The best alternative to Kantata
Kantata is software for running a professional services firm. Tallyfy is for the client work you deliver the same way each time, like onboarding or monthly reviews.
- Guests - Clients complete their steps as free guests, through a secure link with no login
- Design - We invented Workflow Made Easy ®
- AI - AI can complete single steps in a process you set up
- Support - Get expert 1:1 help free, for life
People ❤️ Tallyfy
Simple for everyone. Powerful enough for pros.
"We can finally delegate work with confidence and focus on growing the business.
"A paper-based approval for critical purchases could take a couple of days before if someone was waiting for a director to be available for a signature. Now approvals are often completed in minutes.
"Tallyfy has been transformative for us. It's reduced manual errors, sped up processes like onboarding, and helped us document workflows that are critical as we grow. The ability to track tasks and aggregate them in one place saves us so much time and ensures that nothing falls through the cracks.
"It has become a regular thing that people say 'put that in Tallyfy'. They know it by name. It has become the executive approval tool for our company. We have bi-weekly Tallyfy calls where we review what needs approval and what is pending - it keeps everyone aligned.
"Tallyfy is intuitive, fun and visually appealing. We can quickly gather every detail we need from our client in order to finish it on time. All the documents, specific details and comments are in one place.
"It used to take us two days to run monthly client campaigns, now, with the help of Tallyfy, we complete them in just a few hours!
"Tallyfy is a very reliable way to delegate and track tasks with confidence. It has taken the guesswork out of the equation and has helped our team focus on delivering a service within deadlines. Thank you for making my life much easier!
"Tallyfy has revolutionized how we manage our marketing projects at West Community Credit Union. It allows us to quickly launch tailored campaigns and track every moving part, ensuring nothing falls through the cracks. The ease of creating flexible, repeatable processes has saved us significant time and improved team collaboration.
"Tallyfy transformed how we manage client onboarding and policy renewals. It eliminated inefficiencies, reduced meeting times from hours to minutes, and helped us avoid costly penalties by automating key processes. We now have full visibility over tasks, and I no longer need to chase down updates - it's all right there.
"With Tallyfy, we have seen clarity in our processes as well as any bottlenecks. Tallyfy would be a good fit for any company that has a design, approval and implementation process that needs to have a quick turn around and that is growing fast.
"When asked for an update on a pending request, I would have had to look through several email threads, make phone calls, and often have to wait for a reply to give an accurate update. I can now go into Tallyfy and view all of the information in one place. In two seconds, I am able to update the requestor on the status of their order.
"Tallyfy has helped our team streamline the efficiency of our processes. We now have smooth processes from beginning to end - without any steps being forgotten or skipped.
"Our clients and team sail through the Tallyfy process - there is no need for clients to log in, there is one link for everything they need to do, everything saves in real-time - it all works incredibly well! I can't imagine scaling our agency without Tallyfy.
"If you want to be efficient and scale your business then Tallyfy is the way go. There is no question about it.
"Routing multiple documents is far quicker and there's immediate accountability and oversight. After switching to Tallyfy, routing documents and layouts went from taking over a week to taking just 2-3 days.
"We can finally delegate work with confidence and focus on growing the business.
"A paper-based approval for critical purchases could take a couple of days before if someone was waiting for a director to be available for a signature. Now approvals are often completed in minutes.
"Tallyfy has been transformative for us. It's reduced manual errors, sped up processes like onboarding, and helped us document workflows that are critical as we grow. The ability to track tasks and aggregate them in one place saves us so much time and ensures that nothing falls through the cracks.
"It has become a regular thing that people say 'put that in Tallyfy'. They know it by name. It has become the executive approval tool for our company. We have bi-weekly Tallyfy calls where we review what needs approval and what is pending - it keeps everyone aligned.
"Tallyfy is intuitive, fun and visually appealing. We can quickly gather every detail we need from our client in order to finish it on time. All the documents, specific details and comments are in one place.
"It used to take us two days to run monthly client campaigns, now, with the help of Tallyfy, we complete them in just a few hours!
"Tallyfy is a very reliable way to delegate and track tasks with confidence. It has taken the guesswork out of the equation and has helped our team focus on delivering a service within deadlines. Thank you for making my life much easier!
"Tallyfy has revolutionized how we manage our marketing projects at West Community Credit Union. It allows us to quickly launch tailored campaigns and track every moving part, ensuring nothing falls through the cracks. The ease of creating flexible, repeatable processes has saved us significant time and improved team collaboration.
"Tallyfy transformed how we manage client onboarding and policy renewals. It eliminated inefficiencies, reduced meeting times from hours to minutes, and helped us avoid costly penalties by automating key processes. We now have full visibility over tasks, and I no longer need to chase down updates - it's all right there.
"With Tallyfy, we have seen clarity in our processes as well as any bottlenecks. Tallyfy would be a good fit for any company that has a design, approval and implementation process that needs to have a quick turn around and that is growing fast.
"When asked for an update on a pending request, I would have had to look through several email threads, make phone calls, and often have to wait for a reply to give an accurate update. I can now go into Tallyfy and view all of the information in one place. In two seconds, I am able to update the requestor on the status of their order.
"Tallyfy has helped our team streamline the efficiency of our processes. We now have smooth processes from beginning to end - without any steps being forgotten or skipped.
"Our clients and team sail through the Tallyfy process - there is no need for clients to log in, there is one link for everything they need to do, everything saves in real-time - it all works incredibly well! I can't imagine scaling our agency without Tallyfy.
"If you want to be efficient and scale your business then Tallyfy is the way go. There is no question about it.
"Routing multiple documents is far quicker and there's immediate accountability and oversight. After switching to Tallyfy, routing documents and layouts went from taking over a week to taking just 2-3 days.
What switching from Kantata saves
What busywork costs your company
per week
per year
over 5 years
A board rebuilt by hand can come out different
Every run you launch from a Tallyfy template starts with the same steps.
Tallyfy vs. Kantata
Tallyfy runs recurring processes, such as onboarding and approvals.
The alternatives
Project and task management tools
When you edit a Tallyfy template, every process launched after that follows the new version.
AI readiness comparison
How Kantata and Tallyfy compare on AI-native capabilities
A run can start by hand, from a form, or when a task in another process is completed. Tallyfy has a live MCP server with 100+ tools that connects to ChatGPT, Claude, Google Gemini, and Microsoft Copilot Studio.
Which tool is right for you?
Tallyfy is best for
- Services firms that deliver the same work to many clients
- Handoffs from sales to the delivery team
- Operations teams that want processes without a full PSA system
- Teams that bring clients into steps as free guests
Consider Kantata for
- Large services firms that schedule staff across projects
- Firms that bill by the hour and track time in detail
- Firms that want their PSA inside Salesforce, with Kantata SX
- Firms with staff to set up and run the system
Here's why people don't like Kantata
This is third party content sourced from the public web. You can verify this content if you wish. See our disclaimer and citations section below.
" The implementation was not well executed. We basically had to figure it out on our own. The "integrations" through their 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.[1] "
" The platform is a complete failure. It's 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.[2] "
" It's very frustrating when you need to allocate the same amount of time per user across a long period. You have to go in individually to each week to add that time. Interface is sluggish and lacks real time reporting. With the price tag, the team is forced to learn it and integrate it themselves which in turn results in improper use of the tool.[3] "
" The product is very complex and requires a steep learning curve. Certain features are very difficult to use.[4] "
" What I like the least about Kantata is their customer support service isn't the greatest and the software has days where it runs slowly.[5] "
" I don't like the limitations on setting boundaries on projects. Kantata requires much more manual work than our last CRM in the invoicing and expense categories. There are some things that just don't make sense to me, like having the ability to mark expenses as paid. We've had to create a tracking system outside of Kantata in order to deal with expenses. I also don't like that administrators can't update/edit expenses. ...[6] "
" Customer support doesn't always understand the ask fully, and often need to get referred higher up. Insights/Reporting is a powerful tool, but lacking some of the training to go with it and how best to use. ...[7] "
" The only dislikes I have now are the fact that checklist items don't have to be checked off to mark a task complete, the system doesn't send out follow-up or reminder notifications/emails to remind members when a due date is coming up, if a due date is missed, or if a comment/tag hasn't been responded to in a certain amount of time. Finally, the mobile platform/site is not good.[8] "
" The biggest issue with Kantata is the lack of intuitive design. Simple tasks take multiple steps and the workflow doesn't feel natural. Integration with other tools is limited and often requires workarounds. For the price point, we expected much better functionality.[9] "
" The expense report tool doesn't work for organizations with global employees because Mavenlink only calculates expenses in a single currency, making it problematic for companies with international operations. This is a significant limitation for any business operating across borders.[10] "
" The platform is laggy, particularly when we have a lot of users in at once. It is cumbersome and tough to get reporting out of. Bugs stand forever and it is not easy to use and navigate for first-time users.[11] "
" Reporting is quite complex and not easy to learn. The inability to pull customized reports into an automated report without dropping data is a significant limitation. Building your own report metrics requires a bit of a learning curve that many users struggle with.[12] "
Expect sales calls and unpredictable costs. Hard to budget or compare.
See Tallyfy's transparent pricing insteadTallyfy might not be right for you if...
- Not a PSA tool, so no resource scheduling or billing
- Not built for projects that are new every time
- No timesheets: you can log time by adding a number field to a task
- Doesn't run inside Salesforce, as Kantata SX does
Run each client the same way
Build the process once and track every run
| Status | Step | Assignee | Deadline |
|---|---|---|---|
| Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next | 1. Document | TM Team member | |
| Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next | 2. Track why this works | AI AI agent | |
| Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next | 3. Improve | TM Team member |
Why Tallyfy is the AI control layer
Set up
Define the recipeLay out your steps, deadlines, and who does each: a person, AI, or a rule.
Run
People + AI togetherLaunch in one click. AI does the routine steps; people approve. No glue code.
Track and improve
Audit and learnWatch every step live, then refine - a gradual shift, never a total redo.
Tallyfy does not charge for basic services
Need help? Onboarding and 1:1 support are free for life, and you can book as many 25-minute screen-sharing calls with our experts as you need.
Book a call
Tallyfy is secure, proven and enterprise-grade
API & Webhooks
Free SSO
Legal & Procurement
Integration hubs
AI & Automation
BI & Data export
Triggers & Forms
Plus Google Drive, Dropbox, SharePoint, Box, and many more via integrations.
Switching from Kantata to Tallyfy
In our experience, teams move their main processes in 2-3 weeks
Sort your work into one-off projects and repeat processes
Write down each repeat process, or gather the documents you already have
Save each one as a Word or PDF file and upload it; Tallyfy's AI turns it into a template
Choose who does each step and when it's due
Launch the first runs with your team and adjust as you go
Frequently Asked Questions
What is Kantata used for?
What exactly is Tallyfy?
Should a services firm use a process tool or a project tool?
Does Tallyfy price differently by country?
How does Tallyfy handle process improvement?
How does AI work in Tallyfy?
What should I check before buying Kantata?
How can I see what customers say about Tallyfy?
Is setup help included?
How do I get started with Tallyfy?
Can I see who did each step for a client?
Can a new client's process start on its own?
References and Citations
- [1] Kantata reviews on Capterra (February 2025)
- [2] Kantata reviews on Capterra (February 2025)
- [3] Kantata reviews on Capterra (February 2025)
- [4] Kantata reviews on Capterra (February 2025)
- [5] Kantata reviews on Capterra (February 2025)
- [6] Kantata reviews on Capterra (February 2025)
- [7] Kantata reviews on G2 (February 2025)
- [8] Kantata reviews on G2 (February 2025)
- [9] Kantata reviews on TrustRadius (February 2025)
- [10] Kantata reviews on Capterra (January 2025)
- [11] Kantata review on SoftwareForPM (January 2025)
- [12] Kantata review on SoftwareForPM (January 2025)
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Pick one process. Run it this week.
Start with the one your team repeats most, and stop chasing it.
DISCLAIMER OF AFFILIATION, ACCURACY & LIABILITY
This page is an independent, good-faith comparative review prepared by Tallyfy, Inc. ("Tallyfy") and is based on publicly available information, third-party reviews, and vendor materials current as of October 2026. The content is offered "AS IS" for general informational purposes only and does not constitute professional, technical, or legal advice.
- • No Affiliation. Tallyfy is not affiliated with, endorsed by, or sponsored by Kantata, Inc.. "Kantata" and related logos are trademarks or registered trademarks of Kantata, Inc.; all such marks appear solely for nominative, comparative reference permitted under the Lanham Act and the doctrine of nominative fair use.
- • Dynamic Information. Features, service levels, and pricing change frequently and may have changed since the compilation date. Users should verify current offerings directly with each vendor before making purchasing decisions.
- • Opinion & First-Amendment Protection. All statements constitute Tallyfy's opinion or commentary, which is protected speech when truthful and non-misleading.
- • No Warranties; Limitation of Liability. Tallyfy disclaims all warranties, express or implied, including accuracy, completeness, merchantability, and fitness for a particular purpose, and will not be liable for any loss or damage arising from reliance on this content.
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