Your First Steps with Kantivo

Kantivo is a professional accounting platform built for accountants and small businesses. Here is how to install it, configure your first company, and begin tracking your finances.

Installing Kantivo on Your Machine

What Your Computer Needs

• Windows Version: 64-bit Windows 10 or newer is required
• Memory: At least 4GB of RAM (8GB provides a smoother experience)
• Disk Space: 500MB for the application itself, with additional room for your financial data
• Database Engine: PostgreSQL 15 or 16 powers your local data storage (the installer handles this for you)

Downloading and Running the Installer

1. Head to kantivo.app/download from any browser
2. Select the Download for Windows button
3. Open the downloaded file (Kantivo-Pro-Setup-x.x.x.exe) to launch the installer
4. Walk through each screen of the installation wizard
5. If PostgreSQL is not already on your system, the installer will set it up automatically

What Happens on First Launch

The first time you open Kantivo, a Database Setup Wizard appears to configure your database:

1. Choose Your Setup Path
   • Fresh Installation - Builds a brand new local database from scratch
   • Join Existing Database - Links to a Kantivo database that already exists on your network
2. Pick Where the Database Lives (fresh installs only)
   • Local Machine - Stores everything right on this computer (the most common choice)
   • Network Location - Points to a PostgreSQL instance on another machine in your office
   • Remote Server - Connects to a cloud-hosted PostgreSQL database
3. Connectivity Check - Confirms your database connection is healthy
4. All Set - Your desktop accounting environment is ready to use

Setting Up Your First Company

Once Kantivo is installed, you will establish your business profile. Kantivo supports multi-company management, so you can add more businesses later.

Step 1: Enter Your Business Details

Press Create Company and fill in the following:

• Business Name - The legal or operating name of your company
• Industry Type - Choose the category that best describes your business
• Fiscal Year Beginning - The month your accounting year starts
• Base Currency - The primary currency for all financial records

Step 2: Review Your Chart of Accounts

Kantivo generates an industry-appropriate chart of accounts right away. You have two paths forward:

• Accept the defaults - Start entering transactions immediately with no extra configuration
• Modify as you go - Rename, add, or remove accounts whenever your needs change

Step 3: Bring in Opening Balances (If Applicable)

Switching from a different accounting tool? Transfer your starting figures:

1. Navigate to Accounts → Chart of Accounts
2. Select the account you want to update
3. Key in the opening balance effective as of your transition date

Navigating the Kantivo Interface

Sidebar Navigation

Every major area of Kantivo is accessible from the left-hand sidebar:

Entering Your First Transactions

Logging Income

Approach A: Direct Journal Entry (No Invoice)

1. Open Transactions → Journal Entry
2. Debit your bank account (this increases the balance)
3. Credit the appropriate income account (this records the revenue)
4. Hit Save to post the entry

Approach B: Issue an Invoice First

1. Open Customers → pick a customer → Create Invoice
2. Add one or more line items describing the work or products
3. Save the invoice to record the receivable
4. When the customer pays, use Receive Payment to close it out

Tracking Expenses

Approach A: Dashboard Quick Expense

1. Click the Quick Expense shortcut on your dashboard
2. Pick the expense category that applies
3. Choose which payment account was used (checking, credit card, etc.)
4. Type in the dollar amount and a brief note
5. Save to record the expense instantly

Approach B: Issue a Check

1. Open Transactions → Write Check
2. Choose the bank account the check draws from
3. Fill in the payee name and check amount
4. Assign it to the correct expense account
5. Save the check entry