Client Health Scores

Kantivo continuously evaluates every client's books and ranks them by who needs you most. Open Accountant Tools and the at-risk clients are already at the top of the list — no per-client poking around required.

Overview

Client Health Scores lives inside Kantivo's Accountant Tools. Every client company you have access to is graded on six bookkeeping signals and assigned a composite score between 0 and 100, paired with a red/yellow/green status badge. Nothing to enable, nothing to configure — open Accountant Tools and you see your whole practice at a glance.

Available to any user holding an Accountant or Admin role. Companies only appear in your list if you've been granted accountant access to them.

Tip: Don't see a client you expect to? Ask them to invite you as an accountant user in their company's Kantivo settings.

The Six Signals

Each client's composite score is built from six independent bookkeeping checks. A clean 100 means every signal is green; the score drops in proportion to the size and severity of problems found.

Signal	What Kantivo checks	Trigger threshold
Bank reconciliation	Whether connected accounts are being reconciled on cadence	30+ days since last completed reconciliation
Uncategorized transactions	Imports or entries with no GL account assigned	Any uncategorized entry in the register
Past-due invoices	Customer invoices that have blown their due date	1+ day past due
Unfiled receipts	Receipts uploaded but not yet matched to a transaction	Any unattached receipt in the inbox
Days since activity	How long since anyone touched the books	14+ days of zero recorded activity
Bills pending review	Vendor bills entered but not yet approved or paid	Any bill sitting in pending status 7+ days

Magnitude matters: 15 uncategorized transactions costs more points than 1. The final score tells you not just whether something is wrong but how serious it is.

Note: Scores reflect the current state of the books at page-load time. Kantivo doesn't store historical scores, so you can't pull up last week's number — but a click on the refresh button always gives you live data.

Color Indicators

Each client row carries a colored status badge so you can scan the list without reading individual numbers.

Green — In good shape

Green All six signals are within tolerance. Nothing for you to do right now.

Score: 80–100
Bank accounts reconciled inside 30 days
Zero uncategorized transactions
No past-due invoices, no stale receipts, recent activity, no aging bills

Yellow — Watch list

Yellow One or more signals are slipping. Nothing on fire yet, but worth a check-in this week.

Score: 50–79
A handful of uncategorized items, a freshly overdue invoice, or mild inactivity

Red — Needs attention

Red Material problems. Multiple signals failing or one signal badly out of bounds.

Score: 0–49
Common causes: unreconciled accounts, large uncategorized backlog, several past-due invoices, or extended client inactivity

Tip: Start every day with the Red list. A score that dropped sharply overnight usually means a new batch of imports came in uncategorized — easy fix once you see it.

Sorting & Filters

By default, the list is sorted worst-to-best so the clients needing the most help are always on top. Within each color band, the lowest score appears first.

Re-sorting

Click any column header to change the sort. A second click reverses direction. Sort options:

Health score
Client name (alphabetical)
Status (groups by color)
Last activity (find your dormant clients)
Past-due invoices (find your collection problems)

Narrowing the View

Status filter — show only red, yellow, or green clients (or any combination)
Issue filter — show only clients affected by a specific problem type, like unreconciled accounts
Name search — type to jump to a client

Tip: The Issue filter is the fastest way to work through a large book of clients. Pick "uncategorized transactions," knock that out for everyone, then switch the filter to "unfiled receipts" and repeat. Batching by issue beats client-by-client.

Drilling Into Issues

Each row carries issue tags — small chips that name the specific signals dragging the score down. You know what you're walking into before you open the client's file.

Issue Tag Reference

Unreconciled — at least one bank account is overdue for reconciliation
Uncategorized (n) — n transactions need GL coding
Past-due (n) — n customer invoices past due
Unfiled receipts — receipt inbox isn't empty
Inactive — no recent activity recorded
Bills pending — vendor bills waiting on approval

Opening the Detail Panel

Click a client row or hit View Details to expand the full breakdown:

Per-signal scoring contribution
Names of unreconciled bank accounts (with days overdue)
The full list of uncategorized transactions with shortcuts to fix them in place
Past-due invoice details — customer, number, amount, days late
Unfiled receipts, with a jump into the receipt manager
Last-activity timestamp and which user did it
Pending bills with vendor and amount

Note: Following a link inside the detail panel switches your active company to that client's company. Remember to switch back when you're done if you need to work under your own entity.

Best Practices

Two patterns work especially well for accountants who use Kantivo's health scores every day:

Morning Triage

Open Accountant Tools before anything else
Glance at the Red band — anyone new there gets your attention first
Open the detail panel, fix what you can, schedule a client call for what you can't
Work down through Yellow, prioritizing scores closest to Red
Log what you did so colleagues at your firm see the work

Weekly Issue Sweeps

Pick the most-common issue type with the Issue filter
Resolve it for every client showing the tag
Switch filters and repeat
Write a one-liner for any client that needed real intervention — useful talking point for your next check-in

Talking to Clients About the Score

Explaining the health score concept to clients tends to shift their behavior. When they know their books are being scored, they get faster about handing over receipts, responding to invoice questions, and signing in regularly. Reference the score in conversations.

Tip: Aim to keep your entire client base in green or upper yellow. If most clients score under 70, your onboarding probably isn't setting expectations about bookkeeping hygiene clearly enough.

FAQ

How often does Kantivo recompute scores?

On every load and on every refresh. There's no background batch job — what you see is always live as of when the page rendered. Hit refresh for a fresh number.

Can I change the thresholds?

Not yet. The current version uses one set of widely accepted bookkeeping thresholds for everyone. Per-firm and per-client customization is on the roadmap; send Kantivo support a note if you have specific needs.

Do clients see their own score?

No. Health scores are visible only to users in an Accountant or Admin role through Accountant Tools. Clients logging in see the regular accounting interface and have no view of the scoring dashboard.

A score looks off — how do I check?

Open the detail panel to see each signal's individual contribution. If a signal seems wrong (e.g., "uncategorized" tagged when you know you've categorized everything), jump into the transaction register and look — bank syncs sometimes pull in fresh transactions overnight that need categorizing.

Can I export the list?

Yes — the Export to CSV button at the top of the list dumps the full table: client name, score, status, individual signal values, last activity. Handy for firm-level reporting.

What about clients with multiple companies?

Each company is scored independently. A client with three entities shows three rows, each with its own score and tags. Related companies are grouped visually so you can see the combined picture.

Need more help? Visit the Help Center index or contact Kantivo support from inside the app.