What Proxara does
What XARA and the connector do at your firm, and where your clients' data goes.
Overview
Proxara does the work an accounting or tax firm repeats every month, in the systems the firm already runs.
XARA closes each client’s month in QuickBooks Online. When a statement arrives in Outlook or SharePoint, it books every line, reconciles every account, makes the month-end entries, files the papers in SharePoint and marks the job done in Karbon. It runs in your firm’s own Azure, works through QuickBooks’ own screens with an account of its own, and never writes to a client or to anyone at the firm.
The connector answers questions about any client in the AI your staff already use: Claude, ChatGPT, Gemini or Microsoft 365 Copilot. It reads your firm’s Outlook, SharePoint, OneDrive, Teams and Karbon, and CCH Axcess where it is connected, keeps one picture of each client, and drafts the next step for a person to approve. The AI receives codes such as P-7KQ2M in place of client names and identifiers, and your staff see the real names in the Proxara window inside the conversation.
A month, closed by XARA
| What happens | Where you see it |
|---|---|
| A statement arrives, by email or in the client’s folder | Outlook or SharePoint, where it always arrives |
| XARA checks that everything the month needs is there, then starts | Nothing to see yet: it starts only what it can finish |
| Every line is booked and every account reconciled to the statement | QuickBooks, under XARA’s own name in the audit log |
| The month-end entries are made | QuickBooks |
| The reconciliation reports, the balance sheet and the profit and loss are filed | The client’s close folder in SharePoint |
| The month’s work is noted and the job marked done | The client’s Karbon job |
When XARA cannot tell what a line is
It looks first: the client’s history in QuickBooks, the email and files around the payment, the Karbon notes. A line it still cannot establish goes to the client’s holding account, the rest of the month carries on, and XARA reclassifies the line when the evidence arrives. A month with something material still unknown is never declared final. An immaterial amount can close as a documented temporary balance where your firm’s policy allows.
What staff ask the connector
| Your staff ask | What happens |
|---|---|
| “Where does the Smiths’ 2025 return stand?” | The AI checks the Karbon work, recent email and the client’s files, and the Proxara window links each source. |
| “What are we still waiting on from the Smiths?” | Proxara lists each W-2, 1099 and K-1 from last year’s return and checks it against what has arrived. |
| “Email the Smiths for the missing 1099-B.” | The AI drafts the email. Your staff member sees it with the real names, edits it if needed and approves it, and it goes from their own mailbox. |
| “Move the return to In Review and assign it to Sarah.” | After one approval, Proxara updates Karbon. |
| “Compare the Smiths’ 2025 return with the last three years.” | The AI lines up each year’s figures and explains the largest changes. This one needs CCH Axcess connected. |
Some of it happens without anyone asking. When a corrected K-1 arrives by email, Proxara flags each saved decision and piece of work that relied on the old one.
The client record
Models in Microsoft Azure read each new email, file and scan once, and Proxara keeps one record per client: the household and its businesses, what arrived and when, the decisions your staff saved, and the document behind each fact. The record is encrypted in your firm’s own database. The documents themselves stay in your systems.
Names and codes
Before anything reaches the AI, Proxara replaces names, SSNs, EINs, account numbers, addresses, emails and phone numbers with codes. Amounts, dates and form lines stay, so the AI can still do the work.
Sent to the AI
P-7KQ2M’s 2025 K-1 from B-4F2KD shows $212,400 in box 1. A corrected K-1 arrived on 30 September.
In the Proxara window
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.
The connector’s changes wait for a person
The AI can draft a client email, update Karbon or file a document. Each step is shown in the Proxara window with the real names and runs only after your staff member approves it.
Draft an email to Daniel R HarlowHide
ToDaniel R Harlowdharlow@quandarypeakdental.exampleoutside the firm
Signed Form 8879 needed to file your 2025 return
Hi Daniel,
Your 2025 return is prepared apart from one item: the signed Form 8879 (IRS e-file authorization). We can’t submit the return until we have it.
Please sign and return it, and we’ll file as soon as it comes in. Everything else we need is already here.
Show the whole message
Edit
Note on 2025 Form 1040 - HarlowHide
2025 return: waiting on signed Form 8879
2025 Form 1040 is waiting on one document: the signed Form 8879. All other expected documents (organizer, 1098, 1099-R, both K-1s, W-2) are received. Email requesting the signed 8879 drafted to the client for approval.
Edit
ApproveReject
Both are ready for your approval in the window, and nothing runs until you approve.
Redacting a single file
Sometimes a person wants to give the AI a file themselves. On Windows they right-click it in File Explorer and choose Redact, and a copy appears beside it with the names and numbers replaced. Right-click redact covers the details.
Where to go next
| If you are | Read |
|---|---|
| The partner deciding | XARA, Trying Proxara, Security and the Trust Center |
| Setting it up | Set up |
| Using the connector day to day | Using the connector |