--- title: "Kantata Reviews 2026. Verified Reviews, Pros & Cons | Capterra" description: "Is Kantata the right Resource Management solution for you? Explore 629 verified user reviews from people in industries like yours to make a confident choice." source_url: "https://www.capterra.com/p/110832/kantata/reviews/" page_type: "reviews" language: "en" publication_date: "2026-10-30" --- Kantata 4.2 (628) [View alternatives](https://www.capterra.com/p/110832/kantata/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated October 30th, 2026 # Reviews of Kantata Ease of use 4.0 Customer Service 4.2 ## Pros and Cons in Reviews Elon E ConsultantFinancial Services, 1,001 - 5,000 employeesUsed the software for: 6-12 months. “For example, having real-time visibility on utilization, project margins, staffing capacity, and burn rates helps management make faster and better decisions.“ April 30, 2026 Lacie S Senior Account CoordinatorPharmaceuticals, 501 - 1,000 employeesUsed the software for: More than 2 years. “Additionally, there are frequently bugs with resourcing allocation where the timeline says one thing, but the hours are behind. So needing to double check every time hours are distributed gets tedious.“ April 27, 2026 PB Peter B Managing DirectorInformation Technology and Services, 11 - 50 employeesUsed the software for: 1-2 years. “Having everything (Budget, Billing) in one location gives credibility to clients as we send them reports.“ January 12, 2026 RV Rakhi V QA LeadInformation Technology and Services, 51 - 200 employeesUsed the software for: 1-2 years. “It can also feel heavy for day-to-day use: logging time and updating project details can involve too many clicks, and if project setup isn’t standardized, data quality drifts quickly (duplicate fields, inconsistent naming, mismatched project types).“ April 20, 2026 BM Brazola M AssistantInformation Services, 1,001 - 5,000 employeesUsed the software for: 1-2 years. “The project tracking allows effective and in depth revenue management.“ January 28, 2026 Lacie S Senior Account CoordinatorPharmaceuticals, 501 - 1,000 employeesUsed the software for: More than 2 years. “I do sometimes feel as if there are too many moving parts in Kantata which makes it difficult to follow each step involved with project creation, etc.“ April 27, 2026 PB Peter B Managing DirectorInformation Technology and Services, 11 - 50 employeesUsed the software for: 1-2 years. “I am simply happy that the proofing for those large files will upload, even if it is slow.“ January 12, 2026 Claire B FounderApparel & Fashion, 2 - 10 employeesUsed the software for: I used a free trial. “For our smaller teams and simple workflows, it felt overwhelming and the value wasn't immediately clear during a short trial period.“ January 2, 2026 ## Showing most helpful reviews Showing 1-25 of 628 available reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use R Reviewer CTO Used the software for: Less than 1 year ### "Steep learning curve at first, but reliable for managing complex projects." September 23, 2026 4.0 It definitely took some patience to get used to in the beginning, but once the team settled in, Kantata proved to be a real workhorse for our daily workflows. Keeping project timelines, workloads, and budgets aligned in a single place saves us from endless status check-ins, even if the occasional slow screen load can be a bit frustrating. Pros The platform excels at resource scheduling, project collaboration, and centralized task management. It connects team assignments with budget tracking in one workspace, offering solid value for money and prompt customer support when setting up complex pipelines. Cons The overall ease of use suffers from a fairly steep learning curve during onboarding. We also occasionally run into minor bugs and issues, such as slow load times on heavy scheduling timelines and rigid custom reporting setups. Review Source Taylor H. AE Used the software for: 3-5 years ### "Kantata Time" September 2, 2026 5.0 Pros Kantata makes it easy to track time without filling in every line item. It automatically knows my schedule and inputs my time for me. Cons Sometimes mobile user interface could be better. But I appreciate that it isn't locked down by a certain operating system or app store in order for it to work on mobile. Review Source R Reviewer Solutions Engineer Used the software for: 1-3 years ### "Kantata review from Senior Developer" August 18, 2026 5.0 Using Kantata to track hours and costs. Great way to track for many projects and different types of employees. Pros Great interface for employees to track hours, organize by different projects. Great and accurate tool to track costs. Cons I actually don’t have much negative to say about it. Setting up reports is often a difficult part in these programs. Anything we can do to make that easier is good. Review Source R Reviewer SR. HR Operations Specialist Used the software for: Less than 1 year ### "Kantata Review" May 7, 2026 4.0 Overall, it’s been a good experience. It’s a useful tool once you get used to it, but there’s definitely a learning curve. Pros I like how easy it is to see project progress and manage resources. The reporting tools are helpful and give good visibility into what’s going on. Cons It can be a bit confusing to use at first, and some things take more steps than they probably should. Review Source Elon E. Consultant Used the software for: Less than 1 year ### "Excellent PSA platform for services firms, but requires structured deployment" May 6, 2026 4.0 Pros What I liked most about Kantata is its ability to centralize projects, people, and financial performance in one platform. In practice, this is very valuable when managing multiple engagements simultaneously. For example, having real-time visibility on utilization, project margins, staffing capacity, and burn rates helps management make faster and better decisions. Cons What I liked least about Kantata is that the platform can feel complex at first. In practice, configuration, reporting logic, and integrations may require internal ownership or dedicated admins. It can also be expensive for smaller teams with lighter operational needs Review Source VR Verified Reviewer Senior Account Coordinator Used the software for: 3-5 years ### "Great for small business, but tedious for big accounts" April 28, 2026 3.0 Overall, I think the idea of having everything available in one program is great for a small account with a few projects, however I feel that a lot of the features go missed with a large account. There are a lot of tasks that require multiple steps and with that needing double checked once complete, which can sometimes feel like you don't have time to manage other responsibilities because there are so many steps with project creation. Pros I think Kantana has done a great job in their timeline developments, time tracking, and resource allocation. Cons I do sometimes feel as if there are too many moving parts in Kantata which makes it difficult to follow each step involved with project creation, etc. This would be a great resource for a small account, but it tends to get tedious with big accounts with a high volume of projects. Additionally, there are frequently bugs with resourcing allocation where the timeline says one thing, but the hours are behind. So needing to double check every time hours are distributed gets tedious. Review Source Rakhi V. QA Lead Used the software for: 1-3 years ### "Review of Kanata" April 21, 2026 4.0 Kantata feels powerful and enterprise-ready, especially for agencies or services teams that need visibility into resourcing and financials. When it’s well configured, it gives leadership-level clarity, but it does require discipline and admin effort to keep setups consistent and reporting trustworthy. Pros It gives a clear picture of project health in one place—resourcing, budgets, and delivery status are tied together, so you’re not stitching reports from multiple tools. I also like that it makes capacity planning more concrete, especially when multiple projects are competing for the same people. Cons It often takes extra configuration to build dashboards that answer simple questions (forecast vs actuals, utilization by team, burn vs budget), and small changes to fields can break a report. It can also feel heavy for day-to-day use: logging time and updating project details can involve too many clicks, and if project setup isn’t standardized, data quality drifts quickly (duplicate fields, inconsistent naming, mismatched project types). Review Source R Reviewer Assistant Used the software for: 1-3 years ### "Overall very satisfied " February 5, 2026 4.0 Pros Some pros for Kantata are great project tracking and customer support team. The project tracking allows effective and in depth revenue management. The customer support team is fast responding and resolving the issue. Cons Some cons for using Kantata are it can be expensive for smaller businesses and it is challenging to use when you are a new user. Definitely have to be trained properly. Review Source PB Peter B. Managing Director Used the software for: 1-3 years ### "The system has worked mainly as expected and it is good" January 14, 2026 4.0 Having everything (Budget, Billing) in one location gives credibility to clients as we send them reports. Not having to open 5 Tabs at the same time to see the budget and billing information is a plus. I am simply happy that the proofing for those large files will upload, even if it is slow. In the workload planner view, we can determine who is working the most. Pros I am writing this message, while the heating unit located in my office is clicking, clicking, clicking I’m glad your Kanban boards moved when I clicked on them, I was afraid they would be extremely slow and therefore annoying. I received a response immediately from \[sensitive content hidden\] in Support which I did not expect. The system saves me a lot of time creating the template for each of the recurring items. I like the timer feature to track our developers and their billable hours. Cons I think the email notifications are way too many unless you turn them off completely. I believe my largest complaint is how long it takes the scheduler to load due to the fact the data gets updated each time I scroll through the scheduler and honestly causes eye strain. When you have very large projects, the mobile app is essentially worthless, it freezes constantly. Review Source VR Verified Reviewer Founder Used the software for: I used a free trial ### "Good potential, just not for me" January 5, 2026 3.0 The functionality is there but the complexity and setup effort made it hard to justify moving forward. A good option for mature, services-based teams that need deep project and resource management. Pros Clean, modern interface and a thoughtful feature set built with real-time inventory visibility in mind. During the free trial, it was easy to explore basic tools Cons The platform felt heavy for my needs. There’s a noticeable learning curve and many features require upfront configuration and training to use effectively. For our smaller teams and simple workflows, it felt overwhelming and the value wasn't immediately clear during a short trial period. Review Source Christine W. SVP, Research Operations Used the software for: Less than 1 year ### "New user, smooth implementation" February 2, 2022 5.0 The technical consultant support during the implementation was fantastic. Our POC was great about helping us stay on track with all that needed to be tackled as well providing us in the moment or chasing down answers we needed to keep things moving. Adoption within the organization has been successful - a mix of the training support we got from ML and our own custom support. But the intuitiveness of the tool helped the adoption be smooth. Now we are just starting to reap the benefits of the visibility, insights and better overall management of our work. Pros We are new to having a PSA and PM tool. So it was great to go from each department having their own spreadsheets to one point of truth and full visibility across the project. But as well - all the in built finance management and integrations we setup has streamlined so many additional administrative elements of managing our work. And the real time visibility to project performance (timelines and finances) is great. Cons Navigating some of the integrations has been a little longer than I would have hoped for the roll-out. The support to get things implemented was not as timely as we would have hoped. Review Source AF Andrew F. Head of Group Operations Used the software for: 3-5 years ### "Effective tool with ease of use and a broad range of features" November 16, 2023 5.0 Very good. We have made suggestions that have been listened to and implemented, we have worked with their customer success team extensively to our benefit. Their help support is excellent when you encounter problems and the software was adaptable to all our needs. Pros There is a lot to like about the product. Easy task management with lots of capabilities, time and expense tracking that is simple. Extended resource management options for minute details or broad allocations and a really engaged Customer Success team. Cons Not a lot to write here. I think the only issue is that it is hard to use at a hourly scale where you need to set time deadlines in the day. Review Source Mohammad A. Software Developer Used the software for: 3-5 years ### "Kantata is a great way to handle project/task management for your business." March 10, 2023 5.0 A great way to monitor and build your project management, tasks. Simply and easy to use application. Pros It has multiple ways to use for project management, task scheduling and follow-up, many other things unlike available applications. Cons For me it is doing the job required and I have never faced an issue with the system at all. Maybe it could require some work on the interface on the mobile. Review Source Heather Stewart C. VP Professional Services Used the software for: 1-3 years ### "Great company and product - still room to grow but on the right track!" November 1, 2021 5.0 The product has brought our processes to the next level and the overall experience has been positive. Pros Resource planning was made 1000% better by using the Mavenlink product. It is an intuitive modern UI that is feature rich across the board. Cons There are some gaps in the product and areas where I wish it had been more configurable. For instance, invoicing could use more flexibility in terms of how you build out an invoice (and how you display things on the invoice). Also, time tracking is easy but notes aren't required nor is there a config to make them required which has been a big pain for us. Review Source Mike C. Project Manager Used the software for: 1-3 years ### "Awesome platform that's only getting better" November 5, 2019 5.0 Overall, using Mavenlink has been great - it has made a very positive impact on day-to-day functions as a business. I would recommend it highly to agencies for its flexibility and extensive functionality to manage resources and projects. Pros The reporting functionality Mavenlink offers is extensive and has enabled us to get much better visibility to our project, program, portfolio and resourcing data. Which in turn has allowed us to set/adjust our KPI/KRIs and better inform business decisions with the data we have available. In using Mavenlink how it's meant to be used, not only have we improved our business practices but our PMO has gained valuable insight into important aspects of the business that were previously siloed. The fact that Mavenlink actually continues to improve its platform based on user feedback is a massive plus, as new functionality becomes available to better utilize the platform. Cons There are some small (very small in most cases) problems we have with some functionality i.e. the naming/categorization of metrics in the reporting suite could be clearer, when approving/rejecting timesheets, adding a comment to a specific entry would be preferable, rather than the comment being published to all entries. Review Source Verified Reviewer Partner Used the software for: Less than 1 year ### "OK for the basics, advanced functionality is either missing or not well implemented" September 18, 2020 3.0 Implementation was not very well executed. We basically had to figure it out on our own. THe "integrations" through thier integration tool are very poorly built and the tool is terrible. It gets the basics right but more advanced features like the Insights reporting add on are poorly executed. Pros Ease of use, Reporting, Project Financials Cons M Bridge integration platform is a complete failure. Its terrible. Training during implementation was not good. We've learned more on our own in a few classes. Time entry is weak and poorly designed. Lacks subprojects. User permissions are all or nothing in most cases. Review Source Verified Reviewer Marketing specialist Used the software for: 1-3 years ### "Outstanding solution for our entire workforce" December 31, 2020 4.0 The overall experience from the get go was very positive, as we started the onboarding process and conducted internal training where I was able to get a lot of great feedback from my coworkers about how they find the ease of use and how they like the online product training catalog that is available. Pros I am able to view tasks for current projects, track upcoming projects, add notes and tag team members easily in a very organized way that allows me to save time and resources on a regular basis. My coworkers who I interface with closely have had a similar positive experience and I cannot recommend it enough. Cons The ability to customize what is viewable and editable in the main menu ( such as projects, tasks, insights) based on user permissions would make it easier tailor the overall product experience to our teams needs. Review Source Jessica D. Game Programmer Used the software for: 1-3 years ### "Kantata has transformed project and cost management" February 15, 2023 4.0 Using Kantata , we finally have a way to track the time and effort put in by our engineers across all of the projects they're working on. We were able to respond to questions from our leaders much more quickly, which helped us avoid certain personnel problems. Pros Kantata has revolutionized our approach to budgeting and task management. The opportunity to centralize all of our initiatives in one place and provide individualized reports that tracked our development in relation to our key performance indicators is something we are really grateful for. We also take pleasure in learning where we may be under- or over-allocating our engineers, so that we may swiftly adjust our course. Cons As far as we can tell, employing Kantata does not come with any major drawbacks. Reports are not sorted alphabetically or numerically, however these are minor issues. Review Source R Reviewer Associate Project Manager Used the software for: Less than 1 year ### "A steep learning curve" August 9, 2019 4.0 Mavenlink is not a bad service. it does keep everything you need to manage a project in one place, as well as help you track hours spent on various tasks within projects and organize a timeline. It is somewhat difficult to use and difficult to learn how to use - I don't find it very user friendly or intuitive. I'm still getting over this learning curve, since I'm new to using the software, and will likely find that it becomes easier over time. At least I really hope it does. Pros Mavenlink is a great way to keep track of everything you need for multiple projects across various areas. Budget burn is clear to see, it's easy enough to add and message people on a project. Easy enough to track time, develop timelines, break projects down into tasks, etc. Good for very type A people who like to extremely organize everything. Cons It creates a lot of work for project managers. A lot goes into designing a project and filling it out, which is very time consuming. There is also a steep learning curve, especially if you are adapting to Mavenlink after being used to different systems. The trainings were somewhat helpful, but long, boring and repetitive. While it does keep everything in one place, it is difficult to adapt to using it where you would have used email, Skype messenger, google docs, etc. especially if you're working with colleagues who are not so technologically savvy. Review Source April D W. Administration Used the software for: Less than 1 year ### "Can't win them all " January 13, 2025 3.0 I signed up to use for task management but because of the pricing the sign up process and difficulties navigating around their site along with a poor mobile app I declined to proceed with this company Pros Love the features such as task management and the fact it is useful for business of any size Cons Expensive! And mobile app sucks which didn't work for me and the site is layed out difficult to navigate on Review Source Rachel S. Producer & Google Trusted Photographer Used the software for: 3-5 years ### "Needs Improvements But Works Well for Viewing Burn Rates" September 21, 2022 4.0 In the beginning, Kantata really helped us have a better view of project health, but as we have grown and clearly defined processes, etc. Kantata has not grown with us. It looks and feels dated. Pros The best thing about Kantata is the ability to see project burn rates at a glance. The time-tracking system is a huge part of that being accurate as well. There are multiple options for our team to track their time so that we can see project burn rates. Cons There are several things that haven't been improved at all in the 6+ years that we've used this software. For example, basic things like not being able to customize your task statuses (or at least new options being added), being able to mark a task as complete even when none of the checklist items have been checked off, and not getting a notification when a due date is coming up to remind a team member of a deadline before it is missed, etc. The mobile version is pretty much useless which is sad now that the working world is mostly remote. Review Source KJ Krista J. Accountant II - Time & Billing Used the software for: 3-5 years ### "Powerful software with built in training" May 26, 2023 4.0 My company uses Kantata for time entry, revenue & cost tracking, and invoicing projects. In my role, specifically, I handle onboarding new employees, managing weekly time entry reports, time adjustments, project setup, PO allocations, and invoicing. I previously used Sage 100 to invoice and have found Kantata to be leagues ahead of that software. Pros The features I like most about Kantata are the appearance of the interface, the built in training that's available, & how quickly modified information is updated for reporting and invoicing. Cons When first introduced to Kantata, I was unfamiliar with the process flow and quickly became confused by the different levels (Opportunity, engagement, scope, element, etc.). There is a bit of a learning curve, but after spending some time using the tool, the process began to make sense to me. Review Source Verified Reviewer Program Manager Used the software for: 3-5 years ### "Good value all around" January 29, 2021 4.0 Pros The tool is quite easy to learn and is very intuitive. It was easy to set up and customer support was great (at least in 2016 - we've been clients for almost 5 years). It integrates with a few other platforms like Salesforce and can be customized using API. In addition, it provides client access and we see constant improvements. Cons Two biggest concerns: 1. You can't perform mass actions on tasks/milestones/issues. I.e. if you need to update multiple tasks with the same dates or status or assignee - you can't do it. You'll need to edit each task manually. 2. There are issues with email notifications - there were a few outages last year that resulted in delayed notifications which impacted our work. Review Source Jeff C. D. Project Manager Used the software for: Less than 1 year ### "Great at what it does but too limited" May 6, 2022 4.0 Mavenlink is a tool that definitely helps with project management, time tracking, and resource management. I would like to see it become a bit more colorful and implement some of the features that other project management and agile tools have as standard such as: color coding and duplication of entire projects. Pros I like the ease of adding tasks, making templates for projects, logging time for tasks, and scheduling shared resources. Cons I would like to be able to color-code things (tasks and projects) to more easily tag similar items. I would prefer to see when posts were added to the activity feed and not just which day. I would like to be able to see a resource's task list from their perspective. It would save a lot of time if you could duplicate a project if all but a few details were going to be identical. Review Source Tristan D. Director Of Technical Services Used the software for: 1-3 years ### "Our Next-Generation Project Management Tool" September 14, 2018 5.0 Our overall experience has been wonderful over the past few years. We were able to enable our PM team to become more metrics and data-driven, expanding their capabilities. Change Orders are a big business process that we solved by using Mavenlink. Approval and communication have been GREATLY streamlined! Before, we were managing change orders through written communication and supporting documentation, but now we are able to have the discussion in project meetings, then pass through the Change Order approval as a budget change and there is an affirmative action on their part. It's great! Pros The activity dashboard is the best part of Mavenlink. A feed that allows you to keep track of official communications and notes is perfect, plus it keeps clients involved. The API is also very strong and allows us to generate reports FAR beyond what is offered by Mavenlink. Our ability to manage projects and people has greatly increased due to the features that have been implemented since we switched to Mavenlink. Cons The Gantt chart needs a lot of work. The interface is slow and clunky, plus it is not a great view for the executives and sponsors, visually speaking. The purpose of this chart is not really to "manage" the project, but instead show a high level overview of everything. There is currently no great way to show this to execs and sponsors. There needs to be a better mobile experience as well. We need a fully functional way to log time, complete tasks, post activity and generally manage projects from Android and iOS. Review Source Similar Products Featured ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.