Uncat and Karbon Integration

Overview

The Uncat ↔ Karbon integration enables accounting firms to seamlessly connect their Uncat workflows with Karbon's practice management platform. This bidirectional integration provides four powerful capabilities:

1. Post Timeline Notes to Karbon

Keep your team informed by automatically posting timeline notes to Karbon organization pages when clients take actions in Uncat. Notes include @mentions of relevant team members and can be posted immediately or batched into daily, weekly, or monthly rollups to reduce notification noise.

2. Create Work in Karbon

Automatically create formal Karbon Work when clients complete activities in Uncat, such as updates to transactions. You have granular per-module control - enable Work creation for receipts, transactions, and/or requests based on your workflow needs. Each module can be configured with its own Karbon work type and status.

3. Import Receipts from Karbon to Uncat

Add receipts directly to Karbon Work (or have your clients add them there), and Uncat will automatically import them in real-time via webhooks. Uncat's OCR engine parses each receipt, extracts vendor, amount, date, and line items, then suggests matches to transactions in your connected books - all without manual data entry.

4. Extensive Configurability

Tailor the integration to your firm's exact needs with firm-level defaults and client-level overrides. Configure work types, statuses, assignees, note rollup schedules, @mention preferences, and per-module toggles. Map Uncat clients to Karbon organizations and assign specific team members to ensure data flows to the right places.

This integration helps firms streamline month-end close in Karbon and keeps your team's workflow synchronized across both platforms.

Prerequisites

Before setting up the Karbon integration, ensure you have:

• Karbon account with administrative access

• Karbon Integrations Uncat Access Key (JWT token) with appropriate permissions

• Uncat firm settings access (Accountant Admin or Accountant Coworker Firm Admin role required)

Getting Started

Step 1: Obtain Your Karbon Access Key for Uncat in Karbon

1. Log in to your Karbon account

2. Navigate to Settings → Integrations and Tools → Connected Apps (bottom of the settings page)

3. Click "Manage" on the Uncat tile

4. Copy the Access Key (you'll need it in the next step)

Important: Keep your key secure. Anyone with this token can access your Karbon data.

Step 2: Connect Karbon to Uncat

1. In Uncat, navigate to Settings → Integrations

2. Expand the Karbon tab

3. Paste your Karbon Access Key into the Access Key field in Uncat

4. Click Save Access Key

You should see a success message confirming the connection between Karbon and Uncat. At this point, Uncat will sync initial data from Karbon in the background and the integration section will show a loading state until finished.

The system will automatically:

• Sync work types from Karbon

• Sync organizations from Karbon

• Sync work statuses from Karbon

• Sync users from Karbon

• Register webhooks for real-time Karbon Work importing

  • This allows Uncat to bring in relevant receipts in real-time as well as connect and provide data back to Karbon's Work Template automations

Configuration

Firm-Level Settings

After connecting your Karbon account, configure the integration behavior for your entire firm:

1. Receipt Sync Work Types (FROM Karbon)

Choose which Karbon work types should have their receipts synced to Uncat.

• Purpose: Automatically import receipts from specific Karbon work types in real-time via webhooks

• How to configure:

  • In the Receipt Sync Work Types field, select one or more work types

  • Only receipts from selected work types will be imported to Uncat

  • Leave empty to disable receipt syncing

Example: Select "Receipt Processing" and "Tax Preparation" to sync receipts from those work types.

2. Work Creation Settings (TO Karbon)

Control whether and when Uncat creates Karbon Work based on client actions.

Per-Module Toggles:

• Receipts Work Creation: Enable to create Karbon Work when clients upload receipts

  • Default: Off

  • Example: "Receipt Uploaded"

  • Triggered when: Client uploads a receipt in Uncat

• Transactions Work Creation: Enable to create Karbon Work when clients update transactions

  • Default: Off

  • Example: "Transaction Review Needed"

  • Triggered when: Client updates and submits a transaction

• Requests Work Creation: Enable to create Karbon Work when clients complete requests

  • Default: Off

  • Example: "Request Completed"

  • Triggered when: Client marks a request complete

Work Type Mapping:

When Work creation is enabled for a module, you can specify which Karbon Work Type to use:

• Receipts Work Type: Work type for receipt upload notifications (e.g., "Receipt Uploaded")

• Transactions Work Type: Work type for transaction update notifications (e.g., "Transaction Review Needed")

• Requests Work Type: Work type for request completion notifications (e.g., "Request Completed")

Note: Work type and status dropdowns automatically disable when all per-module toggles are off, making it clear when these settings don't apply.

3. Work Status Configuration

Configure the statuses applied to Karbon Work at different stages:

• Receipt Completion Work Status: Status to set when Karbon-imported receipts are completed in Uncat

  • Default: "Completed"

  • Example: "Completed → Reviewed and Filed"

  • Used for bidirectional status updates

• Work Create Status: Status for new Karbon Work created from Uncat client actions

  • Default: "Completed"

  • Example: "In Progress → Awaiting Review"

4. Note Posting Settings

Control how Uncat posts timeline notes to Karbon organizations (independent of Work creation).

Master Toggle:

• Enable Note Posting: Turn on to post timeline notes to Karbon when clients take actions in Uncat

  • Default: On

  • Notes appear on the organization timeline in Karbon

  • Can be enabled independently of Work creation

Note Rollup Cadence:

Choose how often notes are posted to Karbon:

• None (Immediate): Each client action posts a note to Karbon immediately

• Daily: Batch all notes from a day into a single summary posted at 3 AM

• Weekly: Batch all notes from a week into a single summary posted weekly

• Monthly: Batch all notes from a month into a single summary posted monthly

Rollups help reduce notification noise while still keeping your team informed.

Default Mention Role:

Choose which team member to @mention in notes by default:

• Client Manager: Mention the client manager assigned in Karbon (default)

• Client Owner: Mention the client owner assigned in Karbon

@Mentions ensure the right people are notified about client activity. You can override this per-client if needed.

5. Save Settings

After configuring your preferences, click the Save button to apply firm-level settings.

Client Organization Mapping

Map your Uncat clients to their corresponding Karbon organizations to ensure data is synchronized correctly.

How to Map Clients

1. Scroll down to the Organization Mappings table

2. For each Uncat client listed:

   • Locate the client in the Uncat Client column

   • Click the Karbon Organization dropdown

   • Search for and select the corresponding Karbon organization

   • Choose the default assignee in Karbon for Karbon Work created or updated by Uncat per client, as well as the default assignee email if no Client Owner or Manager exists for the Karbon Organization.

   • The mapping saves automatically

Why Mapping Matters

• Ensures receipts and Karbon Work are associated with the correct Karbon organization

• Ensures the correct assignees are chosen per Uncat client

• Enables accurate reporting and tracking across both platforms

Client-Specific Settings

You can override firm-level settings for individual clients.

Accessing Client Settings

1. Navigate to Settings → Your Client(s)

2. Select the client you want to configure by clicking "Go To Client Settings"

3. Go to "Client Integrations"

4. Expand the Karbon tab

Available Client Overrides

Receipt Sync Work Types (Client Override)

Override the firm-level work types for a specific client.

• Use case: Client A needs receipts from "Bookkeeping" work type, but Client B needs receipts from "Tax Preparation"

• Configuration: Select work types specific to this client

• Behavior: Overrides firm-level settings for this client only

Per-Module Work Creation (Client Override)

Enable or disable automatic Karbon Work creation for specific modules per client.

• Use case: Most clients have receipts Work creation enabled, but one client prefers timeline notes only

• Configuration: Toggle the switches for receipts, transactions, and/or requests

• Behavior:

  • Setting to On explicitly enables for this client

  • Setting to Off explicitly disables for this client

  • Leaving at default (no explicit choice) inherits the firm-level setting

Note Posting (Client Override)

Enable or disable note posting for a specific client.

• Use case: Most clients have notes enabled, but one client prefers Work only

• Configuration: Toggle the switch

• Behavior: Overrides the global note posting setting for this client only

Note @Mention User (Client Override)

Choose a specific Karbon user to @mention in notes for this client.

• Use case: Override the default mention role (Client Manager/Owner) to always mention a specific team member

• Configuration: Select a Karbon user from the dropdown

• Behavior: This user will be @mentioned in all notes for this client, regardless of their role

Other Overrides

You can also override:

• Uncat module work type mappings (receipts, transactions, requests work types)

• Work status on creation per client

• Work status on completion per client

How the Integration Works

Automatic Karbon Work Creation

When Work Creation is enabled for a specific module (globally or per-client):

• Client uploads receipt (if receipts module is enabled) → Karbon Work created: "Receipt uploaded in Uncat for [Client Name]"

• Client updates transaction (if transactions module is enabled) → Karbon Work created: "Transaction updated by client in Uncat"

• Client completes request (if requests module is enabled) → Karbon Work created: "Request completed by client in Uncat"

These Karbon Work records include:

• Relevant context and details

• Links back to Uncat for easy access

• Configured work type and status

• Assigned to the specified Karbon user (if configured)

Note Posting to Karbon Timeline

When Note Posting is enabled (globally or per-client):

• Client actions trigger timeline notes that appear on the Karbon organization timeline

• Notes include an @mention of the relevant team member (Client Manager, Client Owner, or specific user)

• Notes include a link back to Uncat for context

• If rollup is enabled, notes are batched into daily/weekly/monthly summaries

• If rollup is disabled, notes post immediately

Example note content:

@John Smith

Client uploaded 3 receipts in Uncat

View in Uncat

Example rollup note (daily):

@John Smith

Daily Summary for ABC Company - November 23, 2025

Receipts (3 updates):
• Client uploaded receipt for Office Supplies - $45.00
• Client uploaded receipt for Travel Expense - $120.00
• Client matched receipt to transaction

Transactions (2 updates):
• Client categorized 5 transactions
• Client submitted transaction review

View in Uncat

Work AND Notes Can Both Be Enabled

You can enable both features simultaneously for the same actions:

• Example: Client uploads receipt

  • If receipts Work creation is enabled → Creates Karbon Work for formal tracking

  • If note posting is enabled → Posts a timeline note for visibility

  • If both are enabled → Does both

• Use case: Work for tasks that need completion tracking, notes for team awareness

Receipt Workflow (Real-Time via Webhooks)

1. Uncat receives real-time updates from Karbon when Karbon Work is created or updated

2. New files attached to the imported Karbon Work matching configured work types in Uncat are pulled from Karbon

3. Files are downloaded and imported as receipts into the corresponding Uncat client company

4. OCR processing extracts vendor, amount, date, and line items and finds any automatic matches to the connected books

5. Receipts are created and ready for review by the client or directly by your team in Uncat

   • Notifications from Uncat will go out as usual in order to facilitate updates

6. Once a receipt is matched to a transaction in the books or published as a new transaction, the corresponding original Karbon Work is moved to the status configured in Uncat's Karbon integration settings, or marked as "Completed" by default

Transaction Work Sync

Karbon Work is created in real-time when clients submit transaction updates in Uncat (if transactions Work creation is enabled). The Karbon Work will include:

• Transaction details

• Client information

• Links to review the transaction in Uncat

Best Practices

1. Start with Firm-Level Defaults

Configure sensible firm-level defaults that work for most clients, then override for exceptions.

Recommended defaults:

• Receipt Sync Work Types: Select your most common work types (e.g., "Bookkeeping", "Tax Preparation")

• Work Creation: Start with all modules disabled and enable only what you need

  • Consider enabling only for requests if you want to track client responses formally

  • Or enable all three if you prefer formal Work tracking for everything

• Note Posting: Enabled with rollup set to "Daily" (reduces notification noise while keeping team informed)

• Default Mention Role: Client Manager (ensures the primary contact is notified)

• Receipt Completion Status: "Completed" (or a more specific secondary status like "Completed → Filed")

• Work Create Status: "In Progress" or "Not Started" (depending on your workflow)

2. Choose the Right Notification Strategy

Consider these common patterns:

Pattern A: Notes Only (Low Noise)

• Enable: Note posting with daily rollup

• Disable: All Work creation

• Best for: Teams that want visibility without formal task tracking

Pattern B: Work Only (Formal Tracking)

• Enable: Work creation for specific modules (e.g., requests only)

• Disable: Note posting

• Best for: Teams that rely on Karbon Work for task management

Pattern C: Both (Maximum Visibility)

• Enable: Work creation for important actions (e.g., requests)

• Enable: Note posting with daily rollup for everything else

• Best for: Teams that want both formal tracking and timeline visibility

Pattern D: Selective by Module

• Enable: Receipts notes only (no Work creation)

• Enable: Transactions Work creation (for review tracking)

• Enable: Requests Work creation (for completion tracking)

• Best for: Teams with different workflows per module

3. Map Organizations Early

Map all your clients to Karbon organizations as soon as you set up the integration. This ensures data flows to the correct places from day one.

4. Use Note Rollups to Reduce Noise

If your clients are very active in Uncat, consider using daily or weekly rollups instead of immediate posting. This consolidates updates into digestible summaries.

5. Review Synced Data Regularly

• Check Karbon Work weekly to verify client actions are being tracked correctly

• Monitor receipt imports to ensure quality OCR extraction

• Adjust work type selections if you're getting irrelevant receipts

• Review note rollup summaries to ensure they're providing value

6. Communicate with Clients

Let clients know that their Uncat activity may create Karbon Work or timeline notes. This transparency helps them understand your workflow and response times.

7. Use Client Overrides Sparingly

Too many client-specific overrides can make troubleshooting difficult. Only override when truly necessary.

8. Assign Users Thoughtfully

Configure assignees per organization to ensure Karbon Work is automatically routed to the right team members.

9. Test with a Single Client First

When first setting up the integration:

1. Map one test client to a Karbon organization

2. Enable Work and/or notes for that client

3. Have the client perform actions in Uncat

4. Verify everything appears correctly in Karbon

5. Then roll out to all clients

Troubleshooting

Problem: "Could not save token right now"

Possible causes:

• Invalid Access Key

• Insufficient Karbon permissions

• Network connectivity issue

Solutions:

• Verify your Access Key is copied correctly (e.g. no extra spaces were mistakenly added)

• Reach out to Karbon to regenerate a new token in Karbon and add it to Uncat

• Contact Uncat support if the issue persists

Problem: Receipts not syncing

Check:

• Are Receipt Sync Work Types configured (firm or client level)?

• Is the client mapped to a Karbon organization?

• Does the Karbon Work have receipts attached?

• Is the Karbon Work of the correct type?

• Check webhook is active in Django Admin (IntegrationWebhook)

Problem: No Work being created

Check:

• Is Work creation enabled for the specific module (receipts/transactions/requests)?

• Is the client mapped to a Karbon organization?

• Is an assignee configured for the organization?

• Is a work type selected for the module?

• Check the client-level override settings - they may be explicitly disabled

Problem: No notes being posted

Check:

• Is note posting enabled at the firm level?

• Check the client-level override - note posting may be explicitly disabled for that client

• If using rollups, check that pending notes are being created in the database (they post on a schedule)

• Verify the organization has a client manager or owner assigned in Karbon (required for @mentions)

Problem: Organizations not appearing in dropdown

Possible causes:

• Karbon API token doesn't have permission to list organizations

• Token hasn't been saved successfully

Solutions:

• Re-save your Karbon Access Key

• Check token permissions in Karbon

• Refresh the page and try again

• Use the "Resync Organizations" button in the integration settings

Problem: Work statuses not appearing in dropdowns

Solutions:

• Re-save your Karbon Access Key to trigger automatic sync

• Use the "Resync Work Statuses" button in the integration settings

• Check that your Karbon account has work statuses configured

Problem: Assignee not applied to Karbon Work

Check:

• Is the assignee configured in the organization mapping?

• Does the selected user exist in Karbon?

• Does the user have the appropriate permissions?

• Use the "Resync Users" button to refresh the user list

Problem: @Mention not appearing in notes

Check:

• Does the organization have a client manager or owner assigned in Karbon?

• Has the organization data been synced recently? (Use "Resync Organizations" button)

• If using a client-level user override, verify the user ID/email is correct

• Check that the mentioned user exists in the synced Karbon users list

Problem: Duplicate Karbon Work being created

Possible causes:

• Work creation is enabled both globally and at client level (both should be enabled; client level is override only)

• Multiple sync tasks running simultaneously

Solutions:

• Verify client-level override is configured correctly

• Contact support to check for duplicate scheduled tasks

Problem: Status not updating in Karbon

Check:

• Was the receipt imported from Karbon (vs uploaded directly in Uncat)?

• Is the receipt completion status configured?

• Check logs for API errors

• Verify the selected status exists in Karbon

Problem: Note rollups not posting

Check:

• Rollup processing runs at 3 AM daily - wait for the scheduled time

• Verify pending notes exist in the database (they should show as "not processed")

• Check logs for any errors during rollup processing

• Verify the organization has the required team member assigned for @mentions

Manual Resync Options

The integration settings page includes buttons to manually resync data from Karbon:

• Resync Work Types: Refresh the list of available work types

• Resync Organizations: Refresh the list of Karbon organizations

• Resync Work Statuses: Refresh the hierarchy of work statuses

• Resync Users: Refresh the list of Karbon users for assignment and @mentions

Use these when:

• You've made changes in Karbon that need to appear in Uncat

• Dropdown options seem outdated

• Troubleshooting integration issues

Coming Soon

Future Enhancements Planned for the Integration

• Support for using Uncat in Karbon's Integrated Tasks and Work Templates

• OAuth 2.0 authentication for easier setup

• Custom Karbon Work templates

• Advanced filtering and routing rules for syncing between Uncat and Karbon

• Support for note templates with custom formatting

Frequently Asked Questions

Q: I don't see the Integration settings, how do I get access?

A: You can request access to the Uncat and Karbon integration here.

Q: Can I sync to multiple Karbon accounts?

A: Currently, Uncat supports one Karbon account per firm. Multi-account support may be added in a future release.

Q: What happens if I disconnect Karbon?

A: Previously synced data from Uncat to Karbon remains in Karbon, but all Karbon data is deleted from Uncat. New receipts won't be imported, and Karbon Work won't be created or updated. You can reconnect anytime.

Q: Will this integration slow down Uncat?

A: No. All sync operations run in the background on Uncat's servers and don't impact Uncat's performance or user experience for your firm or your clients.

Q: Can clients see that we're using Karbon?

A: No. The integration is transparent to clients. They interact with Uncat normally and don't see any Karbon-related features currently.

Q: What's the difference between Work and notes?

A: Work are formal Karbon Work records with statuses, assignees, and completion tracking. Notes are timeline updates that appear on the organization page for visibility without creating tasks. You can use either or both.

Q: When should I use Work vs notes?

• Use Work for actions that require formal tracking, completion, and task management

• Use notes for keeping your team informed about client activity without creating tasks or when you don’t want the volume of work Uncat can create

• Use both when you want formal tracking AND timeline visibility

Q: How do note rollups work?

A: When rollups are enabled, Uncat stores notes throughout the day/week/month and then posts them as a single summary note at the scheduled time (3 AM daily for daily rollups). This reduces notification volume while still keeping your team informed.

Q: Can I customize what gets mentioned in notes?

A: Yes. At the firm level, you can choose to mention the Client Manager or Client Owner by default. At the client level, you can override this to mention any specific Karbon user.

Q: What if I only want Work for some modules but not others?

A: That's exactly what the per-module toggles are for! Enable receipts Work creation but disable transactions and requests, for example. You have complete control.

Q: How do I remove the integration?

1. In Karbon, disconnect the Uncat integration

2. Contact Uncat support to remove stored credentials

Q: Are receipts imported in real-time or on a schedule?

A: Receipts are imported in real-time using webhooks. When files are attached to qualifying Karbon Work, they are immediately imported to Uncat (typically within 30 seconds, but can take up to 5 minutes at most).

Q: What file types are supported for receipt import?

A: All file types attached to Karbon Work are imported, including PDFs, images (JPG, PNG), and other common formats. Uncat's OCR works best with PDFs and clear images of receipts.

Q: Do I need to enable both Work and notes?

A: No. They're completely independent. You can enable Work only, notes only, both, or neither. Choose what works best for your workflow.

Q: If I change a firm-level setting, does it affect existing client overrides?

A: It depends:

• If you turn a toggle ON at the firm level, clients with no explicit override will inherit the new setting. Clients with explicit overrides remain unchanged.

• If you turn a toggle OFF at the firm level, ALL clients are updated to OFF, including those with explicit overrides. This ensures the feature is truly disabled for everyone.

Q: Can I test the integration without affecting all my clients?

A: Yes. Map only one test client to a Karbon organization initially. Enable settings for that client only using client-level overrides. Once you verify everything works, roll out to other clients.

Q: When do note rollups get posted?

A: Daily rollups post at 8 AM each day. Weekly rollups post at 8 AM on Mondays. Monthly rollups post at 8 AM on the first day of each month.

Support and Feedback

If you encounter issues not covered in this guide:

• Check the troubleshooting section above

• Contact Uncat support via our support portal or in-app chat

• Include:

  • Your firm name

  • Specific error messages

  • Steps to reproduce the issue

  • Screenshots (if applicable)

Our support team typically responds within 24 hours during business days.

Security

The Karbon integration uses industry-standard security practices:

• Syncing Security: All real-time syncing uses HMAC-SHA256 signature validation to ensure payloads are authentic

• Secure Storage: Access Keys from Karbon are encrypted at rest and in-transit

• Access Control: Only accountant users with appropriate roles can configure the integration

• Annual Review: Uncat's Karbon Integration goes under the same annual pentest exercise and auditing as the rest of our platform

Leave Feedback for Us

If you'd like to leave feedback specifically about the integration or request a feature to be added to the integration, please use our dedicated feedback board here. All posts will remain private between your firm and the Uncat team.