Engagements in Karbon are central to defining the scope, billing, and terms for the services you provide to your clients. This guide walks you through the exact steps to create a new engagement, manage its acceptance, and link it to your active Work Items.
Index
Prerequisites
Before creating a new engagement, ensure your firm has completed the following foundational setups in Karbon:
Service Types are Defined: You have categorized the types of work your firm performs. [Link to "How to Set Up Service Types" article here]
Service Library is Configured: Your firm's billable services, including their associated billing details and linked Work Templates, are set up in your Service Library. [Link to "How to Build Your Service Library" article here]
Work Templates are Linked to Services: Your Work Templates are correctly linked to services within your Service Library with appropriate frequencies and fees. [Link to "How to Link Work Templates to Services" article here]
Permissions: You have admin or billing permissions in Karbon.
Creating a New Engagement
Follow these steps to create a new engagement in Karbon:
Navigate to Engagements: From the main left-hand menu, click on the Engagements icon (a small person with a checkmark).
Click "New Engagement": This will open the engagement builder.
Name the Engagement: Choose an internal-facing name to help your team identify it (e.g., "FY25 – Smith & Co. Tax Engagement").
Select the Client: Choose the client who will be billed and receive the engagement. Currently, each engagement supports one billing entity.
Set the Engagement Period: Define the Start Date and Renewal Date (typically annual). This determines the recurring cycle for the engagement.
Add an Introduction: Provide a warm introduction to the client. This can include:
A welcome message or firm introduction.
Links to onboarding resources or client portals.
Any additional context you wish to share.
Add Services: Select services directly from your Service Library. These will automatically pull in the default billing and work settings you configured during service setup.
Review Billing Defaults: The billing amounts and frequencies will auto-fill from your service setup. You can override the amount, billing date, and frequency for this specific engagement if needed.
Add Agreement Text: Include your firm's terms and conditions. The last-used agreement text will appear by default, but you can edit it freely.
Choose the Acceptance Method: Decide how the client will formally accept the terms:
Send to client for acceptance: The client receives the engagement via email, allowing them to review and sign digitally.
Accept on behalf: Use this if the agreement was signed externally. The engagement is marked as accepted without sending anything to the client.
Add Signatories: Specify one or more individuals required to approve the engagement. The engagement will not be accepted until all chosen signatories have signed. You can edit or remove signers before sending.
Understanding the Engagement Acceptance Process
Once an engagement is created, its status will reflect the acceptance process:
Status | What it Means |
Draft | Not yet sent or finalized. |
Awaiting Client | Sent to client, waiting on signature. |
Accepted | All signatories have approved. |
Active | Work has been linked, and the engagement is active. |
Ended | The engagement is no longer active. |
Linking Work to Engagements
To ensure accurate time tracking, billing, and workflow management, you must link the services in your engagement to matching Work Items.
Requirements for Work Templates and Work Items:
Repeat Settings: The Work Template linked to the service, and the subsequent Work Item created from it, must be set to Repeat Forever. This ensures recurring billing and scheduling align with the engagement timeline.
Billing Status: The Work Item must be unbilled. Already billed work cannot be linked.
Work Template Match: The Work Item must use the exact same template linked to the service in your Service Library. No substitutions or free-form Work Items are allowed.
Unique Linkage: Each individual Work Item can only be linked to one engagement. You cannot link a Work Item that is already part of another engagement or recurring billing cycle.
Matching Details: Ensure the following details match exactly between your Work Item and the service linked in the engagement:
Work Template
Frequency (e.g., Weekly, Monthly, Quarterly)
Fee Settings (e.g., Fixed Fee)
Steps to Create and Link Work:
Create the Work in the Client Record: Before linking, you must ensure the work exists under the correct client record.
Navigate to the client’s Contact Record in Karbon.
Click Add Work.
Select the Work Template that matches the service in your engagement.
Set the Start Date and Frequency (e.g., Weekly, Monthly).
Select the Fee Type and add the Fee if applicable (Fixed Fee or Time & Materials).
Set the work to Repeat Forever.
Click Save.
Link Services to Work Items:
Open the Engagement, then click the Work tab.
Select the relevant Work Items to link.
Once the work is linked correctly, click Activate Engagement.
Where to Find Engagement Invoices
For recurring billed work, invoices will appear in an Auto Approved billing run. Navigate to Billing > Billing Runs to view them. The invoices will be dated using the invoice date specified in the engagement’s billing step.
Engagements is currently in Early Access. If you're interested in learning more, we encourage you to reach out to your Customer Success Manager.
Helpful Next Steps:
Build and Send Your First Karbon Engagement: Get a comprehensive guide that walks through the entire process of setting up and sending an engagement, including linking work and invoicing.
Frequently Asked Questions: Engagements in Karbon: Find answers to common questions and troubleshooting tips related to engagements.
Overview of Engagements: Understand the high-level purpose and benefits of using engagements in Karbon.