Administration
Control who has access, customize your company profile, configure networking, and manage your Kantivo license -- all from a single settings area on your desktop.
User Management
Adding Users
Because Kantivo runs on your local machine backed by PostgreSQL, user accounts are stored entirely on your computer. To bring someone new onto the system:
- Open Settings and select Users
- Press Add User
- Provide a username, email address, and initial password
- Assign the appropriate role (refer to the roles table below)
- Press Create User to finalize
Deactivating Users
When a team member no longer needs access, deactivation locks their login while keeping their complete transaction history intact for auditing purposes.
Roles & Permissions
Kantivo ships with five predefined roles. A user can hold a different role in each company, giving you fine-grained control across multiple businesses:
| Role | Permissions |
|---|---|
| Admin | Unrestricted access -- user management, system settings, and every accounting feature |
| Manager | Complete accounting capabilities plus the authority to approve transactions |
| Accountant | Full accounting operations without the ability to manage users or system settings |
| Bookkeeper | Transaction entry and basic reporting only |
| Viewer | Read-only visibility into reports, balances, and transaction history |
Company Settings
Tailor the profile information that appears on your invoices, estimates, and printed reports:
- Company Name - Displayed on every document and report Kantivo generates
- Address - Your official business mailing address
- Phone/Email - Primary contact details for your organization
- Logo - Upload a graphic file to brand your outgoing documents
- Fiscal Year - Define your accounting year-end date for accurate period reporting
License Management
Keep track of your Kantivo subscription status and feature entitlements:
- See which tier you are currently on and the features it includes
- Verify when your license expires
- Input a new license key when you renew or upgrade
- Move to a higher tier to unlock additional capabilities
Network Access
Kantivo supports multi-user access. Allow colleagues on your local network to connect to the same instance:
- Navigate to Settings > Network Access
- Press Enable Network Access
- Other machines on your network can then reach Kantivo using your computer's IP address
Email Settings
Choose how Kantivo delivers invoices and other documents to your clients:
- Default Email: Opens the recipient's preferred email application on their machine
- SMTP: Dispatches messages directly from Kantivo without needing an external mail client
- Your SMTP host address
- Port number (587 is standard for TLS)
- Authentication credentials (username and password)
- The "From" address that recipients will see
Accountant Access
Provide your external accountant or bookkeeper with secure, credential-free entry into your financial data. Your login details are never shared.
How It Works
- Generate a unique invitation code from within Kantivo
- Deliver the code to your accountant through any channel -- email, messaging, or phone
- Your accountant enters the code in their own Kantivo installation
- A secure connection is established and they gain access to your books
Creating an Invitation
- Open Settings > Accountant Access
- Type in the email address of the professional you are inviting
- Select the permission level:
- Full Access - Permits viewing and editing of transactions, invoices, and other records
- Read-Only - Allows inspection of reports, balances, and history without modification rights
- Press Create Invitation
- Copy the resulting code and forward it to your accountant
Managing Access
- Pending Invitations: Codes that have been generated but not yet redeemed
- Active Access: Professionals who are currently linked to your company data
- Revoke: Terminate access instantly -- the accountant is disconnected the moment you confirm