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In this review, I’m going to share my analysis and evaluation from my hands-on experience with Kantata. But first, if you’re just beginning your search for the best project management tools, check out my picks for the best project management software. You probably already know that Kantata is among the most popular project management tools out there, but you need to better understand what’s good (and not so good) about it.

This in-depth Kantata review will walk you through the tool's pros and cons, features and functionality, and more to help guide you to better understand its capabilities and its suitability for your needs.

Kantata software review, a screenshot of the tool's interface
Kantata's resource management feature, as shown in this screenshot, allows you to better plan and manage timelines, scope, and budgets for your project.

Kantata Product Overview

Kantata software, tailored as "Kantata cloud for professional services," is a multifaceted PSA (professional services automation) tool embedded with a suite of features ranging from business intelligence, invoicing, and forecasting to nuanced permissions and professional automation. Integrated with Google Drive, it promotes a cloud-native workspace that accommodates varying company sizes, focusing on elevating operational performance and profitability within services businesses, especially small businesses.

Kantata's user-friendly interface encompasses robust CRM functionalities, custom reporting, portfolio management, and financial management features, fostering an enriched overall experience. The software specializes in resource planning and houses meticulous timesheets and templates, which along with persuasive user reviews, corroborate its efficacy in streamlining professional services. Through Kantata, users can anticipate enhanced messaging communications and insightful business intelligence, intricately designed to navigate through operational ambiguities, bolster forecasting accuracy, and revitalize business profitability through strategic, informed decisions.


  • Intuitive Task Management: Kantata simplifies the organization of work by allowing easy assignment and tracking of tasks and subtasks.
  • Real-time Collaboration: It supports immediate communication and file-sharing among team members, ensuring everyone stays updated.
  • Robust Reporting: Kantata offers comprehensive reporting features that aid in making informed decisions and tracking project progress effectively.


  • Limited Integrations: Kantata doesn’t support a wide array of third-party integrations, which may limit its flexibility and usability.
  • Learning Curve: Some users might find Kantata a bit challenging to navigate initially, requiring time to fully grasp its functionalities.
  • Customization Limitations: The tool doesn’t offer extensive customization options, potentially limiting its adaptability to unique project needs.

Expert Opinion

In evaluating Kantata, my assessment is drawn from a detailed comparison of features, functionality, support, and overall user experience against other project management tools in the market. Kantata exhibits significant strengths in areas such as real-time collaboration and intuitive task management.

However, when it comes to integrations and customization, it doesn’t quite match some of its competitors. In terms of choosing a project management tool, it's crucial to weigh these aspects carefully. Kantata shines in fostering team collaboration and could be a valuable asset in environments where real-time communication and task tracking are paramount.

Kantata: The Bottom Line

Kantata distinguishes itself through a strong emphasis on real-time collaboration and an intuitive approach to task management. Unlike some other tools, it focuses on simplifying project workflows by centralizing information and enhancing communication among team members. These elements, paired with robust reporting features, make Kantata a noteworthy contender in the realm of project management software.

Kantata Deep Dive

Product Specifications

  1. Task Management - Yes
  2. Project Planning - Yes
  3. Collaboration Tools - Yes
  4. Document Sharing - Yes
  5. Time Tracking - No
  6. Reporting - Yes
  7. Resource Management - Yes
  8. Real-Time Chat - Yes
  9. Notifications - Yes
  10. Milestone Tracking - Yes
  11. Risk Management - No
  12. Issue Tracking - No
  13. Budgeting - No
  14. Custom Workflows - No
  15. Scalability - Yes
  16. Third-Party Integrations - Limited
  17. Mobile Access - Yes
  18. Customer Support - Yes
  19. Security - Yes
  20. API Availability - Yes
  21. Customizability - Limited
  22. User Access Controls - Yes
  23. Dashboard - Yes
  24. Offline Access - No
  25. Calendar - Yes

Kantata Feature Overview

  1. Task Management: Kantata allows for effective task organization, assignment, and tracking, facilitating smooth project execution.
  2. Project Planning: Within Kantata, creating and managing project timelines and schedules is efficient, aiding in keeping projects on track.
  3. Collaboration Tools: Kantata fosters team collaboration through features that support real-time communication and information sharing.
  4. Document Sharing: Secure and straightforward document sharing is possible, ensuring team members have access to necessary files.
  5. Reporting: Kantata’s reporting tools are robust, offering insights necessary for informed decision-making.
  6. Resource Management: It assists in the effective allocation and tracking of project resources, aiding in optimizing project workflows.
  7. Real-Time Chat: The tool ensures immediate communication among team members, which is crucial for project progress and issue resolution.
  8. Notifications: Timely notifications in Kantata ensure that every team member is up-to-date with project developments.
  9. Milestone Tracking: Kantata allows for the setting and monitoring of project milestones, which is essential for project goal tracking.
  10. Dashboard: A centralized dashboard in Kantata provides a quick overview of project statuses and key metrics, aiding in maintaining project oversight.

Standout Functionality

Kantata shines particularly in the realm of real-time collaboration, intuitive task management, and an all-encompassing dashboard. Its real-time chat functionality facilitates immediate communication among team members, unlike some other tools that might rely on external integrations for this.

The task management in Kantata is particularly intuitive, making the organization of work straightforward and efficient. Lastly, the centralized dashboard provides a comprehensive overview of project statuses and vital metrics, which is not always as easily incorporated in similar tools.


Kantata provides limited third-party integrations. It offers an API, allowing for certain custom integrations and functionalities to be added according to the user's needs. No specific native integrations or add-ons significantly extend the platform's capabilities beyond its foundational features.

Kantata Pricing

Pricing upon request.

Ease of Use

Kantata presents a user interface that is relatively intuitive. However, newcomers might face a learning curve to fully navigate and utilize all its functionalities. The organization within the tool is logical, but the absence of some customization options may present limitations in adapting the tool precisely to unique project needs.

Customer Support

Kantata offers a range of customer support options, providing assistance through various channels. However, there might be areas where the responsiveness or the depth of support could see improvement, as the resolution of more complex issues might require more extensive guidance and expertise from the support team.

Kantata Use Case

Who Would Be A Good Fit For Kantata?

Kantata seems well-suited for mid-sized teams in industries like marketing, design, or software development where collaboration is central. Companies focused on improving communication, centralizing information, and enhancing project visibility would find Kantata particularly beneficial.

Its most loyal customers likely appreciate its robust task management and real-time communication features. Professionals who prioritize streamlined task assignments and real-time collaboration in their project workflows would find Kantata aligning with their needs.

Who Would Be A Bad Fit For Kantata?

Organizations looking for extensive third-party integrations, detailed custom workflows, and deep customization might find Kantata less appealing. Larger enterprises with more complex and multifaceted project management needs might find it lacking. It might not be the best fit for industries that require detailed risk, budget, or issue management within their projects. Users who desire extensive flexibility, scalability, and a wide array of native integrations might find Kantata somewhat limiting.

Kantata FAQs

What kind of customer support does Kantata offer?

Kantata provides customer support through various channels, including documentation and direct support.

Does Kantata offer third-party integrations?

Kantata offers limited third-party integrations but does provide an API for custom integrations.

Is real-time chat available in Kantata?

Yes, Kantata supports real-time chat for immediate team communication.

Is there a mobile version of Kantata available?

Yes, Kantata is accessible on mobile devices.

Does Kantata offer time-tracking features?

No, time tracking is not a feature available in Kantata.

Can Kantata handle risk and issue management?

Kantata does not offer specialized features for risk and issue management.

Is offline access available in Kantata?

No, Kantata does not support offline access.

Can workflows be customized in Kantata?

Kantata offers limited options for workflow customization.

Alternatives to Kantata

  • Asana: A popular alternative, better suited for users who prioritize task and workflow customization.
  • Trello: Suitable for those seeking a simple, visually-oriented project management tool.
  • JIRA: Ideal for software development teams requiring detailed issue and project tracking.

Kantata Company Overview & History

Kantata is a project management software company aimed at enhancing team collaboration and project planning. Details such as ownership, notable employees, and headquarters location, as well as the company’s history and specific user companies, might require direct contact with Kantata for the most accurate and up-to-date information.


Kantata emerges as a competent project management tool focused on task management and team collaboration. Its intuitive design, coupled with essential features like real-time chat and a centralized dashboard, make it a worthy contender for mid-sized teams in collaborative industries. The tool shines in facilitating real-time communication and centralized task management.

While it may lack in areas like third-party integrations and detailed custom workflows, its core functionalities hold significant value for the right users. Your choice to use Kantata should align with your specific project management necessities and organizational workflow. Feel free to share your experiences or thoughts on Kantata.

Galen Low
By Galen Low

Galen is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He's also the co-founder of The Digital Project Manager and host of The DPM Podcast.