Smartsheet vs. Kantata: Comparison & Expert Reviews For 2025
Smartsheet is a cloud-based project management and collaboration tool that combines the familiarity of spreadsheets with advanced project management features.
Kantata (formerly Mavenlink) is a web-based work management platform designed for professional services organizations. It offers resource management, project management, financial management, team collaboration, and business intelligence features.
Smartsheet offers a flexible platform for managing projects and workflows, while Kantata provides tailored solutions for professional services teams. The main difference between the two lies in their target audiences and specialized features.
In this article, we'll compare the tools and their features, pros and cons, pricing, and more to help you choose the best project management software for your work.
Smartsheet vs. Kantata: An Overview
Smartsheet
Kantata
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Smartsheet vs. Kantata Pricing Comparison
| Smartsheet | Kantata | |
|---|---|---|
| Free Trial | 30-day free trial | Free demo available |
| Pricing | From $9/user/month (billed annually) | Pricing upon request |
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Get Expert AdviceOpens new windowSmartsheet pricing is based on a subscription model with tiered plans and a User Subscription Model that simplifies user types into Members (paid users), Guests, and Viewers. Provisional Members can access full features temporarily before a reconciliation period determines if a paid license is necessary.
In contrast, Kantata pricing is customized based on factors like team size, usage, required features, and support needs, which can lead to variable costs.
To select the appropriate pricing plan for your team, consider the total cost of ownership, including potential hidden fees such as add-ons or premium support. Evaluate how well each tool's features align with your team's specific project management needs.
Smartsheet vs. Kantata Feature Comparison
| Smartsheet | Kantata | |
|---|---|---|
| API | ||
| Billing/Invoicing | ||
| Budgeting | ||
| CRM Integration | ||
| Calendar Management | ||
| Contact Management | ||
| Dashboards | ||
| Dependency Tracking | ||
| Document Management | ||
| Document Sharing | ||
| Expense Tracking | ||
| External Integrations | ||
| File Sharing | ||
| Forecasting | ||
| Gantt Charts | ||
| Inventory Tracking | ||
| Kanban Boards | ||
| Project Management | ||
| Resource Management | ||
| Status Notifications | ||
| Task Scheduling/Tracking | ||
| Time Management | ||
| Workflow Management |
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Get Expert AdviceOpens new windowSmartsheet's Gantt charts and automated workflows enable teams to efficiently track project timelines and streamline repetitive tasks and subtasks, which makes it suitable for complex project planning. Its visual project planning tools help teams break down large initiatives into manageable phases, while built-in automation features can trigger alerts, status updates, or task assignments to reduce manual follow-ups.
In contrast, Kantata's resource management tools are designed to optimize team allocation and ensure project delivery within professional services, offering valuable insights into team capacities and project forecasts. It includes professional services automation, time tracking, and invoicing to streamline billing processes, improve utilization rates, and ensure accurate, timely compensation for client work.
Both tools offer the key features of project management including workflow management, task management, milestone tracking, task dependencies, Kanban boards, portfolio management, templates, file sharing, expense tracking, dashboards, and real-time notifications. Both tools also offer a mobile app, available on Android and iPhone.
Overall, Smartsheet excels in project visualization, while Kantata offers a customized approach to resource management, with each tool addressing unique needs.
Smartsheet vs. Kantata Integrations
| Integration | Smartsheet | Kantata |
| Microsoft Office 365 | ✅ | ✅ |
| Google Workspace | ✅ | ✅ |
| Salesforce | ✅ | ✅ |
| Slack | ✅ | ✅ |
| Brandfolder | ✅ | ❌ |
| Jira | ✅ | ✅ |
| QuickBooks | ❌ | ✅ |
| HubSpot | ✅ | ✅ |
| API | ✅ | ✅ |
| Zapier | ✅ | ✅ |
Smartsheet offers integrations with Microsoft 365 and Google Workspace that enable seamless synchronization of tasks and calendars. The platform's integration with Brandfolder also allows users to attach digital assets directly to sheets or rows, which helps enhance asset management within projects.
Kantata's integration with QuickBooks facilitates efficient tracking of financial details within projects, streamlining budget and expense management. Additionally, Kantata offers API and Zapier support, which provides flexibility for various operational needs.
Both tools provide essential integrations but cater to different operational requirements. Smartsheet excels in project and asset management within Microsoft and Google environments, while Kantata offers comprehensive financial tracking and CRM integrations that are suitable for service-oriented businesses.
Smartsheet vs. Kantata Security, Compliance & Reliability
| Factor | Smartsheet | Kantata |
| Data Encryption | Encrypts data both in transit and at rest using AES-256 and TLS 1.2/1.3. | Encrypts data in transit using TLS 1.2 and at rest using AES-256. |
| Regulatory Compliance | Complies with GDPR, ISO/IEC 27001:2013, SOC 2 Type II, FedRAMP (Tailored), and HIPAA (with BAA). | Complies with GDPR, SOC 2 Type II, and EU–US Data Privacy Framework. |
| Access Controls | Provides role-based access controls, including user, group, and project-level permissions. | Offers customizable access permissions including project- and role-based controls for internal and external users. |
Smartsheet and Kantata both offer comprehensive security and compliance features, but Smartsheet's broader certification coverage could be a deciding factor.
When choosing between the two, consider your organization's specific regulatory landscape. Smartsheet may appeal to businesses requiring wider compliance assurances, while Kantata remains a strong choice for services-focused teams managing sensitive client data.
Smartsheet vs. Kantata Ease of Use
| Factor | Smartsheet | Kantata |
| User Interface | Resembles a spreadsheet, which can be initially challenging to navigate. However, it offers powerful features once users become familiar with it. | Presents a relatively intuitive interface. Nevertheless, newcomers might face a learning curve to fully navigate and utilize all its functionalities. |
| Onboarding | Provides onboarding resources through Smartsheet University, which offers self-paced eLearning courses and certifications to help users understand how Smartsheet works. | Offers a comprehensive onboarding experience with training resources, including a searchable video library and self-paced eLearning courses. Customization may be needed for specific organizational needs. |
| Support | Provides help documentation and community support. Direct contact with customer support is available through various channels, including in-app chat and phone support, depending on the user's plan. | Has a strong support system that offers assistance through a comprehensive knowledge base, in-app help, and other resources. |
Smartsheet can be challenging to navigate due to its spreadsheet-like interface, but it becomes powerful once you become familiar with it. Conversely, Kantata's user-friendly design is offset by a learning curve for new users. To evaluate these tools, consider how quickly your team can adapt to the interface and leverage support resources to ensure a smooth transition.
Smartsheet vs Kantata: Pros & Cons
Smartsheet
- Gives your team a lot of flexibility with how you set up sheets, dashboards, and workflows
- Proofing and approval tools can help you better collaborate with your team
- Handles complex projects and cross-team coordination better than most tools
- It takes time to set up and isn’t very intuitive for new users
- Interactive spreadsheets don’t automatically sync changes
- You can’t easily build simple task lists without doing extra setup
Kantata
- The platform improves collaboration with real-time updates and visibility across projects.
- Resource planning features help you allocate team members effectively and avoid burnout.
- Kantata's task management is intuitive, making it easy for your team to keep projects on track.
- Reporting capabilities could be more customizable to fit diverse project needs.
- Advanced features might be overwhelming for smaller teams or those new to project management tools.
- Some users find the interface needs time to get used to, which may slow initial productivity.
Best Use Cases for Smartsheet and Kantata
Smartsheet
- Marketing Teams You can manage campaign timelines, creative approvals, and content calendars in one place using built-in forms, reminders, and dashboards.
- Construction Projects Smartsheet is great for tracking tasks, permits, and inspections across vendors and crews using Gantt charts and status columns.
- PMO Departments You get a clear portfolio view of all your projects, timelines, and risks with built-in reports and resource views.
- Healthcare Operations Smartsheet helps you track compliance tasks, training, and onboarding with audit-ready logs and approval workflows.
- IT Teams Smartsheet is useful for managing system rollouts, support requests, and change logs with forms, automations, and sheet linking.
- Mid-Sized Companies You get just enough structure to scale your operations without needing a full custom solution or enterprise buildout.
Kantata
- Consulting firms Kantata helps you manage multiple client engagements with its comprehensive project tracking and billing features.
- Marketing agencies It supports you with resource planning and time tracking, which are essential for managing creative projects effectively.
- IT services Kantata's detailed project financials and billing capabilities make it a strong choice for IT project management.
- Finance departments Kantata's billing and financial tracking features help you maintain oversight on project profitability.
- HR departments With its resource planning capabilities, Kantata helps you effectively manage and allocate your team’s workload.
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Get Expert AdviceOpens new windowWho Should Use Smartsheet, and Who Should Use Kantata?
In my opinion, Smartsheet is well-suited for teams that prefer a spreadsheet-like interface and require strong project tracking and workflow automation. Its features include customizable dashboards, automated workflows, and real-time collaboration tools. Industries such as construction and marketing often benefit from Smartsheet's capabilities.
On the other hand, Kantata is designed for professional services and consulting firms that need specialized resource management and financial tracking. It provides features such as real-time resource scheduling, financial management tools, and project tracking capabilities. Kantata is particularly beneficial for industries like consulting, IT services, and engineering.
Differences Between Smartsheet and Kantata
| Smartsheet | Kantata | |
|---|---|---|
| Automation | Automates workflows with triggers and conditional paths | Offers automation features, but focuses on project-specific workflow customizations. |
| Onboarding | Has limited onboarding and relies on a knowledge base and community support | Includes dedicated onboarding services, client success managers, and in-depth training resources |
| Pricing | Uses a tiered subscription model with potential extra fees | Pricing is customized based on specific needs and services |
| Resource Management | Provides basic resource tracking via Gantt charts and workload views | Excels at resource management with advanced capacity planning |
| User Interface | Looks like a spreadsheet, which is ideal for those familiar with Excel | Offers a more intuitive interface tailored for services management |
| Visit SmartsheetOpens new window | Visit KantataOpens new window |
Similarities Between Smartsheet and Kantata
| Collaboration | Both platforms are designed to support teamwork and collaborative project execution. |
|---|---|
| Customizable Workflows | Both platforms enable you to create custom workflows tailored to your team's processes. |
| Data Security | Both platforms prioritize data security, employing encryption and compliance with standards like GDPR to protect your data. |
| Integrations | Both platforms integrate with popular tools like Microsoft Office 365 and Salesforce, allowing seamless connections to your existing systems. |
| Reporting | Both platforms provide strong reporting capabilities that allow you to generate detailed reports to track progress and performance. |
| Visit SmartsheetOpens new window Visit KantataOpens new window | |
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