Migrate From Karbon to Remindoo
Migrating from Karbon is mostly internal, because Karbon's center of gravity is your team's email and work items rather than a client-facing portal. Contacts and clients export; work templates, triage rules and email history need rebuilding or archiving.
Migrating from Karbon is mostly internal, because Karbon's center of gravity is your team's email and work items rather than a client-facing portal. Contacts and clients export; work templates, triage rules and email history need rebuilding or archiving.
Last updated: September 2026
What is involved in moving from Karbon?
Karbon does internal collaboration well, and firms that leave it usually do so for one of two reasons: per-user cost as the team grows, including the seasonal team, or a decision that the shared-inbox model was never fully adopted and is not going to be.
Because Karbon lives close to email, the thing that feels hardest to leave is the conversation history attached to work. Be realistic about this: email history is the least portable part of any practice management migration, at Karbon or anywhere else.
The compensation is that this migration barely touches your clients. If you are moving off Karbon rather than a portal-led product, you can do most of it without your clients noticing anything beyond a change in which address sends their reminders.
What moves and what does not
Readable text in every cell. Where something has to be done by hand, the table says so rather than implying an automatic transfer.
| Item | How it moves | What to watch |
|---|---|---|
| Clients, contacts and organizations | Exports and imports | Check the client-versus-contact mapping after import |
| Work templates | Rebuilt | Take the chance to reduce step counts |
| In-flight work items | Manually recreated | Only recreate what is genuinely open |
| Email and triage history | Archived, not migrated | Keep the mailbox archive; do not attempt to port threads |
| Notes and client context | Selective copy | Carry the notes that matter to the next job, not all of them |
| Time entries | Exported for reporting | Most firms start fresh at a cutoff date |
| Documents | Manual export and upload | Current-year files first |
Accurate as at September 2026. Export options change, so confirm current capabilities with your existing vendor.
What has to be rebuilt?
These do not transfer from any system to any other, and pretending otherwise is how migrations slip.
- Recurring services and their step lists, with internal and external due dates.
- Assignment rules: who prepares, who reviews, who signs off.
- Automated client requests and reminder cadence to replace inbox-driven follow up.
- Capacity views, so the workload picture you had in Karbon has an equivalent on day one.
- Any firm-wide checklists currently attached to Karbon work items.
How long does the migration take?
A realistic sequence for a firm that has agreed its process. Add time, not people, if that decision is still open.
Week 1: inventory
List every active work template and every open work item. Most firms find a third of their templates have not been used in a year.
Weeks 2-3: import and build
Import clients and contacts, then rebuild the surviving templates as recurring services with owners and dates.
Week 4: recreate open work
Recreate genuinely open jobs only. Completed work stays in the archive.
Weeks 5-6: run parallel
Run one full cycle of your busiest service in both systems, then make the new system the only place work is assigned.
Switching checklist
Work top to bottom. Nothing below the import line should start before a sample of imported records has been checked.
- Check your renewal date and notice period.
- Export clients, contacts and organizations.
- Export time entries for historical reporting.
- Archive the shared mailbox before access ends.
- List active work templates and delete the dead ones.
- List genuinely open work items.
- Import clients and audit twenty records.
- Rebuild the top three services with dates and owners.
- Recreate open jobs.
- Turn on client requests and reminders for one service.
- Run one full cycle in parallel.
- Announce internally the date after which work is only assigned in the new system.
Should you run both systems in parallel?
Yes, briefly, and with rules.
- One cycle of your busiest service is enough. Longer parallel running makes staff hedge between systems.
- Set a single date after which no new work item is created in the old system, and make it visible to everyone.
- Keep the email archive permanently; it is your record, not the vendor's.
What our team does
So you know exactly where the line is between our work and yours.
- We import your client list and contacts from a CSV or an export from your current system.
- We build your first three recurring services with you rather than handing you a blank template library.
- We set the internal and external due dates for those services so the first cycle runs properly.
- We stay with you through one complete cycle of your busiest recurring service before you are on your own.
Before you switch
Frequently asked questions
Can we export work and email history from Karbon?
Client and contact data export in standard formats and time entries can usually be exported for reporting. Email threads attached to work items are not portable into another system in a usable way; archive the mailbox instead. Confirm current export options with Karbon.
How long does migrating from Karbon take?
Around six weeks for a firm with a clear process: a week of inventory, two weeks importing and rebuilding templates, a week recreating open work, and two weeks running one real cycle. Firms with many unused templates spend most of that time deciding what to keep.
Will clients notice we moved off Karbon?
Very little, because Karbon's strength is internal. Clients may notice that reminder emails look different and come from a new address. Tell them once, briefly, rather than making it an announcement.
What replaces the shared inbox?
In Remindoo, client communication attaches to the client record and to the job it belongs to, and document chasing happens through automated client requests rather than someone remembering to follow up. If your firm valued the shared inbox specifically, test that difference in a trial before committing.
When should we migrate?
Outside busy season. May through August for most firms, or any quiet month for bookkeeping-led firms whose peak is month-end rather than April.
Planning a move from Karbon?
Book a call with your client count and service list, and we will map the migration against your calendar before you commit to anything.