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Using Karbon with Xero and Xero Practice Manager

Ben Gordijn avatar
Written by Ben Gordijn
Updated today

You can connect both Xero and Xero Practice Manager (XPM) to Karbon. These integrations work together to reduce manual entry and help keep your contact data consistent across platforms.

However, because new contacts from Xero can be automatically imported into Karbon, and Karbon contacts can sync into XPM, we recommend a few steps to ensure your data stays clean and duplicates are avoided.

Before You Connect: Clean Up Xero Contacts

When you enable Xero contact sync:

  • Karbon will import all your Xero contacts and match them with existing Karbon contacts

  • New Karbon contacts will be created if no match is found

  • If XPM is also connected and allows Karbon contacts to sync, these contacts may appear in XPM too

To prevent unwanted contacts from syncing through:

  • Review and clean your contacts in Xero before connecting

  • Remove outdated or duplicate contacts

Contact Creation Behavior

Where Contact is Created

Syncs To

Sync Trigger

Conditions

Xero

Karbon

Automatic via initial sync

None — all Xero contacts are imported and matched or created

Karbon

Xero

Manual

Must click “Create Contact” in Karbon contact card

XPM

Karbon

Automatic

All XPM clients sync into Karbon

Karbon

XPM

Automatic only if rules are met

Contact Update Behavior (Matched Contact)

Where Update Happens

Syncs To

Sync Behavior

Notes

Xero

Karbon

Automatic

Syncs Name, Billing Email, Phone, Billing Address

Karbon

Xero

Automatic

Syncs same fields as above

XPM

Karbon

Automatic

Syncs Name, Primary Email, Phone number(s), Physical address Mailing address

Karbon

XPM

Automatic

Syncs same fields as above

How to Prevent Unwanted Sync to XPM

To avoid contacts being unintentionally pushed from Karbon to XPM (especially from Xero), use Karbon’s Contact Type settings strategically.

Mitigation Example

  • In your Xero sync setup, assign imported contacts the Contact Type = Client - VIP

  • In Karbon’s XPM settings, do not select Client - VIP as a Contact Type to sync
    → These contacts will be imported into Karbon but will not sync into XPM

You can change Contact Types at any time in Karbon’s contact settings to control whether that contact should flow through to XPM.

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