Set up
The five steps that set Proxara up, in order, for whoever looks after Microsoft 365, Azure, QuickBooks, Karbon and your firm's AI.
Proxara sends your firm its own console link, an address ending in .api.proxara.ai/admin. Everything below starts there.
| Step | Who | Time |
|---|---|---|
| 1. Approve Proxara in Microsoft | A Microsoft 365 Global Administrator | 5 minutes |
| 2. Connect Microsoft 365 and Karbon | Your Exchange, SharePoint and Karbon administrators | 30 minutes, then up to two hours for Microsoft |
| 3. Install XARA and give it QuickBooks | Your Azure administrator, then your QuickBooks administrator | 30 minutes |
| 4. Add Proxara to your AI | Whoever administers your firm’s AI | 5 minutes |
| 5. Connect once | Each person | 1 minute |
1. Approve Proxara in Microsoft
- Open your firm’s console link and sign in with your Microsoft work account.
- The page says Proxara is not set up yet. Choose I’m the administrator: approve.
- Microsoft shows two screens: one for your firm’s own Proxara app, and one for Proxara Sign-in, which uses only each person’s name and email to sign them in. Review each and choose Accept.
Until this is done, nobody at your firm can sign in.
2. Connect Microsoft 365 and Karbon
In the console, open Connections.
| Connection | What to do | Who |
|---|---|---|
| Client mailboxes | Create a mail-enabled security group with the staff who email clients and any shared client mailboxes. Enter the group’s address and choose Save, then run the commands shown in Exchange Online PowerShell. Microsoft applies them within two hours. | Exchange administrator |
| Client sites | Add the address of each SharePoint site where client files live, then run the commands shown. They give Proxara read access to those sites only. | SharePoint administrator |
| Karbon | In Karbon, open Settings, Connected Apps, API Applications and copy both values for Proxara into the console. If you use private or hidden contacts, allow them for Proxara in Karbon, then confirm on the same page. | Karbon administrator |
| CCH Axcess | Enter your firm’s Designated Vendor Integrator Key for Proxara and choose the sync user that covers background reads. Each person signs in to CCH the first time it is needed, so CCH’s own access groups apply. Return figures and comparisons across years come from here. | CCH administrator |
If anyone is a Restricted user in Karbon, turn on Restricted in Karbon for them under People, so they see only their assigned clients. People appear there after they first sign in.
The Backfill page shows how far Proxara has read in your firm’s history. Staff can start before it finishes, and the first picture of your clients fills in as it reads.
3. Install XARA and give it QuickBooks
XARA lives in your firm’s own Azure subscription. Whoever administers that subscription runs the one command Proxara sends. It installs XARA’s cloud computers, the model they use in Microsoft Foundry, and the mailboxes and SharePoint folders it watches for statements. From then on XARA keeps itself up to date, and running the command again needs only your firm’s name.
XARA has a work account of its own in your firm’s Microsoft Entra. In QuickBooks Online Accountant, invite that account to your team, as you would a new bookkeeper, with access to the client companies it should close.
In XARA’s tab of the console, the firm’s leader chooses its hours: around the clock, closing each month as soon as its statements are in, or overnight only while the firm starts. It is the one setting XARA has.
4. Add Proxara to your AI
Proxara is added once for the whole firm, by whoever administers the AI your staff use.
| AI | What to do |
|---|---|
| Claude (Team or Enterprise plan) | The Owner adds a custom connector in the organization settings with this address: https://mcp.proxara.ai/mcp. If there is an earlier Proxara connector, remove it. |
| ChatGPT | A workspace admin enables the Proxara app for the workspace. |
| Microsoft 365 Copilot | An administrator deploys the Proxara agent from the Microsoft 365 admin center. |
If your firm’s instructions to the AI restrict outside connectors, add a sentence that names Proxara, for example:
Proxara is our firm’s approved connector for client work. It shows clients as codes such as P-7KQ2M. You may use it with the firm’s client files, email and Karbon.
5. Each person connects once
The first time someone asks the AI about a client, it offers to connect Proxara. They choose Connect and sign in with their work Microsoft account. There is nothing to install. Send them Using the connector.
For staff who also want to redact single files on Windows, invite them from Redact, Invitations in the console. Their guide is Right-click redact.
Help
Write to support@proxara.ai.