When setting up an integration between Karbon and Ignition, it is important to understand what data resides where and how the data moves from one system to the other. Click on the headlines below to find out how best to manage and maintain your integration.
Link between Karbon, Ignition and QuickBooks Online
To ensure that you can connect to both Ignition and QuickBooks Online, establish your connection between Ignition to QuickBooks Online first. You can then connect Ignition to Karbon using the steps found in our integration setup guide.
The integration between Ignition and QuickBooks Online will enable the accounting to take place accordingly.
Using Zapier to keep contact records up-to-date in all 3 systems
If you need to update your contacts in Karbon or QuickBooks from Ignition, you can connect the apps using Zapier, which will ensure contact records remain up-to-date across all systems.
If you are familiar with Zapier, you can create some zaps to ensure your contact information is synced across integrated platforms. Below is a recorded webinar on Zapier that may help you.
How does data flow from Ignition to Karbon
When an Ignition proposal is accepted, each Ignition service within that proposal that is linked to a Karbon work template will have a work item created in Karbon.
The work name will adopt the same name as the work template it was created from, and assigned to your default assignee. If needed, you can then put the work item on a repeating schedule.
How are contacts linked with the Ignition integration?
Your Karbon contacts are not currently imported into Ignition as part of the integration between the two apps. Currently, the following logic is used when choosing what contact in Karbon to associate with the work item that has been created through Ignition.
In the 1st box, Ignition is asking if the client and contact name are the same.
Please also note, that while Ignition allows you to have multiple contacts with the same email, Karbon requires emails to be unique. If the email is present in Karbon, it will be used to allocate work to that organization or contact
Answer is Yes to the first box
An example would be if John Smith is both a tax client and a contact. If yes, then PI will do a lookup to see if the name matches exactly in Karbon. If the contact exists, PI will then create work against that contact John Smith. If there is not an exact match, PI will create a contact by the name John Smith in Karbon.
Answer is No to the first box
An example would be if John Smith is the contact but Acme Corporation is the client. In this case, the answer is No and PI will do a lookup to see if the Organization name Acme Corporation matches exactly in Karbon. If there is an exact match, PI will create work for Acme Corporation. If there is not an exact match, they will create an Organization contact Acme Corporation.
To summarize, Ignition will create a contact in Karbon (person or organization) if there is no match. If the name of the client and the contact in Ignition are the same, it creates a person contact.
Please note: name matching for the Ignition integration only works for "Firstname Lastname" formatted names, which is set under Contact Settings. Using names formatted as "Lastname, Firstname" in Ignition or in Karbon's Contact Settings may result in duplicates being created.
Proposals for organizations or people
Karbon can either create an organization contact or a person contact when triggered from Ignition. If you are utilizing the Ignition integration, a work item will be created in Karbon when an Ignition proposal is accepted. This work item will be added for a contact.
If the Client Name and Contact Name in the contract from Ignition are different, an organization contact will be created in Karbon
If the Client Name and Contact Name in the contract from Ignition are the same, a person contact will be created
In the example shown below, since the Client Name (full name of the person) and the Contact Name (first name of the person) are different, Ignition will create a new organization contact in Karbon regardless if an existing Person contact exists in Karbon.
Why does Ignition create duplicate contacts? When Karbon is integrated with Ignition, duplicate contacts are created even though the Client Name matches.
On a signed engagement letter that is mapped to Karbon work templates, Ignition follows a set logic on whether to create new work for an existing contact (Organization or Person) or a new contact (Organization or Person).
If you find that Ignition is creating duplicate contacts, be sure that you are entering the Client Details correctly with Ignition to match the logic by which work is assigned and/or contacts are created in Karbon. It's best to keep your contacts in the format of First Middle Last Name in Karbon when using Practice Ignition.
In the example shown below where you might be wanting to create work assigned to a Person named Abigail Silvers, since the Client Name (full name of the person) and the Contact Name (first name of the person) are different, Ignition will create a new organization contact in Karbon regardless if an existing Person contact exists in Karbon (as long as it doesn't match an organization named Abigail Silvers).
Recurring work items cannot currently be created within Ignition. If you do have a work item created through Ignition that is recurring, you can set this up on a schedule in Karbon as an additional step.
What if I change my templates in Karbon?
If you make changes to your work templates and want these available in Ignition to link services to, you can disconnect the integration and re-connect. This will update the list of Karbon work templates, however, please be aware that this will remove any existing mapping and you will need to redo this process.