Accounting Audit Log
A tamper-resistant record of every change made to your accounting data -- who did it, when, and exactly what changed.
Overview
The audit log is an automatic, immutable record that Kantivo maintains behind the scenes. Every time a user creates, edits, or deletes a financial record, the audit log captures the full details of that action. No one can modify or erase audit log entries, including administrators.
This gives you a complete chain of custody over your financial data -- essential for internal controls, tax compliance, and professional accountability.
What Gets Tracked
Kantivo logs changes across all major accounting entities. Each log entry records the action type, the user who performed it, a timestamp, and the before-and-after values of any fields that changed.
| Entity | Actions Logged |
|---|---|
| Transactions | Created, edited, deleted, voided |
| Accounts | Created, renamed, type changed, deactivated, deleted |
| Customers | Created, edited, deleted |
| Vendors | Created, edited, deleted |
| Invoices | Created, edited, sent, voided, deleted |
| Bills | Created, edited, paid, voided, deleted |
| Payments | Received, applied, refunded |
| Settings | Company preferences changed, user roles modified |
What Each Entry Contains
- Timestamp: The exact date and time the action occurred
- User: The username of the person who performed the action
- Action: The type of operation (create, update, delete, void)
- Entity Type: Which kind of record was affected (transaction, account, customer, etc.)
- Entity ID: The specific record identifier
- Before Values: The state of changed fields prior to the action
- After Values: The new state of those fields after the action
Viewing the Log
To access the audit log:
- Navigate to Accountant Tools in the sidebar
- Select Audit Log
- The log displays in reverse chronological order, with the most recent entries at the top
Each row in the log shows a summary of the action. Click any row to expand it and see the full before-and-after field values.
Filtering & Search
For large datasets, use the filtering tools at the top of the audit log to narrow down what you see:
- Date Range: Show only entries within a specific time period (e.g., last month, last quarter, custom range)
- User: Filter by the person who made the change -- useful for reviewing a specific team member's activity
- Entity Type: Show only changes to a specific record type (e.g., only transaction changes, only account changes)
- Action Type: Filter by the kind of operation (created, updated, deleted, voided)
Filters can be combined. For example, you could view all transactions deleted by a specific user during the month of March.
Audit Reports
Beyond browsing the log interactively, Kantivo can generate structured audit reports for formal review:
Change Summary Report
Aggregates audit log activity by entity type and action for a given period. Shows how many transactions were created, how many accounts were modified, how many records were deleted, and so on. Useful for a quick health check of bookkeeping activity.
User Activity Report
Breaks down each user's actions over a date range. If multiple people have access to your books, this report shows exactly who did what and when. Helpful for accountability and for identifying training needs.
Exporting
Audit log data can be exported for external review. Share the export with your CPA, auditor, or tax professional as part of year-end preparation or during an audit engagement.
Compliance & Internal Controls
A robust audit trail is a cornerstone of sound accounting practice. Here is how Kantivo's audit log supports compliance:
Tax Compliance
If the IRS or another tax authority questions a figure on your return, the audit log lets you trace every change that led to the current balance. You can show the original entry, any subsequent edits, and who authorized each change.
Internal Controls
For businesses with multiple bookkeepers or accountants, the audit log provides oversight without requiring constant supervision. Managers can review the log periodically to ensure entries are accurate and authorized.
Fraud Detection
Unusual patterns in the audit log -- such as a user deleting transactions, backdating entries, or making changes outside business hours -- can signal potential issues that warrant investigation.
Who Can Access the Audit Log
The audit log is restricted to users with the Admin role in the company. Managers, accountants, bookkeepers, and viewers cannot access it. This prevents someone from reviewing the log to understand what monitoring is in place and attempting to circumvent it.