Integration Basics
What does this integration do?
The Karbon Xero Contact Sync integration synchronizes customer records between Xero and Karbon. It is a two-way sync that ensures changes made in either system are reflected in the other.
Will it import all contacts from Xero?
Yes, it will import all contacts.
How does it keep data up to date?
The integration uses automatic data synchronization:
It monitors Xero for newly created contacts and automatically imports them into Karbon.
It monitors both Xero and Karbon for changes in contact records. If changes are detected (e.g., name, email, phone number, or address), the relevant data is updated in the other application.
What do I need to set up this integration?
You will need administrator access to both Karbon and Xero to set up the integration.
Connecting to Xero in Karbon
Can I connect my Xero account to multiple Karbon accounts?
No, Xero only allows one instance of the Karbon syncing app per account.
Can I connect my Karbon account to multiple Xero accounts?
No, Karbon only allows one instance of the Xero syncing app per account.
What happens if there’s already a contact in Karbon that is similar to a Xero contact?
Full Match: If both the name and email address match, the integration will attempt to automatically match the two records.
Partial Match: If only the name or email address matches, you will be given the option to manually make a match or create a new contact.
No Match: If neither the name nor email matches, a new contact will be created in Karbon.
What happens if I delete a contact in Xero?
If you delete a contact in Xero, the synchronization between the two contacts will break, but the contact will still be retained in Karbon.
What happens if I delete a contact in Karbon?
If you delete a contact in Karbon, you will be given the option to archive the contact in Xero. If the contact is not archived, it will be imported again from Xero and run through the matching algorithm.
Data Mapping
What data will it import into Karbon?
The integration will import the following fields from Xero:Name
Primary Email Address
Primary Phone Number
Billing Address
How is a contact match determined?
Exact Match: If both the name and email match, the contact will be automatically matched.
Partial Match: If either the name or email matches, Karbon will display a "Resolve Match Issues" screen where you can either select the correct match or create a new contact.
No Match: If neither name nor email matches, a new contact will be created in Karbon.
Can contacts be unsynced?
Yes, you can unsync matches either from the Xero Client List in the integration settings or from the Organization or Contact Details screen in Karbon. However, bulk removal of matches is not supported.
Organizations and Individuals
How do we decide if a Xero contact is an Individual or Organization?
The integration retrieves the "Contact Name" field of the Xero contact and uses an automatic AI classifier to determine whether it is a person or an organization. Depending on the classification, the contact will be created in Karbon as either a person or organization.
How do I change a matched contact from Organisation to Person?
Our classifying system sometimes misidentifies a Karbon contact as a person when it should be an organization, or vice versa. To correct this, please follow these steps:
Find the contact you want to change (from Person to Organization, or Organization to Person).
Unsync the contact.
Navigate to the "Resolve Match Issues" screen and select the "Unsynced" tab.
Find the contact.
Click "Create New Contact" and choose the correct classification (Organization or Person).
Delete the incorrectly classified contact.