero: When you manually create a Xero contact from Karbon, the following information is transferred:
Contact Name
Billing Email
Primary Phone Number
Billing Address
Important Considerations:
One-Way Creation: This process is a one-way push from Karbon to Xero. Subsequent changes made to the contact in Xero will be synced back to the linked Karbon contact (assuming the initial automatic sync is active). However, changes made to the Karbon contact after the manual creation in Xero will not automatically update the Xero contact. You will need to manually edit the contact in Xero or rely on the continuous bi-directional sync if it was already a matched contact.
Existing Contacts: The Create Contact button will only be available if the Karbon contact is not already linked to a Xero contact. If a link already exists, you will see information about the linked Xero contact instead.
Unsync a Matched Xero Contact
Unsyncing a contact breaks the synchronization link, allowing you to make independent changes in either Karbon or Xero without affecting the other system.
Navigate to the Client List: From the Connected Apps settings for Xero, click on the View Client List button.
Locate the Contact to Unsync: Find the specific contact in the list that you wish to unsync.
Open the Contact Options: Click the three-dot menu (...) located next to the contact's name in the list.
Unsync Contact: From the dropdown menu that appears, select the option Stop Syncing Contact.
Confirm Unsyncing: A confirmation message will appear, asking if you are sure you want to unsync the contact. Click Unsync to proceed.
The contact will be removed from the synced client list. Any further changes made to this contact in either Karbon or Xero will no longer be automatically reflected in the other system.
Re-sync an Unsynced Xero Contact
Re-syncing re-establishes the automatic data exchange between a previously unsynced Karbon and Xero contact.
Navigate to Resolve Match Issues: Go to Settings > Connected Apps in your Karbon account. Locate the Xero integration and click Manage. Then, click on Resolve Match Issues.
Go to the "Previously Synced" Tab: Under the Match Issues screen, you will see two tabs at the top. Click on the Previously Synced tab. This tab lists all the contacts that have been previously synced.
Locate the Contact to Re-sync: Find the contact you wish to re-sync in the list under the "Unsynced" tab.
Choose a Re-sync Option: You will have two options for re-syncing:
Re-match Contact: Click the Re-match button (or similar). This will attempt to automatically match the unsynced contact with an existing contact in Karbon based on the current name and billing email. If a match is found, the contacts will be linked, and synchronization will resume.
Create New Contact: Click the Create New Contact button. This will create a new Karbon contact using the data from the unsynced Xero contact. The contacts will then be linked, and synchronization will resume. You might choose this option if the original Karbon contact was deleted or if you want to ensure a fresh sync.
Confirm Re-sync: After choosing an option, you may need to confirm your action. Follow any on-screen prompts.
Once re-synced, the contact will be added back to your synced client list, and any subsequent changes made to the contact in either Karbon or Xero will again be automatically reflected in the other system.
Further Reading 📖