Proxara closes each client’s month in QuickBooks as soon as the statements arrive, files the papers where your firm keeps them, and answers questions about any client from your own Outlook, SharePoint and Karbon.
Everything it does lands in the systems your firm already runs.
Anyone at the firm can ask about a client in whichever of these they already use.
What arrives, and what gets done.
Statements, notices and documents come in all month: a client’s bank statement, a CP2000 from the IRS, a signed Form 8879, a corrected K-1. Each one is picked up as it lands, the next step is done, and the result is left where your firm already looks.
What leadership sees
A bank statement comes in
The client’s month is closed in QuickBooks: every line booked the way that client’s lines always are, every account reconciled to a $0.00 difference, the papers in the client’s SharePoint folder and the Karbon job marked done.
An IRS or state notice comes in
A Karbon job the same day, on the person who already has the client, with the notice type, the amount and the response date.
A return is still waiting on something
Before the deadline, a reminder to the client listing exactly what is missing, ready to send from the preparer’s own mailbox once they approve it.
The console as it is, with an example firm’s figures.
XARA closes the books each month.
When a client’s statements arrive, XARA books every line the way that client’s lines have always been booked, reconciles every account against its statement, does the month-end entries and files the reports in SharePoint. Your bookkeepers find the Karbon job done.
It runs inside your firm’s own Microsoft Azure, on computers of its own, several clients at once.
How XARA works
One picture of every client.
In Claude, ChatGPT, Gemini or Microsoft 365 Copilot, anyone at the firm can ask what a client still owes you, what came in this week or what the IRS sent, and the answer comes from your own Outlook, SharePoint, Karbon and CCH. When something needs doing, the email or the Karbon note is drafted and waits for a person to approve it.
A firm can start with it reading only, and allow approved changes when it is ready.
Proxara Connector
What are we still waiting on for this client?
Daniel R Harlow
With Rosalind Finch, member · Imogen Harlow, member · 1 more
2025 Tax Return 1040 · Waiting2 missing
2Documents missing
0Open flags
Two documents are outstanding: the organizer and the signed Form 8879. Everything else on last year’s list has arrived.
Client names stay with your firm.
When someone asks about a client, the AI only ever receives codes such as P-7KQ2M in place of names, SSNs, EINs, account numbers and addresses. The swap happens in your firm’s own environment in Azure, and the real names come back only to the Proxara window on your staff’s screens. XARA’s work stays inside your firm’s own Azure from start to finish.
How the connector works
What the AI receives
P-7KQ2M’s 2025 K-1 from B-4F2KD shows $212,400 in box 1. A corrected K-1 arrived on 30 September.
What your staff see
Daniel R Harlow’s 2025 K-1 from Quandary Peak Dental LLC shows $212,400 in box 1. A corrected K-1 arrived on 30 September.
Many clients, closed at once.
XARA runs on computers of its own inside your firm’s Azure, several at once, each closing a different client. A firm can keep it to nights at first, so the load lightens before anyone changes how they work.
How XARA starts at a firmBuilt for your firm’s security review.
Client documents are read by models running in Microsoft Azure in the United States, and Microsoft does not use them for training. Every change Proxara makes in your systems is recorded.
Security at Proxara
- Where XARA runs
- In your firm’s own Microsoft Azure subscription, installed with one command. Its computers, the statements and its record of every change stay there. Proxara sees the install’s health and counts, never a client.
- Where the connector runs
- In your firm’s own application and database in Microsoft Azure in the United States, with its own encryption keys. Nothing is shared with another firm.
- What the AI receives
- When someone asks about a client, codes in place of names, SSNs, EINs, account numbers and addresses. Amounts, dates and form lines stay, so the work still gets done.
- Who can see what
- A person sees a client only if they can already open something behind it in Microsoft 365, Karbon or CCH.
- Leaving
- Disconnecting deletes your firm’s keys and environment, which leaves every backup unreadable.
Set up in an afternoon.
A few people at the firm each do one short task, in any order. The work starts with whatever access you give it, and more of it gets done as you connect more.
How setup works
Microsoft 365Outlook, SharePoint, Excel and Teams · 26 of 26 people signed inConnected
KarbonClients, work, notes and filesConnected
Your Microsoft administrator
Approves Proxara once in Microsoft, chooses the mailboxes and SharePoint sites it may read, and runs the commands Proxara writes out, the one that installs XARA in your Azure among them.
Your QuickBooks and Karbon administrators
Add XARA as a user of your QuickBooks Online Accountant, signing in through your firm’s Microsoft account, and paste a Karbon key into the console.
Whoever runs your firm’s AI
Adds the connector to Claude, ChatGPT, Gemini or Microsoft 365 Copilot, once for everyone.
See it on your firm’s work.
We set it up with your firm and start where you are comfortable: XARA working nights on a few clients’ months, the connector reading only. Then we go through what it did with your partners.
- Your IT lead gets the Security Overview and the sub-processor list before anything is connected
- Nothing in your systems changes while you decide