Kantivo - Professional Business Accounting

Kantivo

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🔔

Trial

Welcome back!

Business Dashboard

Real-time overview of your business finances

Cash & Banking

Available funds

$0.00

All bank & cash accounts

Outstanding Receivables

Money owed to you

$0.00

Unpaid invoices

Outstanding Payables

Money you owe

$0.00

Unpaid bills

Monthly Activity

Transaction count

This month

Client Base

Active customers

Total active

Quick Actions

📋 Scheduled Tasks

Loading tasks...

📊 Client Dashboard

Viewing client's financial data remotely

Cash & Banking

Available funds

$0.00

Accounts Receivable

Money owed to client

$0.00

Accounts Payable

Money client owes

$0.00

Total Equity

Net worth

$0.00

Customers

Vendors

Accounts

Transactions

Recent Transactions

Loading recent transactions...

📋 Read-Only Access

You have read-only access to this client's books. You can view data but cannot make changes.

Accounts Receivable

Account #93 - Transaction History

Hide Reconciled Order

DATE	PAYEE	REF #	TYPE	MEMO	PAYMENT	DEPOSIT	OFFSET ACCOUNT	BALANCE	R	ACTIONS

Transaction Hub

View and manage all transactions

Quick Actions

Create common transaction types

From Date

To Date

Account

Customer/Vendor

Min Amount

Max Amount

Exact Amount

Match any line ✨

	DATE	NAME	TYPE	DESCRIPTION	REF #	R	ACCOUNTS	AMOUNT	ACTIONS
Loading transactions...

🏦 Bank Reconciliation

Reconcile bank accounts with statement balances

📊 Select Bank Account

Choose the bank account you want to reconcile

Bank Account Reconciliation

Statement Balance: $0.00

Book Balance: $0.00

Reconciled Balance: $0.00

Selected Items: 0 items · $0.00

Difference:

$0.00 ✔

💳 Unreconciled Transactions

0 selected $0.00 | 0 transactions $0.00

Unreconciled

P Pending (current session)

✓ Reconciled (completed)

Outstanding Deposits

0 items $0.00

Outstanding Payments

0 items $0.00

Select All Transactions

⌨️ Shortcuts: Ctrl+A Select all | Enter Complete | Esc Resume Later

Financial Reports

Comprehensive business reporting and analytics

Report Parameters

From Date:

To Date:

As Of Date:

Accounting Method:

Override company's default accounting method for this report

Filter by Class:

Filter by Location:

Filter by Sales Rep:

Display Options:

Hide accounts with zero balance

💾 Memorized Reports

Loading…

Financial Reports

Select a report to generate.

Scheduled Tasks

Manage recurring accounting tasks and reminders

Overdue

Due Today

Upcoming (7 days)

Total Active

Show Inactive

Status	Task Name	Type	Schedule	Next Due	Last Completed	Actions
Loading tasks...

⚡ Automated Jobs RUNS AUTOMATICALLY

Background tasks that run automatically when the app is open — no manual action needed.

Loading automated jobs...

Bank Import

Import and manage bank transactions

🔗 Bank Feeds

🔗 Mapped Bank Accounts LIVE SYNC

Loading mapped accounts...

📋 Unmapped Bank Accounts SETUP NEEDED

Loading accounts...

🏦 Manage Bank Connections (click to collapse)

Use if connections are stuck/broken

🔵 Stripe Financial Connections FALLBACK US ONLY

Connect bank accounts not available through the primary bank feed. Powered by Stripe for secure, direct bank access.

No Stripe-linked accounts yet. Click "Link Bank with Stripe" to connect one.

Transaction Preview & Mapping

Bank Account:

Date Format:

What would you like to do with these transactions?

Stage for review with automatic rule matching, duplicate detection, and invoice/bill linking

Create journal entries immediately using the account mappings below

	Date	Description	Amount	Account Mapping	Vendor/Customer	Match Status

Import History

Date	File Name	Format	Transactions	Status	Actions

Auto-Mapping Rules

Rule Name	Group	Pattern	Account	Priority	Actions

🎯 Transaction Matching

Select All (0 selected)

0 of 0 categorized

Sort by:

No pending transactions. Use the Statement Bucket to import PDF bank statements.

Receipt Scanner & Invoice OCR

Upload receipts or vendor invoices — AI extracts the data and creates transactions or bills automatically

📸

Drop receipt or invoice here

Supports JPG, PNG, PDF — AI extracts vendor, amount, date, and line items

Recent Uploads

Date	Type	Vendor	Amount	Confidence	Status	Actions
No receipts uploaded yet. Click "Scan Receipt" to get started.

Accounting Data Import Wizard

Migrate from QuickBooks or Xero to Kantivo

🪣

QuickBooks Data Import

Choose which phase to begin. Skip phases you've already completed.

Step 1: Select Your Platform

💚

QuickBooks Desktop

IIF/CSV files

🟢

QuickBooks Online

Excel exports

🔵

Xero

Excel exports

📝

Manual

CSV templates

🔧

Utilities

Repair tools

📊

Phase 1: Master Data

Import your accounts, customers, vendors, items, and classes. This creates the foundation for your company data.

📁 Accounts 👥 Customers 🏢 Vendors 📦 Items 🏷️ Classes

💰

Phase 2: Opening Balances (skip if importing full history)

Sets a single snapshot of your balances as of your migration date (use a trial balance or EOY balance sheet). Pair with Phase 3 only if Phase 3 imports transactions dated ON OR AFTER the migration date. If Phase 3 includes pre-migration transactions too, those balances will double (opening snapshot + the same transactions that produced it).

📅 Migration Date ⚖️ Trial Balance

📝

Phase 3: Transaction History

Imports your transactions. Two ways to use it: (a) after a Phase 2 cutover — import only transactions ON OR AFTER the migration date, or (b) for a full history import — skip Phase 2 entirely and set the migration date to a day before your company's very first transaction, then import everything.

📊 Transaction File ✅ Review & Import

🔧

Phase 4: Build Bills & Invoices from History

Recommended after a QuickBooks Online (QBO) journal-export import. Phase 3 imports the journal entries themselves, but the QBO export doesn't include the structured Bill/Invoice records that QuickBooks Desktop exports do. This phase walks your imported journal and builds the matching Bills, Invoices, Bill Payments, and Customer Payments records — pairing payments with the bills/invoices they paid using oldest-first (FIFO) matching.

Why run it: unlocks Pay Bills, the Vendor / Customer Center bill/invoice lists, and the open-AR / open-AP aging reports for QBO-imported data. Safe to skip if you imported from QB Desktop with the detailed-bills option (already handled), or if you're not using these views.

🧾 Bills 💸 Bill Payments 📄 Invoices 💰 Customer Payments

📊 Phase 1: Import Master Data

What you'll import: Chart of Accounts, Customers, Vendors, Items, and Classes. These form the foundation of your company data so transactions in Phase 3 land on the right items and tag with the right classes. Upload only what you have — empty slots are skipped.

📊 Chart of Accounts

📁

Click to upload

👥 Customers

📁

Click to upload

🏢 Vendors

📁

Click to upload

📦 Items

📁

Click to upload

QB Desktop .IIF only

🏷️ Classes

📁

Click to upload

QB Desktop .IIF only

💰 Phase 2: Set Opening Balances

⚠️ Skip this phase if you plan to import FULL transaction history in Phase 3

Phase 2 posts opening-balance journal entries as of your migration date. If Phase 3 then imports transactions dated before that date, your account balances will be doubled (opening balance + the transactions that created it).

Use Phase 2 only if: you're doing a clean cutover — importing no pre-migration-date transactions, and want a single opening-balance entry to represent everything before that date.
Skip Phase 2 if: you plan to import your complete transaction history. The balances will build themselves from the ledger, and no duplicates are possible.

Important: Choose your migration date, then import your trial balance or balance sheet as of that date. This sets your starting balances.

What are you importing?

⚖️ Trial Balance

All accounts with YTD debit/credit balances. Best for mid-year migrations.

📋 Balance Sheet

Assets, liabilities, equity only. Best for year-end. Solves duplicate account name issues. Phase 1 account upload is optional — accounts are auto-created with correct types.

Migration Date *

Your cutover day — the date you're switching from QuickBooks to Kantivo. Phase 2 sets balances AS OF this day (export your trial balance for this date), and Phase 3 should then import only transactions dated on or after it.

💡 Want ALL your QuickBooks history imported instead? Skip Phase 2 entirely, and in Phase 3 set the migration date to a day before your company's very first transaction (e.g., company start date). Your balances will rebuild themselves from the full ledger.

⚖️ Trial Balance File (CSV)

📊

Upload Trial Balance

As of migration date

Preview

Found: 0 accounts

Account Number	Account Name	Debit	Credit	Balance

📝 Phase 3: Import Transactions

Important: Import all transactions AFTER your migration date. Opening balances were already set in Phase 2.

📅 Migration Date

Transactions on or after this date will be imported

💡 Want your ENTIRE QuickBooks history? Set this to a date before your company's very first transaction (e.g., company start date). That way everything gets imported and your balances build themselves from the ledger — no Phase 2 needed.

🚀 Advanced Import Options (QuickBooks Desktop)

Import Bills & Invoices as full records (with proper dates)

Creates actual Bill and Invoice records with correct dates, line items, and payment links. Requires two additional reports from QuickBooks Desktop.
Recommended for businesses that want to continue managing bills and invoices after migration.

📋 Additional Reports Required

📝 How to Export These Reports from QuickBooks Desktop:

Customer Transactions:
Reports → Customers & Receivables → Transaction List by Customer
Set dates → Click "Show Filters" → Remove "Detail Level: Summary Only" → Excel → Export as CSV

Big customer list? QuickBooks caps a single export at 32,768 rows. If your data spans several CSVs, just add them all to the upload box below — together or one at a time — and BizBooks merges them into one import.

Vendor Transactions:
Reports → Vendors & Payables → Transaction List by Vendor
Set dates → Click "Show Filters" → Remove "Detail Level: Summary Only" → Excel → Export as CSV

👥 Customer Transactions (Invoices/Payments)

🪣

Transaction List by Customer

Tip: add several CSVs — all at once or one at a time; they combine

🏢 Vendor Transactions (Bills/Payments)

🪣

Transaction List by Vendor

Tip: add several CSVs — all at once or one at a time; they combine

📝 Transactions File(s)

📝

Upload Transactions

All transactions after migration date

💡 Hit QuickBooks's 32,768-row export limit? Select multiple files at once — we'll merge them.

Transaction Preview

Found: 0 transactions

	Date	Type	Reference	Name	Memo	Accounts	Amount

QuickBooks Import History

Date	Batch Name	Phase	Platform	Records	Status	Actions

Payroll

Run payroll with your provider, then import journal entries in one click

Your Payroll Provider:

▶

Run Payroll

Select a provider above to enable

⬆

Import Journal Entry

Upload payroll CSV from any provider

Recent Payroll Imports

📋

No payroll imports yet

How It Works

▶

1. Run Payroll

Click "Run Payroll" to open your provider and process payroll

📥

2. Export Journal

Download the payroll journal report as CSV from your provider

✅

3. Import & Post

Upload the CSV and balanced journal entries are posted automatically

Works With Any Provider

Select yours above, or use any provider that exports CSV or Excel

Don't have a payroll provider yet?

Choose from top-rated payroll services. Sign up directly with the provider — your contract, your choice, no lock-in.

Gusto ADP Patriot OnPay Square SurePayroll

Payroll Connect

Import payroll journal entries from any provider via CSV or Excel

💰

Import Payroll Journal Entries

Upload a payroll report from your provider to automatically create balanced journal entries

Select Your Payroll Provider

🔴

ADP

🟢

Gusto

🟠

Paychex

💚

QuickBooks

🔵

Patriot

🟣

OnPay

⬛

Square

🔷

SurePayroll

🟡

Rippling

🔹

Wagepoint

📄

Other / CSV

Saved Templates

Pay Period & Payment Date

Period Start

Period End

Payment Date

Upload Payroll Report

📂

Drop your payroll CSV file here

or click to browse — Supports CSV files

Map Columns

Match your CSV columns to payroll fields

Auto-detected mappings are pre-selected. Adjust as needed.

Data Preview (first 5 rows)

Save this column mapping as a template for future imports

Review & Confirm

Verify the journal entries before posting

Journal Entry Preview

Account	Debit	Credit	Description

Employee Breakdown

Employee	Gross	Taxes	Deductions	Net Pay

Notes (optional)

Import History

Client Directory

Manage your customer relationships

0 selected

CLIENT NAME	BUSINESS	PHONE	EMAIL	OUTSTANDING	OVERDUE	ACTIONS

Customer Name

Contact information

Total Outstanding

$0.00

Overdue Amount

$0.00

Total Paid (Lifetime)

$0.00

Open Invoices

📧 Payment Reminders Enabled

Send reminders Before due: Overdue at:

Show only A/R transactions

DATE	TYPE	NUMBER/DESCRIPTION	AMOUNT (USD)	AMOUNT (FOREIGN)	BALANCE OWED	STATUS	ACTIONS
Loading customer history...

Vendor Directory

Manage your supplier relationships

0 selected

VENDOR NAME	BUSINESS	PHONE	EMAIL	BALANCE	ACTIONS

Vendor Name

Contact information

Total Outstanding

$0.00

Overdue Amount

$0.00

Total Paid (Lifetime)

$0.00

Open Bills

DATE	TYPE	BILL #	DESCRIPTION	DUE DATE	AMOUNT	BALANCE OWED	STATUS	ACTIONS
Loading vendor history...

Employee Directory

Manage your workforce and payroll

EMP #	NAME	JOB TITLE	DEPARTMENT	TYPE	PAY RATE	HIRE DATE	STATUS	ACTIONS
Loading employees...

Employee Name

Employee details

Current Pay Rate

$0.00

hourly

Employment Type

Full-Time

Tenure

0 years

Status

Active

Contact Information

Email: -

Phone: -

Address: -

Date of Birth: -

SSN: -

Employment Details

Employee #: -

Job Title: -

Department: -

Hire Date: -

Notes

No notes

Current Compensation

Pay Type: -

Pay Rate: -

Pay Frequency: -

Tax Information

W-4 Filing Status: -

Federal Allowances: -

State Allowances: -

Emergency Contacts

NAME	RELATIONSHIP	PHONE	PRIMARY	ACTIONS
No emergency contacts

Pay Rate History

EFFECTIVE DATE	PAY TYPE	PAY RATE	REASON	RECORDED
No pay history

Documents

Upload File

FILE NAME	TYPE	SIZE	UPLOADED	ACTIONS
No documents

Invoice Center

Manage all invoices across customers

Filter by Customer:

Filter by Status:

From Date:

To Date:

Total Invoices

Total Billed

$0.00

Outstanding

$0.00

Overdue

$0.00

Inv #	Customer	Date	Due	Total	Paid	Bal	Status
Loading invoices...

Bills Center

Manage all bills across vendors

Filter by Vendor:

Filter by Status:

From Date:

To Date:

Total Bills

Total Owed

$0.00

Amount Paid

$0.00

Overdue

$0.00

Bill #	Vendor	Date	Due	Total	Paid	Balance	Status
Loading bills...

Estimates & Quotes

Create estimates and convert them to invoices

Filter by Customer:

Filter by Status:

Total Estimates

Total Value

$0.00

Pending

Converted

Est #	Customer	Date	Expires	Total	Status
Loading estimates...

Purchase Orders

Create and manage purchase orders for vendors

Filter by Vendor:

Filter by Status:

Total POs

Total Value

$0.00

Pending

Converted

PO #	Vendor	Date	Expected	Total	Status
Loading purchase orders...

Products & Services Catalog

Manage your reusable products and services for invoicing

Filter by Type:

Status:

Type	Name	Description	SKU	Unit Price	SSP	Income Account	Taxable	Status	Actions
Loading products...

📦 Inventory Management

Track stock levels across multiple locations

Total Stock Value

$0.00

Products Tracked

Locations

Need Reorder

Location:

Product:

Needs Reorder Only

Product	SKU	Location	On Hand	Allocated	Available	On Order	Avg Cost	Total Value	Reorder Point	Actions
Loading inventory...

Inventory Locations

Location Name	Address	Contact	Phone	Status	Actions
Loading locations...

Memorized Transactions

Manage recurring invoices, bills, and journal entries

Loading memorized transactions...

🧙‍♂️ Accounting Flow Wizard

Get personalized accounting recommendations for your business

🤖

AI-Powered Setup

Answer a few questions about your business and let our AI create a personalized accounting plan with recommended accounts, workflows, and tips.

Includes:

Custom account recommendations
Workflow guidance (invoices, bills, etc.)
Features to use for your business
Daily/weekly/monthly task schedule
Industry-specific tips

10 free AI generations per month

📚

Use Case Templates

Choose from 10 pre-built templates for common business types. Instantly set up accounts and get tips specific to your industry.

Templates Available:

💼 Freelancer 🏪 Retail 🍽️ Restaurant 🔨 Construction 🏠 Property +5 more

No limits - use anytime

📋

Your Saved Plan

View your accepted accounting plan anytime. Regenerate if your business needs change.

Checking for saved plan...

🔧 Advanced Tools

📊

Chart of Accounts Re-Analysis

Analyze your chart of accounts based on actual usage. Find unused accounts, missing common accounts, and optimization opportunities.

📋

Import & Optimize Chart

Paste your chart of accounts from QuickBooks, Xero, or any system. AI will parse, optimize, and suggest the best account structure.

🏛️

Tax Category Mapping

Auto-map your accounts to IRS Schedule C tax lines. Simplifies tax prep and ensures proper categorization.

📊 Your AI Usage This Month

Company Settings

Manage users and company preferences

Jump to:

Show All

🧙‍♂️ Accounting Setup Assistant

Not sure how to set up your accounts? Our AI-powered wizard will ask about your business and recommend the right accounts, workflows, and settings.

What the wizard does:

Asks about your business type and operations
Recommends whether to use invoices and bills
Suggests custom accounts specific to your industry
Provides tips for managing your finances
Can automatically create recommended accounts

Users in This Company

Manage users who have access to this company file. To view all users in the installation, go to System Admin.

License: Loading... | Users: -/- | Companies: -/-

Username	Email	Role	Joined	Last Login	Actions
Loading users...

🏢 Company Information

Company Name:*

Fiscal Year End:

Format: MM-DD (e.g., 12-31 for December 31st)

Email:

Phone:

Address:

City:

State:

ZIP Code:

Tax ID / EIN:

Industry Type:

Company Formation Date:

⚙️ Company Settings

Configure accounting, currency, email, and invoice preferences

Accrual: Record when earned/incurred. Cash: Record when money changes hands.

GAAP: US business default. IFRS: International. FASB ASC 958: US nonprofits. GASB: US state/local governments. Affects report titles, presentation, and equity classification.

Allow Draft Invoices:

When enabled, users can choose to save invoices as drafts (not posted to accounting). When disabled, all invoices are immediately posted to accounting.

Default Invoice Status:

The default status for newly created invoices when "Allow Draft Invoices" is enabled.

Default Income Account for Custom Line Items:

This account will be credited when custom (non-product) line items on invoices are paid. Products/Services created in advance will use their own assigned income accounts instead.

Email Method:

Invoices are sent instantly via Kantivo email servers. No configuration needed.

Reply-To Email:*

When customers reply to invoice emails, replies go to this address

Custom Thank You Page (Optional):

After payment, customers redirect here. Leave blank for default thank you page.

SMTP Server Configuration

SMTP Host:*

Your email provider's SMTP server address

SMTP Port:*

Usually 587 (TLS) or 465 (SSL)

Use SSL/TLS (Port 465)

Check if using port 465, uncheck for port 587

Email Username:*

Your email address or SMTP username

Email Password:*

Your email password or app-specific password

From Name:

Name shown in "From" field (defaults to company name)

From Email:

Email shown in "From" field (defaults to SMTP username)

📝 Popular SMTP Settings:
Gmail: smtp.gmail.com, Port 587, Use app-specific password
Outlook/Office 365: smtp.office365.com, Port 587
Yahoo: smtp.mail.yahoo.com, Port 587

📧 Payment Reminders (Automated)

Enable Automatic Payment Reminders

When enabled, reminders are sent daily at 8:00 AM for invoices approaching or past due date.

🔒 Financial Lock Date

Prevent any transactions from being created or edited on or before the lock date. This protects closed periods without running a full year-end close.

Lock Date:

All transactions on or before this date will be locked from editing.

🎨 Invoice Branding & Customization

Customize how your invoices, estimates, and documents look. Upload your logo, set brand colors, and add custom text.

Company Logo

No logo

PNG, JPEG, SVG, or WebP. Max 2MB. Recommended: 300×100px

Brand Color

Accent Color

Template Style

Show on Invoices

Company Logo Phone Number Email Address Tax ID / EIN Invoice Status (Paid/Unpaid)

Payment Instructions

Terms & Conditions

Thank You Message

Custom Footer

💸 Alternative Payment Methods on Invoices

Show a "Other ways to pay" block on every invoice PDF and email — Zelle, check, ACH instructions, or whatever your customers actually use. Skip the credit-card fees when they pay outside the gateway.

Show this block on invoice PDFs and emails

Only fields you fill in below will appear — leave a section blank and it's hidden.

Zelle

Recipient name:

Email:

Phone:

Check

Make checks payable to:

Mailing address:

ACH / Wire Transfer

Bank name:

Routing number:

Last 4 of account:

Additional instructions:

Other / Custom Instructions

📧 Email Templates & Signature

Customize the emails sent with invoices, reminders, and receipts. Use {{variable_name}} placeholders.

Template Type

Available variables:

Email Subject

Email Body

Email Signature

Appended to all outgoing emails (use {{email_signature}} in templates)

Hide "Sent via Kantivo" from emails

🖨️ Check Printing (Pre-Printed Checks)

Configure how Kantivo prints checks onto pre-printed check stock. Only the variable fields (date, payee, payee address, amount, memo, signature) are printed — the rest of the check is already on your paper.

Signature Image

No signature uploaded

PNG with transparent background works best. Max 2MB.

Print signature image on checks

Sheet Format

1 check per page — standard business check stock 3 checks per page — three pre-printed checks stacked on one 8.5×11 sheet

Check Position on Page

Top — check is on the upper third of the page Middle — check is in the middle of the page Bottom — check is on the lower third of the page

Choose the layout that matches where the check portion sits on your pre-printed stock.

Field Positions (inches from top-left of the check)

Defaults work for most standard US business checks. Use the alignment test page to fine-tune if fields land off-target.

Print the "$" before the amount

Uncheck this if your pre-printed check stock already has a "$" printed next to the amount box, so you don't get a double "$ $".

Print the payee's mailing address on the check

Off by default. Turn this on only if your pre-printed check stock has a dedicated address block (e.g. for window envelopes). When enabled, BizBooks fills in the address from the linked vendor/customer record; adjust the X/Y position in the Field Positions grid above to fit your stock.

Printed Font Size (pt)

Size of the date, payee, address, amount and memo text. Default 12pt. Lower it if text overruns your check's field boxes.

Fill the amount-in-words line with asterisks (****)

Pads the written-out amount with asterisks running up toward the pre-printed "Dollars" so the amount can't be altered — a standard check security practice.

🖨️ Printer Tray Routing

Send each document type to its own printer so it always comes out of the right tray — for example invoices from Tray 1 and checks from Tray 2 — without picking the tray every time.

ℹ️ One-time Windows setup: A printer's tray is chosen by its Windows driver, not by an app. To pin a document type to a tray, add a second copy of your printer in Windows → Printers & scanners, open its Printing Preferences, set its default paper source to the tray you want (e.g. Tray 2 for checks), and give it a clear name like "Checks – Tray 2". Then pick that printer below. Do this once and every check prints from Tray 2 automatically.

🧾 Invoices print to Print automatically without the dialog (silent)

Unchecked: we pre-select this printer but still show the print dialog so you can confirm or change copies.

💵 Checks print to Print automatically without the dialog (silent)

Unchecked: we pre-select this printer but still show the print dialog so you can confirm or change copies.

💾 Company Backup & Restore

Export or import this company's data separately from other companies

📤 Export Company

Create a backup of this company's data only. Includes all accounts, transactions, customers, vendors, and settings for this company.

🪣 Import Company

Restore this company's data from a previous backup. This will replace all existing data for this company.

📁 Available Company Backups

Loading backups...

ℹ️ Company Backup vs Full Database Backup:
• Company Backup (here): Exports/imports only this company's data
• Full Database Backup (Admin Settings): Exports/imports ALL companies, users, and system settings
• Company backups are stored in: backups/ folder

📅 Year-End Close

Close the books for a fiscal year - transfers net income to Retained Earnings

📋 Close a Fiscal Year

This creates a journal entry to close all income and expense accounts to Retained Earnings. After closing, income/expense accounts will show $0 for the closed year.

Fiscal Year End:

📁 Closed Fiscal Years

⚠️ Important:
• Year-end close creates a permanent journal entry
• Income and expense accounts will be zeroed for the closed year
• The net income is transferred to Retained Earnings
• You can reopen a year if needed (reverses the closing entry)

📊 Data Export (CSV)

Export your company data to CSV files for backup, migration, or analysis

📊 Trial Balance Export

As of Date:

Use "Recalculate Balances" if account balances appear incorrect after imports or data changes.

📝 Transaction Export

From: To:

Creates a ZIP file containing all your company data for easy migration to other software

🔗 Payroll Connect

Import payroll journal entries from any provider via CSV or Excel

Payroll Connect works with any payroll service that exports CSV or Excel reports. Simply export from your provider and import here.

ADP Gusto Paychex QuickBooks Payroll OnPay Rippling + any CSV/Excel

💳 Payment Gateway Settings

Accept credit card payments through Stripe or PayPal

📝 Custom Fields

Define custom fields for invoices, estimates, bills, customers, vendors, and transactions

🖥️ Display Mode

Choose how the application displays on Windows 10. Opening in any modern browser avoids a known issue with the built-in viewer on Windows 10.

Default Browser Recommended

Opens in your system default browser (Edge, Chrome, Firefox — whichever is set as default). Any modern browser avoids the Windows 10 display issue.

Firefox

Force-opens in Mozilla Firefox, regardless of your system default. Useful if you want to keep this app separate from your primary browser.

Built-in Viewer

Uses the built-in viewer. Not recommended on Windows 10 — known to cause UI freezing after larger operations (workaround: minimize and restore the window).

👤 My Preferences

Personal tweaks that affect only how the app looks for you on this device. They don't change anything for other users, and the standard behavior is kept by default.

Account dropdown order

Reorder the account-type groups that appear when you pick an account (for example, when splitting a transaction). Use ▲ / ▼ to move a group up or down. Saved on this device.

Default memorized transactions to today's date when created manually

When you click “Create Next” on a memorized template, pre-fill the date with today instead of the next scheduled date. Leave off if you click repeatedly to fill the calendar forward (each click advances to the next due date). The date is always editable. Saved on this device.

🔔 Notification Sounds

Controls the gentle chime and subtle animation on the notification bell at the top of the app. The bell rings on app launch if you have unread items, and any time a new notification arrives while the app is open.

Play a chime when a new notification arrives

Turn off to keep the animation but silence the sound. Setting is saved on this device.

🧊 Anti-Freeze Recovery

On some Windows PCs the app window can occasionally stop responding to clicks and typing after an action. When that happens, this automatically restores it for you — usually without any visible change. Leave it on unless advised otherwise.

Automatically recover if the window stops responding

Recommended. Setting is saved on this device and applies immediately.

🚀 Kantivo Platform Integration

Connect to Kantivo Platform to sync subscriptions, commissions, and payouts with your accounting

🔗

Connect to Kantivo Platform

Enter your Platform API key to sync your subscription business data with your accounting.

Get your API key from the Platform Admin Portal → Settings → API Keys

✓

Connected

Organization Name

Last Sync: Never

MRR

Subscriptions

Pending Comm.

Pending Payouts

📊 Account Mappings

Map Platform transactions to your chart of accounts for automatic journal entries

Sales Revenue Account

Commission Expense Account

Payout Liability Account

Stripe Fees Account

Auto-create journal entries

Automatically record sales, commissions, and payouts in your books

🏷️ Tracking Dimensions

Segment income, expenses, and reports by Class, Location, or any custom dimension you define (Project, Department, Sales Region, etc.). Up to 5 enabled custom dimensions per company. Built-in Class and Location can be disabled but not removed.

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👤 Sales Reps

Track who sold each invoice or estimate, set default commission percentages, and filter reports by rep.

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📄 Invoice Templates

Build invoice and estimate templates with custom field layouts. Hide standard fields you don't need (terms, location, etc.) and add company-specific fields like Booking # or Rep that print on the customer-facing PDF.

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🧩 Invoice Custom Fields

Define custom fields (Booking #, PO Number, Job Site, etc.) that can be added to any invoice template. Header-scope fields appear once per invoice; line-scope fields appear as a column on the line item table.

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🔄 Subscription Plans

Create recurring billing plans for your customers (monthly, annual, etc.)

🔄 Software Updates

Keep Kantivo up to date with the latest features and security improvements

Current Version

Click "Check for Updates" to verify

ℹ️

Version: 1.0.0

Last checked: Never

⚙️ Update Settings

Automatic Updates

Download and install updates automatically

ℹ️ About Updates:

Updates are released regularly with new features and bug fixes
Automatic backup created before each update for safety
Updates require app restart to take effect
All your data and settings are preserved during updates

🌐 Remote Access (VPN)

Access your accounting database securely from anywhere using Tailscale VPN, or connect directly from additional devices on your local network.

New to Tailscale or can't find the admin pages? Open the Tailscale Setup guide →

Bookmarkable URLs for the device list, sharing, and team invites — plus the fix for when the Windows tray icon stops responding.

⚪

Checking Tailscale status...

Detecting if Tailscale VPN is installed and running

🔓 Enable Remote Access

Allow additional devices and team members to connect to this database through Tailscale VPN. This is safe and encrypted.

Remote Access Enabled:

👨‍💼 Accountant Access

Grant your accountant secure access to view and manage your books. Your accountant must have an active Accountant Pro or Accountant Enterprise subscription.

⚠️ Setting up accountant access takes TWO steps — you must complete both

Sending the Kantivo invitation by itself is not enough. Your accountant cannot connect until you have also set up the secure Tailscale connection. Do Step 1 first, then Step 2.

Note: You and your accountant use separate Tailscale accounts. In Step 1 you share access to your computer with them through the Tailscale website.

Set up Tailscale

The secure connection — do this first

You (the client) install Tailscale and sign in with your email.
If prompted to add a second device, install the Tailscale app on your phone to finish setup.
Your accountant installs Tailscale and signs in with their email (separate account).
Share your machine: go to login.tailscale.com/admin/machines → click your computer → Share → enter your accountant's email.

📖 Open the full Tailscale setup guide →

Send the Kantivo invitation

Only after Step 1 is done

Use the “Invite Your Accountant” form below to send the invitation — your accountant receives an email with their invitation code.
Your accountant accepts the Tailscale share email (from Step 1) and enters the Kantivo code to connect.

👇 The invite form is just below this box.

✅ Good to Know:

One-time setup: Once connected, your accountant stays connected until you revoke access.
When connecting: Both Tailscale and Kantivo must be running on your computer for your accountant to connect.
Disconnections are OK: If your accountant disconnects or closes their app, they can reconnect anytime - no new invitation needed.

🔗

Invite Your Accountant

Checking Tailscale status...

⏳ Waiting for Tailscale connection...

The invite form will appear once Tailscale is connected. Make sure Tailscale is installed and running.

📋 Pending Invitations

Invitations waiting to be accepted by your accountant

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✅ Active Accountant Access

Accountants who currently have access to your books

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👨‍💼 Accountant Tools: Client Access

As an accountant with Accountant Pro or Accountant Enterprise subscription, you can connect to your clients' Kantivo installations.

Before accepting an invitation:

Install Tailscale (free) if you haven't already
Accept the Tailscale share invitation from your client (sent via email)
Ensure Tailscale is connected before proceeding

❓ Need help with Tailscale?

🔗 Accept Client Invitation

Enter the invitation code and your client's Tailscale IP to connect to their books.

Client's Tailscale IP:

Invitation Code:

📂 Your Connected Clients

Clients whose books you have access to

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⚠️ Important Notes:

Both you and your client must have Tailscale VPN running to connect
Client data is accessed directly from their installation - it's not stored on your computer
Clients can revoke your access at any time
Your access level depends on what the client granted (Full or Read-Only)

🧪 Beta Program Settings

Get early access to new features and help shape the future of Kantivo

Beta Program

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🧪

Checking your beta program status...

✨ Beta Program Benefits:

Early access to new features before general release
Direct influence on product development through feedback
Priority support for beta-related issues
Recognition as a valued early adopter

🐛 Bug Reporting & Feedback

Help us improve Kantivo by reporting issues or suggesting new features

🤖 Automatic Error Reporting

Automatically send error reports when issues occur. Helps us fix bugs faster. No personal data is shared.

📋 Your Recent Submissions

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ℹ️ How Feedback Works:

Bug reports include system info automatically (with your permission)
Our team reviews all submissions within 48 hours
You'll receive email updates on your reported issues
Feature requests are prioritized based on community votes

🔍 Diagnostics & Log Viewer

View server and browser logs for troubleshooting - useful when reporting bugs

📋 Floating Log Viewer

Monitor logs in real-time while using the app - great for imports and debugging

📊 Live Log Streaming

Captures server and browser logs in real-time. Disable to improve performance.

Max Log Entries: 500

🖥️ Server Logs 0

Connecting to server logs...

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🌐 Browser Logs 0

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📋 Accounting Audit Log

Track all changes to your accounting data — who changed what and when. Every transaction, account, customer, vendor, invoice, and bill modification is logged automatically.

Entity Type

Action

From Date

To Date

Date & Time	User	Action	Entity	Details
Click "Search" to load audit log entries

💬 Discord Community

Connect with other Kantivo users, get support, and stay updated

Connect to Discord

Link your Discord account to join the Kantivo community and get your subscriber badge

🆘

Get Help

Ask questions and get answers from the community

💡

Share Tips

Learn workflows and best practices from other users

📢

Stay Updated

Get notified about new features and updates

🏆

Subscriber Badge

Get recognized with your subscription tier role

Or join the server directly without linking your account →

🔐 System Administration

Manage users, companies, and installation-wide settings

Installation Users (0/0)

Username	Email	Status	Companies	Created	Last Login	Actions
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Installation Companies (0/0)

Company Name	Status	Fiscal Year End	Users	Created By	Created	Actions
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License Information

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💾 Full Database Backup & Restore

Backup ALL companies, users, and system settings together (complete database backup)

ℹ️ Two Types of Backups:
• Full Database Backup (this page): Backs up everything - all companies, users, roles, licenses, and settings
• Company Backup (Company Settings page): Backs up only one company's data for portability

When to use which:
• Use Full Database Backup for disaster recovery, moving to new server, or complete system restore
• Use Company Backup for archiving a company, moving a company to another installation, or testing

Automated Backups

Daily at 2:00 AM • 30-day retention

⚙️

Status: Loading...

Last backup: Checking...

📋 Available Backups

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📁 Backup Location:

Backups are compressed (.gz) PostgreSQL dumps including all companies, transactions, customers, vendors, and settings.

🌐 Network Access Settings

Allow other computers to connect to this database over your local network or Tailscale

Network Access Status

Checking configuration...

🔄

📊 Configuration Checklist

postgresql.conf - Listen addresses ⏳ Checking...

pg_hba.conf - Network access rules ⏳ Checking...

Windows Firewall - Port 5432 ⏳ Checking...

Loading configuration status...

📋 Share These Details With Other Computers

Local IP: Detecting... Tailscale IP: Not detected Port: 5432 Database: bizbooks_pro_db Username: bizbooks_pro_user Password:

••••••••••••

📖 How to Connect Another Computer

Install Kantivo on the other computer
In the setup wizard, select "Connect to existing database"
Enter the connection details shown above
Use the Local IP if on the same network, or Tailscale IP for remote access

⚠️ Manual Setup Required

Some configuration steps require Administrator privileges. You can either:

Option A (Recommended): Close Kantivo, then right-click the app icon and select "Run as Administrator", then click "Enable Network Access" again
Option B: Follow the manual steps below

📋 Manual Configuration Steps (click to expand)

Final Step: Restart PostgreSQL

Open Services (Win+R, type services.msc)
Find "postgresql-x64-18"
Right-click → Restart

🔧 What "Enable Network Access" Does

Configures PostgreSQL to accept connections from other computers
Opens Windows Firewall port 5432 for database connections
Does NOT expose your database to the internet (local network only)

💡 Tip: For automatic setup, close Kantivo and restart it by right-clicking the app icon and selecting "Run as Administrator".

🔗 Tailscale - Remote Network Access

Tailscale creates a secure private network between your computers - even across different locations. Perfect for connecting home and office computers, or accessing Kantivo remotely.

📋 Quick Setup Steps:

Install Tailscale on the server computer (where the database runs)
Install Tailscale on each client computer that needs access
Sign in with the same account on all computers
Use the Tailscale IP address (100.x.x.x) when connecting from client computers

⬇️ Download Tailscale 📖 Installation Guide

💡 Why Tailscale?
Works through firewalls and NAT • No port forwarding needed • Free for personal use (up to 100 devices) • Enterprise-grade security

Client Health Dashboard

At-a-glance health scores for all your client companies — identify issues before they become problems

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Journal Entry Approvals

Review, approve, or reject pending journal entries before they post

Pending Approvals

Recent Approval History

Donor-Restricted Funds

🏢 Fixed Assets & Depreciation

Track assets, calculate depreciation, and auto-post journal entries

TOTAL COST

$0.00

ACCUM. DEPRECIATION

$0.00

NET BOOK VALUE

$0.00

Asset	Category	Purchase Date	Cost	Accum. Dep.	Net Book Value	Method	Actions
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📊 Budget Manager

Create budgets and compare against actual performance

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📈 Project Profitability

Track revenue, costs, and margins across all projects

Total Revenue

$0.00

Invoiced

$0.00

Unbilled

$0.00

Total Hours

Effective Rate

$0/hr

Billable %

Project	Customer	Hours	Budget	Revenue	Invoiced	Unbilled	Rate	Budget Used	Status
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💳 Virtual Terminal

Process credit card payments over the phone or in person

Customer

Select Customer (optional)

Customer Email (for receipt)

Payment Details

Amount ($)

Apply to Invoice (optional)

Description / Memo

Deposit to Account

Card Details

Recent Terminal Payments

No recent payments

Checkout Links

Create shareable payment links for your customers

Total Links

Active

Fixed Amount

Open Amount

Title	Type	Amount	Customer	Status	Created	Actions
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Mileage Tracker

Track business mileage for tax deductions (IRS Standard Rate)

Total Trips

Total Miles

Tax Deductible

$0.70

IRS Rate/Mile

Date	From → To	Distance	Purpose	Category	Deduction	Actions
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Client Retainers

Manage retainer agreements with clients — collect upfront, draw down against balance

Client	Retainer	Amount	Balance	Collected	Drawn	Status	Actions
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Loan Manager

Track loans, view amortization schedules, and record payments with auto-split GL entries

Total Loans

Total Outstanding

$0.00

Total Paid Down

$0.00

Next Payment Due

Loan Name	Type	Lender	Original	Balance	Rate	Payment	Next Due	Status	Actions
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Customer Statements

Generate account statements showing invoices, payments, and balances for your customers

Start Date

End Date

Statement Type

Total Outstanding

$0.00

Customers With Balances

Customer	Email	Open Invoices	Outstanding Balance	Actions
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Journal Entry Approvals

Review, approve, or reject pending journal entries before they post

Pending Approvals

Recent Approval History

Client Health Dashboard

At-a-glance health scores for all your client companies — identify issues before they become problems

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📊 Speed Stats

See how fast your books run and how much you've tracked — measured on your own data

Kantivo PayFlow BETA

Payment requests, approvals & workflow management

Spend by Category

From:

To:

Min $:

Max $:

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Approval Chains

Configure who approves payment requests and in what order

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Portal Users

Manage people who can submit payment requests via the web portal

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Quick Links

Customizable action buttons for fast access to bank portals, payment systems, etc.

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📋 Live Logs

🖥️ Server 0

Connecting...

🌐 Browser 0

Capturing...

📱 Install Kantivo

🔓 Account Recovery

Installation Details

Request Free Trial

🔑 Forgot Password

🔐 Reset Password

⚠️ Reset Installation Data

🏢 Company Manager ! Update available v—

🆕 Create New Company

📂 Select Existing Company

📋 Skipped Transactions Report

🔧 Import Utilities

🔁 Import Memorized Transactions from QuickBooks

🔧 Fix Duplicate Account Names

📊 Reconciliation Session Details

🔄 Resume Reconciliation

📅 Year-End Close Required

👥 Import Sales Reps from QuickBooks

🧳 Travel: Backfill Sales Reps & Synthesize Bookings

💰 Backfill Gross Trip Cost from QB Invoices

⚠️ License Limit Exceeded

👥 Deactivate Users

🏢 Archive Companies

📄 Create Invoice from Time Entries

📋 Billing Detail — Internal Use Only

Recent Transactions

Quick Actions

📊 Select Bank Account

Bank Account Reconciliation

💳 Unreconciled Transactions

📄 Enter Statement Information

➕ Add Adjustment

📈 Reconciliation History

💾 Memorized Reports

Financial Reports

⚡ Automated Jobs RUNS AUTOMATICALLY

🔗 Bank Feeds

🎯 Transaction Matching

Recent Uploads

Upload Receipt

Review Extracted Data

Document Preview

QuickBooks Data Import

Phase 1: Master Data

Phase 2: Opening Balances (skip if importing full history)

Phase 3: Transaction History

Phase 4: Build Bills & Invoices from History

🩹 Resolve Import Suspense Accounts

No suspense accounts found

Recent Payroll Imports View All

How It Works

Works With Any Provider

Don't have a payroll provider yet?

Import Payroll Journal Entries

Map Columns

Review & Confirm

Import History

Estimates

Active Subscriptions

Scanned Receipts & Invoices

Contact Information

Employment Details

Notes

Current Compensation

Tax Information

Emergency Contacts

Pay Rate History

Documents

Inventory Locations

AI-Powered Setup

Use Case Templates

Your Saved Plan

🔧 Advanced Tools

Chart of Accounts Re-Analysis

Import & Optimize Chart

Tax Category Mapping

📊 Your AI Usage This Month

SMTP Server Configuration

Connect to Kantivo Platform

Connected

🏢 Company Manager v—

Recent Payroll Imports