Client Health Scores

Instantly see the bookkeeping status of every client you manage — automatically scored, color-coded, and sorted so you can focus on whoever needs attention most.

Overview

Client Health Scores is a feature inside Kantivo's Accountant Tools that gives accounting professionals a real-time status view of every client in their practice. Instead of opening each client company one by one to check for problems, you see a single list where each client is assigned a health score and a color-coded status badge.

The score is calculated automatically from six bookkeeping signals that indicate how current and clean a client's books are. Clients who need immediate attention surface at the top of the list by default — no manual review required to find the bottlenecks in your workflow.

Client Health Scores is available to users with the Accountant role or higher and is accessed through the Accountant Tools section of the main navigation.

Tip: Client Health Scores works across all companies you are linked to as an accountant. If a client has not granted you access to their company in Kantivo, their company will not appear in your client list.

Health Metrics

Each client's health score is built from six individual metrics. Every metric contributes to an overall score between 0 and 100. A score of 100 means the client's books are fully up to date with no outstanding issues. Lower scores reflect the presence and severity of one or more problems.

Metric	What It Measures	Triggers a Warning When...
Bank Reconciliation Status	Whether the client's bank accounts have been reconciled recently	Any bank account is unreconciled for more than 30 days
Uncategorized Transactions	Count of transactions that have no account category assigned	One or more transactions remain uncategorized
Overdue Invoices	Number of customer invoices past their due date	Any invoice is more than 1 day past due
Unfiled Receipts	Expense receipts uploaded but not yet attached to a transaction	One or more receipts are unattached
Days Since Last Activity	How many days have passed since anyone last made a change in the company	No activity recorded in the past 14 days
Open Bills Needing Review	Vendor bills that are entered but not yet approved or paid	Any bill is pending review for more than 7 days

Each metric is scored independently. A client with three uncategorized transactions and two overdue invoices will score lower than a client with only one overdue invoice. The combined score reflects the total volume and severity of issues across all six metrics.

Note: Health scores are recalculated each time you load or refresh the Accountant Tools client list. They reflect the state of the client's books at that moment. Scores are not stored historically — they represent a real-time snapshot.

Traffic Light Indicators

Each client in the list displays a color-coded status badge alongside their name and score. The three-color system gives you an immediate visual assessment of each client's situation without reading the score number.

Green — Healthy

Green The client's books are in good shape. All six metrics are within acceptable thresholds. No action is required at this time.

Score range: 80–100
Bank accounts reconciled within the last 30 days
No uncategorized transactions
No overdue invoices
No unfiled receipts
Activity recorded within the last 14 days
No bills pending review beyond 7 days

Yellow — Needs Attention

Yellow One or more metrics are approaching or have crossed a warning threshold. These clients should be reviewed soon to prevent issues from escalating.

Score range: 50–79
Minor issues present — a small number of uncategorized transactions, a recently overdue invoice, or slightly stale activity
No immediate crisis, but action within the next few days is recommended

Red — Urgent

Red The client has significant bookkeeping problems that need immediate attention. Multiple metrics are out of compliance or one metric is severely overdue.

Score range: 0–49
Multiple issues accumulating — unreconciled accounts, many uncategorized transactions, several overdue invoices
May indicate the client has not engaged with their books for an extended period

Tip: Use the traffic light system as a triage guide at the start of your workday. Address all Red clients first, then work through Yellow clients. Clients showing Green require only a quick confirmation that nothing new has emerged.

Sorting & Filtering

The client list in Accountant Tools is sorted worst-first by default — Red clients appear at the top, followed by Yellow, then Green. Within each color group, clients are sorted by their numeric score in ascending order so the lowest-scoring clients appear first.

Changing the Sort Order

Click any column header to re-sort the list by that column:

Health Score — Sort by numeric score (ascending or descending)
Client Name — Sort alphabetically
Status — Group by Red / Yellow / Green
Last Activity — Sort by the date of last bookkeeping activity
Overdue Invoices — Sort by number of overdue invoices

Click the same column header a second time to reverse the sort direction. An arrow indicator shows the current sort column and direction.

Filtering the List

Use the filter controls above the client list to narrow your view:

Status Filter — Show only Red, Yellow, or Green clients (or any combination)
Issue Filter — Show only clients who have a specific issue type (e.g., only clients with uncategorized transactions)
Search — Type a client name to jump directly to that client

Tip: If you manage a large practice with many clients, use the Issue Filter to batch your work. For example, filter for "Unreconciled Bank Accounts" and then work through all clients with that specific issue before moving to the next issue type.

Drill-Down Issues

Each client row in the list displays issue tags — small labeled chips that identify which specific metrics are flagging problems for that client. You can see at a glance not just that a client has a low score, but exactly why.

Issue Tags

Issue tags appear directly on the client row. Common tags include:

Unreconciled — One or more bank accounts are past due for reconciliation
Uncategorized — Transactions exist without an account category (with a count badge, e.g., "Uncategorized 14")
Overdue Invoices — Customer invoices are past their due date (with a count badge)
Unfiled Receipts — Uploaded receipts have not been attached to transactions
Inactive — No bookkeeping activity has been recorded recently
Bills Pending — Vendor bills are waiting to be reviewed or paid

Opening a Client's Detail View

Click anywhere on a client row (or click the View Details button) to open the full client health detail panel. This panel shows:

The score breakdown by each individual metric
The specific accounts flagged as unreconciled (if applicable)
A list of uncategorized transactions with quick links to categorize them
A summary of overdue invoices with customer names and amounts
Unfiled receipts with a link to the receipt manager
The date and user who performed the last bookkeeping activity
Pending bills with vendor names and amounts

From the detail panel, you can take action directly — click a link to jump into that client's company, resolve the issue, and return to the Accountant Tools list. The health score will update when you reload the list after making changes.

Note: Opening a client's detail view does not automatically switch your active company. To make changes in the client's books, use the direct links within the detail panel, which will open the client's company in context.

Best Practices

Accountants who get the most value from Client Health Scores use the feature as part of a structured daily or weekly review routine.

Daily Triage (Recommended)

Open Accountant Tools at the start of your workday.
Scan the top of the list for any clients that have moved from Yellow to Red since your last session.
Open each Red client's detail panel and assess what caused the score to drop.
Resolve or delegate issues before they compound further.
Check Yellow clients and determine if any require same-day action.

Weekly Client Review

At the start of each week, use the Issue Filter to identify the most common problem type across your practice.
Batch-process that issue for all affected clients (e.g., reconcile bank accounts for all unreconciled clients in one session).
Send a summary update to clients whose books required significant corrections.
Document recurring issues so you can address them in client education or workflow recommendations.

Setting Client Expectations

Share the health score concept with your clients. When clients understand that their bookkeeping hygiene is being actively monitored, they tend to be more responsive about providing receipts, approving invoices, and engaging with open items. You can reference the score directly when discussing the state of their books during check-in calls.

Tip: A client who consistently scores in the Green range is a well-managed client. Consider making Green-status clients a key metric in your own practice quality standards and in discussions with clients about the value your practice provides.

Frequently Asked Questions

How often does the health score update?

Health scores are calculated in real time each time you load or manually refresh the Accountant Tools client list. There is no scheduled update interval — the score always reflects the current state of the client's data when you view the list.

Can I customize the thresholds for each metric?

Default thresholds are set to standard bookkeeping best practices (30 days for reconciliation, 14 days for inactivity, etc.). Custom threshold settings per practice or per client are on the product roadmap. If you have specific threshold requirements, contact Kantivo support to share your feedback.

Do clients see their own health score?

No. Client Health Scores are visible only to accountants and managers who access Accountant Tools. Clients using their own company view in Kantivo do not see the health score dashboard. This is an internal tool designed for practice management.

What if a client's score seems incorrect?

Open the client's detail panel and review each metric individually. If a metric is flagging incorrectly — for example, showing uncategorized transactions that you believe have already been categorized — open that section and verify the transactions in the client's account register. In some cases, transactions may have been imported but not yet fully processed. Refresh the list after making corrections to confirm the score updates.

Can I export the health score list?

The client list with health scores can be exported to CSV from the Accountant Tools toolbar. The export includes client name, current score, status (Red/Yellow/Green), each metric value, and the date of last activity. This is useful for practice reports or for sharing client status summaries with partners in your firm.

Does Client Health Scores work with multi-company clients?

Yes. If a client has multiple companies in Kantivo and you have accountant access to more than one of their companies, each company appears as a separate row in the client list with its own health score. The client name column groups related companies together so you can easily see the overall picture for a client with multiple entities.

Need more help? Visit the Help Center index or contact Kantivo support from within the application.